Administrative Officer

Full Job Description

Serves as the Administrative Officer (AO) for Facilities Management Service (FMS) at the Chillicothe VAMC.

The position has administrative responsibility, accountability, and oversight for the service programs and activities across the full jurisdiction of the Medical Center.

The AO coordinates and implements all the administrative activities of the service.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/26/2026.

Time-In-Grade Requirement: Applicants who are current Federal employees and have held a GS grade any time in the past 52 weeks must also meet time-in-grade requirements by the closing date of this announcement.

For a GS-7 position you must have served 52 weeks at the GS-5.

For a GS-9 position you must have served 52 weeks at the GS-7.The grade may have been in any occupation, but must have been held in the Federal service.

An SF-50 that shows your time-in-grade eligibility must be submitted with your application materials.

If the most recent SF-50 has an effective date within the past year, it may not clearly demonstrate you possess one-year time-in-grade, as required by the announcement.

In this instance, you must provide an additional SF-50 that clearly demonstrates one-year time-in-grade.

Note: Time-In-Grade requirements also apply to former Federal employees applying for reinstatement as well as current employees applying for Veterans Employment Opportunities Act of 1998 (VEOA) appointment.

To qualify for this position at the GS-7 level, you must meet one of the following: SPECIALIZED EXPERIENCE - One (1) full year of specialized experience equivalent to the GS-5 grade level in federal service that equipped you with the particular knowledge, skills, and abilities to perform successfully the duties of an Administrative Officer, and that is typically in or related to the work of this position.

Specialized experience includes: perform administrative functions that include administration, human resources management, budget and finance, management analysis, office support services, and document control.

Manages and sets priorities of the of administrative functions, human resources, budget, and space based on the needs of the service.

Recognize needs of the service and initiate own work assignments without direction.

NOTE: Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment.

~OR~ EDUCATION - Have successful completion of one (1) full year of graduate education. Such education must demonstrate the knowledge, skills, and abilities necessary to do the work of this position.

NOTE: Transcripts must be submitted with application. Education cannot be credited without documentation.

~OR~ Superior Academic Achievement (SAA): SAA at the baccalaureate level in the coursework detailed above is fully qualifying.

Applicants who wish to apply under this provision must submit proof from their educational institution that they meet one of the criteria listed below.

To qualify for SAA, applicants must have completed all the requirements for a bachelor's degree in a curriculum that is qualifying for the position to be filled and meet one of the following: Rank in the upper one-third of your class in the college, university or major subdivision.

A grade-point average of "B" (a GPA of 2.95 or higher out of a possible 4.0) for all completed undergraduate courses, or those completed in the last two years of undergraduate study.

A grade point average of "B+" (a GPA of 3.45 or higher out of a possible 4.0) for all courses in your major field of study, or those courses in your major completed in the last two years of undergraduate study.

Membership in a national honor society (other than freshman honor societies) recognized by the Association of College Honor Societies.

For a list of recognized honor societies please visit http://www.achsnatl.org/quick_link.asp. For more information regarding SAA please visit http://www.opm.gov/qualifications/SEC-II/s2-e5.asp#e4f.

COMBINATION - Possess equivalent combination of successfully completed education and specialized experience directly related to the work of the position as outlined above that meets the requirements of the position.

Only education beyond a bachelor's degree may be used to qualify applicants for the GS-07 level.

NOTE: If using education combined with specialized experience to qualify, a copy of your transcript is required.

~OR~ To qualify for this position at the GS-9 level, you must meet one of the following: SPECIALIZED EXPERIENCE - One (1) full year of specialized experience equivalent to the GS-7 level in the Federal service that equipped you with the particular knowledge, skills, and abilities to perform successfully the duties of an Administrative Officer, and that is typically in or related to the work of this position.

Specialized experience includes: interprets administrative policies, developing local polices, defining administrative requirements, provides substantial input into policies and action plans to ensure compliance with appropriate entities, establishes internal procedures to secure adequate control in terms of deadlines, progress reports, and directives and uses own initiative in developing procedures.

Coordinates the personnel management program for service, performing or overseeing all aspects of human resources requirements.

Advises on procedures, laws, regulations and policies dealing with workforce diversity, recruitment, merit promotion, employee and labor relations, employee career development, human resources training, and other human resources related activities.

~OR~ EDUCATION - Have successfully completed a master's or equivalent graduate degree, or 2 full years of progressively higher level graduate education leading to such a degree, or an LL.B. or J.D.

in a related field that demonstrates the knowledge, skills, and abilities necessary to do the work of this position. NOTE: Transcripts must be submitted with application.

Education cannot be credited without documentation.

~OR~ COMBINATION - Possess equivalent combinations of successfully completed graduate level education (in excess of the first year or 18 semester hours) and specialized experience to meet total experience requirements.

NOTE: If using education combined with specialized experience to qualify, a copy of your transcript is required.

Physical Requirements and Work Environment: The work is primarily sedentary and is usually accomplished while the employee is comfortably seated at a desk or table.

Some physical demands such as standing, walking, bending, and lifting (up to 40 pounds) is required.

Physical exertions including stretching, reaching, and pulling or pushing carts occurs when assisting with inventories or activities involving retrieving items from shelves and cabinets.

The work environment involves everyday risks or discomforts which require normal safety precautions typical of such places as offices, meeting, and training rooms.

The work area is adequately lighted, heated and ventilated. Work will be conducted in a safe manner adhering to Medical Center safety policies.

For more information on these qualification standards, please visit the United States Office of Personnel Management's website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/.

Major Duties:

Duties include, but are not limited to: Interprets administrative policies, developing local polices, defining administrative requirements, and/or providing advice to the Chief on related issues.

Provides substantial input into policies and action plans to ensure service is in compliance with VA standards.

Establishes internal procedures to secure adequate control in terms of deadlines, progress reports, and directives and uses own initiative in developing procedures which will increase the general flow of information and overcome bottlenecks in the administrative process.

Secures the required administrative and managerial support to meet operating requirements. Prepares, edits and archives all official correspondence requiring the Chief's signature or approval.

Coordinates the personnel management program for the service, performing or overseeing all aspects of human resources requirements.

Advises the Chief regarding procedures, laws, regulations and policies dealing with workforce diversity, recruitment, merit promotion, employee and labor relations, employee career development, human resources training, and other human resources related activities.

Monitors, coordinates, and tracks all on- going and projected personnel actions and continuously apprises management of status.

Manages budget formulation and execution for a changing budget of administrative expenses involving different funding sources, and participates with managers in reviewing needs, plans, and goals to develop budget data and justification for review and approval.

Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met.

Selection at a lower grade level does not guarantee promotion to the full performance level.

Work Schedule: Monday through Friday, 7:30 am to 4:00 pm Compressed: Available Virtual: This is not a virtual position.

Position Description/PD#: Administrative Officer/PD916570 and PD930890 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized