Administrative Officer

Full Job Description

Serves as Administrative Officer for Nutrition & Food Service, managing administrative programs including budget, HR, procurement, records, and quality improvement.

Oversees office staff, ensures compliance with policies, and supports strategic goals through planning, analysis, and coordination of operations to enhance service efficiency and patient care.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 02/06/2026.

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 GS07 position you must have served 52 weeks at the GS-05. For a GS09 position you must have served 52 weeks at the GS-07. For a GS11 position you must have served 52 weeks at the GS-09.

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.

You may qualify based on your experience and/or education as described below: GS-07 Specialized Experience: I have at least (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: Compiling information and preparing administrative reports for briefings; maintaining and updating databases and shared computer drives; providing advice and assistance to managers and staff concerning agency personnel processes and procedures; experience using office automation programs such as work processing spreadsheet, graphics, and desk top publishing; and coordinating with management to control purchasing and use of supplies.

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: I have 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.

Education at the graduate level must have been obtained in an accredited college or university and must demonstrate the knowledge, skills, and abilities necessary to do the work of this position.

NOTE: Transcripts must be submitted with your application materials.

Education cannot be credited without documentation.OR, Combination: I have an equivalent combination of successfully completed graduate level education and specialized experience, as described above, to meet the total requirements.

The education portion must include graduate courses that demonstrate the knowledge, skills, and abilities necessary to do to the work of this position.

Only education beyond a bachelor's degree may be used to qualify applicants for the GS-07 level. This education must have been obtained in an accredited college or university.

NOTE: Transcripts (unofficial or official) must be submitted with your application materials. Education cannot be credited without documentation. Experience must be clearly indicated in your resume.

GS-09 Specialized Experience: I have at least one (1)?full year of specialized experience equivalent to the GS-7 level in the Federal service that equipped me with the particular knowledge, skills, and abilities to perform successfully the duties of the position, and that is typically in or related to the work of an Administrative Officer position.

Specialized experience includes: Creating reports, coordinating and scheduling meetings, and submitting requests/work orders using a personal computer and office automation programs (such as word processing, spreadsheets, etc.); accurately preparing timecards for submission and processing; managing and balancing financial aspects of general fund control points and purchase procedures; and performing various human resources/personnel management duties related to recruitment, disciplinary actions, and/or awards.

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: Applicants may substitute education for the required experience.

To qualify based on education for this grade level you must have successfully completed a Master's degree or equivalent degree.

or 2 full years of progressively higher level graduate education leading to such a degree, LL.B.

or J.D., if related in a field related to this position that demonstrates the knowledge, skills, and abilities necessary to do the work of this position..

OR, Combination: Applicants may also combine education and experience to qualify at this level.

You must have an combination of specialized experience and education beyond successfully completed graduate level education (in excess of the first two years or 24 semester hours) and specialized experience to meet total experience requirements.

GS11 Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS09 in the normal line of progression for the occupation in the organization.

Examples of specialized experience would typically include, but are not limited to: Creating reports, coordinating and scheduling meetings, and submitting requests/work orders using a personal computer and office automation programs (such as word processing, spreadsheets, etc.); maintaining and updating department or service-level databases and shared computer drives; accurately preparing timecards for submission and processing; resolving timekeeping issues related to overtime, holiday pay, unscheduled hours, and various types of extended leave; managing and balancing financial aspects of general fund control points and purchase procedures; and preparing and submitting requests for recruitment, promotion, reassignment, and disciplinary actions .

OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed a Ph.D.

or equivalent doctoral degree, or 3 full years of progressively higher level graduate education leading to such a degree, or an LL.M.

in a field related to this position that demonstrates the knowledge, skills, and abilities necessary to do the work of this position..

OR, Combination: Applicants may also combine education and experience to qualify at this level.

You must have an combination of specialized experience and education beyond successfully completed graduate level education (in excess of the first two years or 36 semester hours) and specialized experience to meet total experience requirements.

Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social).

Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment.

You will receive credit for all qualifying experience, including volunteer experience.

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 not limited to: Participates/presents in meetings with leadership and various interdisciplinary committees to address administrative management issues, resolve problems and provide recommendations both in written form and verbally Designs and implements policies and procedures to serve as the principal advisor on administrative management programs and issues.

Supports and establishes internal procedures to secure controls in terms of deadlines, progress reports, directives and projects which involve the service.

Develops detailed procedures and guidelines to supplement established complex administrative regulations or program guidance.

Aids with managing the procurement process for subsistence and supplies, to include tasks such as preparing procurement requests, evaluating proposals for work, acting as a Contracting Officer's Representative for procurements and/or maintaining procedure records.

Assists in the preparation and review of purchase orders for supplies and non-expendable property, such as equipment.

Oversees the Equipment Inventory Listing, and prepares necessary documents to accession and de-accession of property.

Conducts period surveys of equipment and property to ensure that economic and efficient use is made of equipment and other property to the effective functioning of service needs.

Exerts responsibility over various quality activities and process improvement program activities including developing indicators, monitoring and compiling data collection/analysis, correcting actions and preparing related reports.

Participates in investigative studies related to improvement in food service production, service procedures, use and procurement of provisions, supplies and equipment, layout and workflow; employee utilization; and application of work simplification and automated procedures.

Recommends improvement opportunities to management and implements decisions.

Reviews and evaluates guidance on various functions and procedures; identifies problem areas and implements actions to improve procedures, eliminate problems and conform to policy requirements Updates various databases and programs used to ensure the service meets accreditation standards for internal/external surveyors such as the Joint Commission, Office of Inspector General (OIG), Long Term Care Surveyors, Commission on Accreditation of Rehabilitation Facilities (CARF), etc Serves as the Records Control officer (or similar) for a service or department.

Maintains and updates SharePoint websites and shared computer drives. Utilizes software and databases to perform statistical analysis and prepare reports.

Performs full range of human resource requirements, incentive awards program, organizational structure and serves as a liaison concerning personnel-related matters, processes and procedures Prepares and submits requests such as recruitment, promotion, reassignment, disciplinary actions etc.

and keeps an audit trail for requested actions to ensure requested actions are accomplished in a timely manner.

Provides advice and assistance to managers and staff concerning agency personnel processes and procedures, to include keeping management advised on personnel allocations, vacant positions and status of recruitments.

Manages, monitors and acts in a confidential capacity for personnel actions, organizational structures and position management.

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 - Friday 0700 to 1530 / 0800 to 1630 Virtual: This is not a virtual position.

Position Description/PD#: Administrative Officer/PD99863S, PD99605, and PD99929 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized