Administrative Officer

Full Job Description

The incumbent provides administrative and management assistance to the Chief, Facility Support Service.

Facility Support Service is comprised of the following sections: Maintenance & Operations, Fleet Management, Energy Management and Engineering.

Manages all administrative and clerical functions of Facility Support Services and ensures the practices and procedures used by staff in subordinate positions are consistent with those of the Service Chief.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 02/09/2026.

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 and 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.

You may qualify based on your experience and/or education as described below: GS-07 Administrative Officer Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-05 in the normal line of progression for the occupation in the organization.

Examples of specialized experience would typically include, but are not limited to: develops knowledge and skill in applying analytical and evaluative techniques to the identification, consideration, and resolution of issues or problems of a procedural or factual nature.

In a developmental capacity, develops knowledge to perform assignments involving qualitative and quantitative analytical techniques and develops skill in conducting interviews with supervisors and employees to obtain information about organizational missions, functions, and work procedures.

OR, Education: Applicants may substitute education for the required experience.

To qualify based on education for this grade level you must have one (1) full year of graduate level education OR superior academic achievement.

OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have a combination of specialized experience and education as described above.

GS-09 Administrative Officer Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-07 in the normal line of progression for the occupation in the organization.

Examples of specialized experience would typically include, but are not limited to: applying analytical and evaluative techniques to the identification, consideration, and resolution of issues or problems of a procedural or factual nature, management and organization, including administrative practices and procedures common to organizations, such as those pertaining to areas of responsibility, channels of communication, delegation of authority, routing of correspondence, filing systems, and storage of files and records, using qualitative and quantitative analytical techniques such as: literature search; work measurement; task analysis; productivity charting; determining staff to workload ratios; organization design; space planning; development and administration of questionnaires; flowcharting of work processes; graphing; and basic statistical measures.

OR, Education: Applicants may substitute education for the required experience.

To qualify based on education for this grade level you must have a master's or equivalent graduate degree, OR two (2) full years of progressively higher level graduate education leading to such a degree, OR LL.B.

of J.D. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have a combination of specialized experience and education as described above.

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:

Personnel Administration and Management Directs the personnel management program for the service, overseeing and/or performing the full range of personnel management and administration functions.

Acts as the liaison with Human Resources Management Service (HRMS) concerning personnel-related matters.

Provides advice and assistance to managers and staff concerning Federal and VA personnel processes and procedures.

Assists managers and staff in projecting staffing needs, writing position descriptions, preparing performance plans and appraisals, processing training requests, and drafting disciplinary and adverse actions.

Reviews, analyzes and interprets incoming requests, recommends appropriate action or suggests appropriate alternatives based on knowledge of internal operations, VA personnel policies, budgetary constraints and work priorities.

Recognizes problems that require HRMS intervention or correction. Delegates orientation for new staff. Keeps managers informed of the status of on-going personnel actions.

Provides advice on solving complex personnel-related problems Budget/Financial Management Collaborates with the Service Chief to provide for the budgeting and financial management of Facility Support Service.

This includes budget formulation, justification, and execution; fiscal management; and financial reporting. Briefs the Service Chief of schedules and data requirements.

Participates with Facility Support Service managers/section chiefs as well as other medical center management staff in reviewing service needs, plans, and goals to develop budget data and justification for review and approval.

Assists in preparation of budget package. Assists in the development of response to questions from leadership regarding budget issues. Directs execution of approved budget.

Monitors balances and status of projects, and recommends reprogramming of funds as needed. Procurement/Contracting Manages procurement and contracting services for Facility Support Service.

This may include preparing procurement requests, evaluating proposals for work, acting as a Contracting Officers Technical Representative (COTR) for procurements, and/or maintaining procurement and contracting records.

Manages contracting and procurement for small procurements that require varying approaches.

Collaborates with Contracting/Acquisition staff in the preparation of contracts to secure adequate resources to facilitate operations to include determining appropriate costs, performing costs analysis, soliciting bids, writing sole source justifications, and communicating both orally and in writing with contractors.

Prepares and reviews purchase order for supplies and non-expendable property such as medical equipment utilized in the delivery of patient care, as well as furnishings for administrative and clinical areas, office automation equipment, etc.

Administrative Management Provides for the overall administrative management for Facility Support Service.

This may include interpreting administrative policies, developing or implementing local policies, defining administrative requirements, and/or providing advice to Facility Support Service management on related issues.

Performs administrative management requirements for Facility Support Service.

Applies new policies, provides advice on requirements, maintains administrative systems, and prepares administrative paperwork.

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; 8:00am - 4:30pm Telework: This position may be authorized for telework.

Telework eligibility will be discussed during the interview process. Ad-hoc. Virtual: This is not a virtual position.

Position Description/PD#: Administrative Officer/PD012380 and PD012500 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized