Administrative Officer

Full Job Description

The incumbent functions as the Administrative Officer of Facilities Management Service.

The incumbent directs and performs administrative functions that include administration, human resources management, budget and finance, management and program analysis, office support services, document control, and a variety of related administrative matters support of the service.

This position is located in the Facilities Management Service of the Amarillo VA Health Care System in Amarillo, Texas.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 01/27/2026.

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-9 position you must have served 52 weeks at the GS-7. For a GS-11 position you must have served 52 weeks at the GS-9.

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-9 Administrative Officer: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-7 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 identification, consideration, and resolution of issues or problems of a procedural or factual nature; knowledge of theory of principles of 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.

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

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 a bachelor's degree.

GS-11 Administrative Officer: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-9 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 methods and techniques to issues or functions related to administration; conducts detailed analyses of complex functions and work processes; presents staffing recommendations and negotiating solutions to disputed recommendations; interacts with other disciplines to solve problems and deal effectively with people to bring problems to resolution; formulates administrative policies and procedures through research and knowledge of regulations and guidelines; provides oversight for administrative processes such as correspondence and mail workflow, system policy updates, office staffing and backup coverage, work assignments for support staff, hard copy and electronic filing and records maintenance; knowledge of federal budget process and financial management practices and procedures; organizes work, establishes priorities, and meets deadlines; analyzes numerous accounts and determines the need for, and type of adjustments necessary, to reconcile and balance accounts.

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

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

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 a master's degree.

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:

Major duties include: Administration Coordinates personnel actions, maintains personnel-related records, establishes performance standards and competencies, writes position descriptions and functional statements, provides advice on human resources, and handles matters involving recruitment, promotion, awards, position classification, training, counseling, disciplinary actions, and grievances.

Prepares Resource Management Committee requests, vacancy announcements, and job analyses for vacancy announcements, and manages all service-level aspects of employee recruitment for the Service.

Maintains information on Facilities Management Service positions, including Resource Management Committee actions, recruitment activities, organizational chart updates, and current manpower list.

Reviews or prepares justification and workload data for requests to Resource Management Committee for the establishment of new positions or restructuring of positions or work groups for improved productivity and for backfilling vacated positions.

Researches and interprets Labor Management responsibilities under the negotiated contract and coordinates all personnel management matters.

Serves as Personal Identity Verification (PIV) Sponsor/Manager for Service.

Program Management Incumbent often oversees the execution of programs affecting the scope and mission of the service, especially programs that pertain to human resources management such as Performance Management, Incentive Awards, Competency Assessments, Position Description reviews, and mandated education and training.

Analyzes and reviews documentation and performs analysis of workload within all sections of the Service.

Reviews and interprets new and established VA directives, TJC manual requirements, and EPA reporting requirements for impact on Facilities Management Service programs, documentation systems, operating policies, and work procedures.

Incumbent is instrumental in the Strategic Planning process for Facilities Management Service.

Incumbent is the service liaison for education activities, ensuring that Service employees are informed of and compliant with mandatory training requirements.

Proficient in the use of Microsoft Word, Excel, Access, Project, Power Point, Outlook, Smart Draw, ProClarity, WebHR, VA Personal Identity Verification Portal, and other VA software programs required in the performance of duties.

Meets the needs of customers while supporting the VA mission.

Budget and Accounting Serves as accounting technician, performing day-to-day control and management involving the formulation execution, and analysis of the service budget and funding.

Serves as Control Point Official for IFCAP and Certifying Official in IPPS to verify and certify invoices for payment for Facilities Management Service.

Advises and informs Deputy Chief of any accounting or budget irregularities.

Is service contact to other services to execute submission of yearly maintenance contracts and maintains service contract records for preventive maintenance inspections.

Provides and informs Deputy Chief, Facilities Management Service of account balances, transaction information, and deadlines set by Logistics and Fiscal Services.

Incumbent reviews orders, including purchase cards, for accuracy and has approving authority through IFCAP to release orders in compliance with the VA regulations and guidelines, reviewing funds availability prior to purchase approval.

Provides liaison support and assistance to Facilities Management staff and other HCS staff regarding repair or replacement of equipment and overall budgetary and accounting procedures.

Certifies authorization for billings and vouchers for payment, and promptly forwards to Fiscal Service for payment.

Maintains the Facilities Consolidated Memorandum Report (CMR) and distributes to sections for verification and correction; submits to Deputy Chief, Facilities Service for approval.

Oversees Purchase Card program for Facilities Management Service employees to aid as needed and ensure credit cards are reconciled.in a timely manner.

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 -Thursday; 7:00am - 4:30 pm and alternate Friday off vs 7:00am - 3:30 pm Telework: This position may be authorized for telework.

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

Position Description/PD#: Administrative Officer/PD004270 and PD004290 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized