Administrative Officer

Full Job Description

The incumbent serves as the Administrative Officer for Fiscal Service at the Asheville VA Medical Center (VAMC), Asheville, NC.

The Administrative Officer position coordinates the administrative, operational, and planning activities within the service and is responsible for the administrative management of Fiscal Service with the final authority resting with the Chief Financial Officer.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/02/2026.

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. 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: 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: Coordinating and monitoring the functions of administrative services within an office; managing budget activities; assisting with contracting functions and managing procurement; assisting with human resources functions to include recruitment, position classification, performance, training, etc.; preparing letters, reports and presentations; retaining procurement records and reconciliations; making space utilization recommendations.

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

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.

You will be rated on the following Competencies as part of the assessment questionnaire for this position: Administration and Management: Planning, coordination, and execution of business functions, resource allocation, and production.

Communication: Expresses information (for example, ideas or facts) to individuals or groups effectively, taking into account the audience and nature of the information (for example, technical, sensitive, controversial); makes clear and convincing presentations; listens to others, attends to nonverbal cues, and responds appropriately; produces information, which may include technical material that is appropriate for the intended audience.

Planning and Evaluating: Organizes work, sets priorities, and determines resource requirements; determines short- or long-term goals and strategies to achieve them; coordinates with other organizations or parts of the organization to accomplish goals; monitors progress and evaluates outcomes.

Human Resource Management: Empowers people by sharing power and authority; develops lower levels of leadership by pushing authority downward and outward throughout the organization; shares rewards for achievement with employees; assists with ensuring staff are appropriately selected, utilized, appraised, and developed, and that they are treated in a fair and equitable manner.

Physical Requirements and Work Environment: The work is primarily sedentary and is usually accomplished while seated at a desk or table, typically in an adequately lighted and climate controlled office.

Some standing, walking, bending and lifting (up to 40 lbs.) is required.

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

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: The incumbent serves as the administrative Officer for Fiscal Service providing oversight and guidance to staff and oversees the administrative assignments in day-to-day operations ensuring workload is accomplished on a priority basis.

The incumbent serves as liaison for multiple programs and sections within Fiscal Service.

Incumbent assists with administrative development of Fiscal financial programs for the administrative service lines and ensures administrative and budgetary activities are in compliance.

Plans a systematic internal control which assures the financial management of the service is maintained in accordance with accepted budget/accounting practices.

The incumbent maintains program requirements/validation criteria for assigned organizations and directs service staff members to participate in cyclic or special evaluations.

The incumbent receives and screens all telephone inquiries, handles all incoming correspondence, prepares correspondence, and maintains control of deadline correspondence.

The incumbent also assists accounting and serves a backup to travel. This includes documentation, processing, and customer services for station travel.

Monitors and makes input to current vendor files so that vendors may be paid promptly under the Financial Management System.

The incumbent has primary responsibility for accurately administering personnel management actions often requiring dealing with procedural issues, which may be complex in nature, of all personnel action data on all employees within the service.

He/she will ascertain the resignations, terminations, appointments, etc., for all employees are accurately completed, documented, and submitted in a timely manner.

The incumbent will perform follow-up checks on all personnel actions submitted to verify accurate results.

Assists AFO/CFO with space requirement analysis and prepares request and justification of space requests for management review.

Assigned as an Automated Data Processing Application Coordinator (ADPAC) for Fiscal Service, the incumbent is authorized to submit action requests of telephone, additional electronic equipment, furnishings, fixtures, and necessary items in coordination of service expansion and/or needs and the ability to assign/update service functionality system menus.

Attends meetings as alternate/designee to provide continuity, and obtains information provided to assure a smooth operation of the program and provide feedback.

The incumbent develops the need for and maintains an awareness of available resources, and makes recommendations to fiscal management regarding needs, distribution, or redistribution of these resources.

Responsible for monitoring assigned fund control points. Plans a system of internal control that assures fiscal management will be maintained on a sound basis.

The incumbent examines programs and recommends expanding, contracting, combining, separating, or realigning them to best meet Veterans' health care needs most economically; directs and/or assists medical center staff in administrative research, management analyses, and development of reports of program plans; and performs assessments of Fiscal Service.

The incumbent performs staff support work on managerial and operational activities that include short and long-range planning efforts; directs, obtains, and consolidates planning information from subordinate units; directs and recommends action or adjustments necessary to achieve required objectives.

Serves as the service subject matter expert on proper correspondence and provides assistance/training to other service members with regard to preparation of letters, memorandums, standard operating procedures, reports, and other forms as deemed appropriate and possesses awareness of all policy/procedure changes.

The incumbent maintains the Chief Financial Officer's daily calendar, schedules appointments and meetings with knowledge of the workload and importance of issues.

The incumbent reads, reviews, and determines the proper action on incoming suspense items, deciding which can be acted upon personally and taking appropriate action or referring matters to the appropriate personnel.

The incumbent serves as the Talent Management System (TMS) administrator for the service.

The incumbent is responsible for entering electronic educational credits into TMS and running TMS reports to ensure staff members are up to date on mandatory training.

Work Schedule: Monday - Friday 8am - 4:30pm Telework: (Adhoc) - as determined by the agency policy. Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD044320