Administrative Officer

Full Job Description

The position serves as the Administrative Officer for Sterile Processing Service (SPS), located at the Bay Pines VA Healthcare System (BPVAHCS) and supported catchment area.

The position has administrative responsibility, accountability, and oversight for the SPS programs and activities across the full jurisdiction of health care system.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/05/2026.

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-09 position you must have served 52 weeks at the GS-07. 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-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: Assist in the planning, review, and reporting of data/statistical results of program/project studies for their service.

Monitor performance, suspense actions, and enforces the directions of data/statistical results of program/project studies for their service.

Perform a basic analysis of the data and generates a variety of reports for the Chief Nurse.

Review documents, reports, and /or applications for omissions and inconsistencies, and ensures data entry is complete and accurate. Enter pertinent information into an automated tracking system.

Schedules appointments, coordinates meetings, and/or schedules conferences.

Participate in annual budget planning and implementation of the section programs; monitor and track the program budget throughout the fiscal year.

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

or J.D., if related. NOTE: Transcripts (unofficial or official) must be submitted with your application materials. Education cannot be credited without documentation..

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.

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

Preferred Experience: Must be skilled in oral and especially written communication to effectively deal with interactions with officials within Surgery, Nursing, SPS, Logistics, HCS, VISN, and VACO offices.

Knowledge of ADPAC functions.

You will be rated on the following Competencies for this position: Leadership Oral Communication Planning and Evaluating Problem Solving Technology Application 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. Note: A full year of work is considered to be 35-40 hours of work per week.

Part-time experience will be credited on the basis of time actually spent in appropriate activities.

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.

Physical Requirements: The work is primarily sedentary. It 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.

No special physical effort or ability is required to perform the work.

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 and responsibilities of the Administrative Officer include, but are not limited to: Responsible for providing leadership and program coordination in the development, implementation, evaluation, interpretation, revision, and necessary corrective action of all applicable administrative policies, functions, activities, operations, and programs.

Develops, plans, schedules new methods of operations that require identification of short term and long-term objectives and goals based on an understanding of the program, strategic priorities, and related initiatives within the organization.

Provides advice and guidance for improvements and anticipates potential areas of concern or questions that should be addressed when making recommendations.

Works with other facility Administrative Officers, Managers and Supervisors in identifying opportunities for performance improvement, defining audit topics and criteria for Performance Appraisals, and reviewing the documentation generated to assure compliance with the Joint Commission on Accreditation of Health Care Organizations (TJC), accreditation standards, Medical Center and other legal and regulatory guidelines.

Maintains an awareness of resource utilization and availability, and makes recommendations to management regarding needs, distribution, or redistribution of these resources.

Performs administrative work, day-today activities within the Office of the Chief Nurse and all other administrative areas within the service.

Facilitates team or unit processes by working in collaboration with team members or employees to ensure that tasks are completed.

Ensures that systems are in place to track mandatory training completion; timecard submission, onboarding of new employees, ADPAC needs for employees and clearance of departing employees, ensuring that computer access is disabled when appropriate.

Serves as Records Liaison Officer and PIV sponsor for service.

Records and organizes documents relating to expenditures to provide accurate and timely data and immediate visibility concerning availability of funds.

Reviews financial reports and resolves discrepancies with the appropriate accounting office. Serves as Contracting Officer's Representative for assigned contracts.

Must obtain COR Level 1 Certification within 120 days of hire. Assures that all expenditures are properly authorized and documented.

Establishes, organizes, and maintains a system of internal controls for the management of funds in allocated cost centers and funds associated with other programs.

Evaluates, processes, and makes recommendations for effective organizational changes to support process improvement plans and goals for the entire service.

Coordinates all administrative and financial functions necessary to assure the smooth and efficient functioning of the Service. Completes other duties as assigned.

Work Schedule: Monday - Friday 7:30am - 4:00pm Telework: This position not authorized for telework Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD111540