Administrative Officer

Full Job Description

The position provides support to the Chief of Health Administration Services (HAS) in the management of the administrative programs within the HAS Service Line, at the CWM VHA Medical Center, in Leeds MA.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 02/13/2026.

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 GS-09: 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: 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, performance, training, etc.; preparing letters, reports and presentations; retaining procurement records and reconciliations; making space utilization recommendations; and compliance with accrediting agencies.

(*To receive credit for these skills they must be documented in your application/ résumé). OR, Education: Applicants may substitute education for the required experience.

To qualify based on education for this grade level you must possess a master's or an 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., if related.

(Unofficial transcripts required.) OR, Combination: Combinations of successfully completed post-high school education and experience maybe used to meet total qualification requirements for the GS-09 grade level, and may be computed by first determining the applicant's total qualifying experience as a percentage of the experience required for the GS-09 grade level; then determining the applicant's education as a percentage of the education required for the GS-09 grade level; and then adding the two percentages.

The total percentages must equal at least 100 percent to qualify an applicant for the GS-09 grade level.

(When crediting education that requires specific course work, prorate the number of hours of related courses required as a proportion of the total education to be used.

(Unofficial transcripts required.) 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, although some slight physical effort may be required.

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:

The incumbent performs the full range of personnel management and administration for an organization with varied functions and activities.

This includes project assignments based on needs identified via internal/external reviews / investigative reports or observations, verbal/written responses to internal and external inquiries, maintenance of service and medical center level workload statistics, medical center memorandums and the service's Process and Systems Improvement Program.

These duties include, but are not limited to, the following: Personnel Administration and Management Work: Provides personnel management and administration actions for service.

Improves program and service quality by devising new applications, updating procedures, and evaluating system results. Coordinates personnel actions and maintains personnel-related records.

Establishes performance standards, conducts performance appraisals and recommends performance ratings. Writes position descriptions for position classification. Manages recruitment actions.

Manages training, grievances, promotions, awards, and counseling while providing support to the staff.

Budget/Financial Management: Provides assistance for the budgeting and financial management for the service to include budget formulation, justification, and execution, financial management, and financial reporting, including fee for service costs.

Provides advice to management and program personnel on budgetary and finance issues.

Manages budget formulation and execution for a changing budget of administrative expenses involving different funding sources.

Assists in the application for the research grants and responsible for the distribution of the approved funds.

Monitors balances and status of projects and equipment and recommends reprogramming of funds needed. Justifies requests for refunding as necessary.

Reviews reports and resolves discrepancies with appropriate accounting office. Assures that all expenditures are properly authorized and documented.

Procurement / Contracting: Manages procurement and contracting. Serves as Contracting Officer's Technical Representative for the service.

Works collaboratively with the Chief of Staff's Contracting Officer Representative (COR) to develop and maintain contracts.

Duties may include, preparing procurement requests, evaluating proposals for work, and/or maintaining procurement and contracting records.

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

Initiates and prepares contracts to secure adequate resources to facilitate operations to include determining appropriate costs, performing cost analysis, soliciting bids, writing sole source justifications, and communicating both orally and in writing with contractors.

Certifies payment for service's contracts. Prepares and reviews purchase orders for supplies and nonexpendable property such as equipment.

Work Schedule: Full-time, 40 hours a week, Monday-Friday, 7:30-4:00pm. Telework: This position may be authorized for telework, per discretion of supervisor. Virtual: This is not a virtual position.

Position Description/PD#: Administrative Officer/PD024790 Relocation/Recruitment Incentives: Not Authorized.

Permanent Change of Station (PCS): Not Authorized Notifications: Interchange Agreements with Other Merit System: Employees who occupy medical or medical-related positions and were appointed under 38 U.S.C.

4701

or

[formerly 38 U.S.C. 4104

and

] must be serving in a full-time position without time limit and have served continuously for at least one year in this other merit system to be eligible to convert to the Title 5 System.

Some exceptions to this rule may apply if you have previously acquired tenure under a Title 5 appointment.

Time-in-Grade Restriction: 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.

The grade may have been in any occupation but must have been held in the Federal service. Position is not a Bargaining Unit Position.

Current and former Federal employees must submit copies of their most recent SF-50, (Notice of Personnel Action).

The SF-50 must identify the position title, series, grade, step, tenure and type of service (Competitive or Excepted).

In some cases, more than one SF-50 may be required to show a higher grade previously held.

Veterans' Preference: Does not apply to merit system promotion announcements limited to agency level and below.