Administrative Officer

Full Job Description

This position is the Administrative Officer for Logistics Service at the Martinsburg West Virginia VA Medical Center.

This position has administrative responsibility, accountability, and oversight for the Logistics programs and activities.

The Administrative Officer coordinates and implements all the administrative activities of the service.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 02/17/2026.

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: Administrative Officer GS-0341-9: 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: 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 the GS-9 grade level you must have: 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: A combination of specialized experience and education.

Combinations of successfully completed post-high school education and experience may be used to meet total qualification requirements for the grade levels specified in the table.

The total percentages must equal at least 100 percent to qualify an applicant for that grade level.

Only graduate education in excess of the amount required for the next lower grade level may be used to qualify applicants for positions at grades GS-9 and GS-11.

NOTE: A transcript must be submitted with your application if you are basing all or part of your qualifications on education.

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 may include but are not limited to: Interprets administrative policies, Develops local polices, Defines administrative requirements, and/or provides advice to the Chief on related issues.

Provides substantial input into policies and action plans to ensure Logistics is in compliance with VA Central Office (VACO), VISN, Joint Commission, and other entities as appropriate regarding all phases of performance improvement and quality management programs.

Interacts frequently with VA HCS management and personnel, VACO, VISN and community officials to keep abreast of substantive service issues within the organization.

Monitors performance, suspense actions, and enforces the directions of the CSCO to ensure issues are brought to closure.

Establishes internal procedures to secure adequate control in terms of deadlines, progress reports, and directives and uses own initiative in developing procedures which will increase the general flow of information and overcome bottlenecks in the administrative process.

Independently secures the required administrative and managerial support to meet operating requirements. Maintains responsibility for all service correspondence.

Prepares, edits and archives all official correspondence requiring the Chiefs signature or approval. Prepares and updates the Annual Operating Plan.

Reviews and updates all Standard Operating Procedures (SOP) related to property management, GIP and/or related information systems, and warehouse/distribution functions.

Submits and monitors work orders.

Under the direction of the CSCO, the position approves time and leave, manages Logistics scheduling in lieu of the supervisor and manages online certifications for contracts, labor mapping, and ADPAC duties.

Coordinates the personnel management program for Logistics Service, performing or overseeing all aspects of human resources requirements.

Advises the Chief and Supervisors regarding procedures, laws, regulations and policies dealing with workforce diversity, recruitment, merit promotion, employee and labor relations, employee career development, human resources training, and other human resources related activities.

Manages budget formulation and execution for a changing budget of administrative expenses involving different funding sources, and participates with managers in reviewing needs, plans, and goals to develop budget data and justification for review and approval.

Advises the Chief on budgetary and finance issues.

Serves as a purchase cardholder and approving official for equipment and commodities procurements to ensure that cardholders adhere to the procurement requirements.

Prepares budget estimates based on historical information and identifies need for changes.

Interacts and negotiates on adjustments or reprogramming of funds in support of major program changes or requirements.

Serves as the Control Point Official for numerous fund control points and acts as the Approving Official and/or Alternate Official for purchase card holders in the sub-specialty sections of the Service.

Sets up and maintains systems to control purchasing and the use of supplies. Coordinates and conducts audits and inspections as assigned by the Chief, Logistics Services.

Acts as a Contracting Officer Representative (COR) for the Logistics Service for multiple short and long­-term service contracts.

Prepares procurement requests, evaluates proposals for work, and serves as COR for procurement and a variety of complex contracts, while also maintaining procurement and contracting records.

Responsible for developing space requests and coordinate movement of assets with Engineering Service and Environmental Management Service (EMS).

Coordinates the administrative aspects of office moves, office construction, and other facility improvements including furniture, equipment, telephones, and short-­term storage.

Represents the Logistics Chief at facility Space Committee Meetings. Collaborates with other offices to arrange and coordinate such activities. Other tasks/duties as assigned. Work Schedule: Full time.

Monday through Friday. 7:30am to 4:00pm. Telework: Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position.

Position Description/PD#: Administrative Officer/PD99842S Relocation/Recruitment Incentives: Not authorized. Critical Skills Incentive (CSI): Not approved.

Permanent Change of Station (PCS): Not authorized.