Administrative Officer

Full Job Description

The Administrative Officer (AO) functions as a full participant on matters related to Pharmacy Service within the Memphis VAMC, including Community Based Outpatient Clinics (CBOC).

The AO provides administrative services in a work environment where there are multiple competing priorities and requirements.

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 s described below: Specialized Experience: One (1) full year of specialized experience equivalent to the GS-7 level in the Federal service that equipped you with the particular knowledge, skills, and abilities to perform successfully the duties of an Administrative Officer, and that is typically in or related to the work of this position.

Specialized experience includes: 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: 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: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 for this position: Administration and Management Attention to Detail Communication Decision Making Information Management Problem Solving Reading Comprehension 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 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 cares 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:

The Administrative Office (AO) provides for the overall administrative management of the Pharmacy Service. Exercises independent and creative judgment in accomplishing major duties.

This may include interpreting administrative policies, developing local polices, defining administrative requirements, and/or providing advice to the Chief on related issues.

Major duties and responsibilities include but are not limited to: Performs administrative work in one or more of the following areas: personnel managemenUadministration, budgeting and financial management, procurement and contracting, property management, and/or supplies.

Performs administrative work, either as an Administrative Officer or as an Administrative Specialist.

This work includes personnel managemen/administration, budgeting and financial management, procurement and contracting, property management, and/or supplies.

Directs the personnel management program for the organization, performing or overseeing the full range of human resources requirements.

As a Service Recovery Liaison for Pharmacy Service, serves as a patient advocate to resolve patient complaints and issues, collaborating with other services to resolve patient issues when necessary.

Manager and sponsor for Personal Identity Verification (PIV) badges for Pharmacy Service.

The incumbent is responsible for initiating appropriate background investigations depending on applicant category.

Is responsible for the security access system within Pharmacy and assigns access levels to employees, students, and other medical center staff as appropriate to maintain required security.

Performs audits to assure access to the pharmacy and the narcotic vault are appropriate. Provides for the budgeting and financial management for the organization.

This includes budget formulations, justification, and execution; financial management; and financial reporting. 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. Analyzes Federal budget calls, reviewing guidelines and instructions.

Acting as a Contracting Officer Respresentative (COR) for procurements, 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 costs analysis, soliciting bids, writing sole source justifications, and communicating both orally and in writing with contractors.

Provides for the overall administrative management for the organization.

This may include interpreting administrative policies, developing implementing or local policies, defining administrative requirements, and/or providing advice to top management or related issues.

Performs administrative management requirements for organization. Applies new policies, provides advice on requirements, maintains administrative systems, and prepares administrative paperwork.

Work Schedule: Monday through Friday, 8:00 am to 4:30 pm. Telework: This position is not authorized for telework. Virtual: This is not a virtual position.

Position Description/PD#: Administrative Officer/PD50203-0 Financial Disclosure Report: Not required