Administrative Officer

Full Job Description

This position is organizationally under Facilities Management Service (FMS), and the incumbent works directly for the Chief of Facilities Management Service.

Facilities Management Service is comprised of 68 professional and wage grade staff working under the following sections: Office of the Chief, Maintenance and Repair, Projects and Operations, Boiler Plant, Projects Section, Planning and Biomedical Engineering.

To qualify for this position, applicants must meet time in grade requirements and specialized experience within 30 days of the closing date of this announcement, 03/17/2026.

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 within 30 days of the closing date.

For a GS-09 position you must have served 52 weeks at the GS-07 grade or higher. GS-11 position you must have served 52 weeks at the GS-09 grade or higher.

If you have not held a GS position within the past 52 weeks, such as a current wage grade employee, this does not apply to you.

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: For GS-09: 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: Directs the personnel management program for the organization, performing or overseeing the full range of human resource requirements.

Incumbent is trained in the process of improvement and is a key facilitator for performance improvement activities.

Utilizes advanced skills in the use of personal computers, including the Microsoft office suite of applications.

Provides personnel management and administrative support to a large organization with varied functions and activities with new and changing requirements.

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 have successfully completed a Masters or equivalent graduate degree or 2 full years of progressively higher-level graduate education leading to such a degree or LL.B.

of J.D., if related that demonstrates the knowledge, skills, and abilities necessary to do the work of this position. NOTE: Copies of transcripts 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 possess equivalent combinations of successfully completed graduate level education and specialized experience to meet total experience requirements.

NOTE: Copies of transcripts must be submitted with your application materials. Education cannot be credited without documentation.

For GS-11: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-9 in the normal line of progression for the occupation in the organization.

Examples of specialized experience would typically include, but are not limited to: Knowledge of a wide range of qualitative and/or quantitative methods for the development and management of an effective administrative program through the assessment and improvement of complex management processes and systems; comprehensive knowledge of a range of organization programs, mission, and function sufficient to analyze administrative laws, policies regulations, and precedents that affects administrative operations.

Examples include knowledge of the theories and practices associated with effective business operations, quality and process improvement, strategic planning and goal setting, contract development, budget management, organizational networking.

Position requires comprehensive knowledge of patient flow and access, clinical outcome management, microeconomics, supply and demand management, business communication and marketing, performance management, management analysis, material management, recruiting and retention, policy development and management, general project management, and other business processes.

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 possess a Ph.D.

or equivalent doctoral degree or 3 full years of progressively higher-level graduate education leading to such a degree or or LL.M., if related.

This education must have been obtained in an accredited business, secretarial or technical school, junior college, college, or university.

NOTE: Copies of transcripts 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 that is equal to at least 100 percent for this grade level.

You must have a combination of specialized experience and education in excess of a Masters degree or two years of graduate level education (36 semester hours) and specialized experience to meet total experience requirements.

NOTE: Copies of transcripts must be submitted with your application materials. Education cannot be credited without documentation.

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.

Preferred Experience VA Contracts experience, HR Actions, Procurement, work order and Position Management 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 & Work Environment : The work is mostly sedentary, with occasional bending or stooping during filing. The work is performed primarily in an office setting.

The incumbent will occasionally be required to visit Facilities Management work sites, such as shops and mechanical rooms.

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:

Performs Personnel Administration Work The incumbent has immediate responsibility for all aspects of a comprehensive personnel management program for all of the sections under the department, which entails overseeing and performing a full range of human resources management and administration activities for a large organization.

The incumbent acts as the liaison with Human Resources concerning minor to complex personnel and labor relations issues.

Incumbent provides advice and assistance to managers and staff concerning federal and agency personnel processes and procedures, assists supervisors in projecting staffing needs, writing position descriptions, developing job analyses, preparing performance plans and appraisals.

Incumbent provides guidance to Supervisors and Chief concerning labor relation issues and drafts disciplinary and adverse actions.

Other related duties include resolving a variety of day-to-day personnel and payroll issues and providing consultation to Section Chiefs and Supervisors related to the recruitment and selection of employees within the framework of the Office of Personnel/VHA regulations.

Administers Budget and Financial Management Provides budget formulation and management for Facilities Management Service; prepares a variety of budget analyses and maintains budget records.

Exercises responsibility for budget formulation, presentation, and execution.

Maintains awareness of and information about the overall status of financial resources for the service in order to react to changing situations with timely recommendations.

Participates with management in defending the budget before senior level management. Reviews and negotiates adjustments in support of major program changes or requirements.

Prepares and assemble charts, data, reports, narrative and statistical materials that are provided for justification for the budget.

Develops, evaluates, and modifies organizational structure and systems to achieve program goals. Participates in the analysis and interpretation of workload and other data used in resource planning.

Manages And Supervises Administrative Staff The incumbent supervises two administrative support staff within Facilities Management Service, consisting of one GS-6 Administrative Support Assistant, one GS-6/7 Procurement Technician.

Ensures administrative support staff properly performs functions contributing to the successful operation of areas for which the incumbent has overall responsibility; includes distribution/delegation of workload to administrative support staff.

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

Incumbent is responsible for personnel management functions including recruitment, classification, staffing, employee relations, the performance appraisal process, employee awards, pay/leave administration, training, travel, any EEO actions, workman's compensation, and necessary research related to human resources management issues.

Administrative Management Provides for the overall administrative management for the organization.

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

Manages and/or prepares correspondence and responses to correspondence with persons or groups within and outside the organization.

Coordinates and prepares the annual management briefing and staff meeting agenda. Oversees other programs such as Facility Quarters Housing program, acts as COR for contract.

As a supervisor, the incumbent carries out their labor-management relations by being knowledgeable about regulations, directives, MCMs and procedures involving labor-management relations at Roseburg VA Medical Center and by carrying out or effectively recommending the following labor-management relations actions for employees in the bargaining unit: hire or transfer, direct and assign duties, promote, appraise or evaluate performance, reward superior or outstanding performance, counsel, discipline or remove employees, and hear grievances.

Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met.

Selection at a lower grade level does not guarantee promotion to the full performance level. Work Schedule: Monday - Friday 7:30am - 4:00pm PST Virtual: This is not a virtual position.

Position Description/PD#: Administrative Officer/PD306850 and PD306840 Relocation/Recruitment Incentives: Not Authorized