Administrative Officer

Full Job Description

The Administrative Officer's managerial duties and responsibility involve decisions which have direct and substantial effect on the health care organization.

The incumbent contributes to the establishment of policy and programs for the FPAS by providing critical statistical data and federal/agency specific guidance to higher management officials for the purpose of meeting established performance measures.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 04/06/2026.

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-9 position you must have served 52 weeks at the GS-7. 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-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: knowledge and skills in applying, analytical and evaluative methods and techniques to issues or studies concerning the efficiency and effectiveness of program operations carried out by administrative or professional personnel, or substantive administrative support functions; knowledge of the major issues, program goals and objectives, work processes, and administrative operations of the organization (includes knowledge of pertinent laws, regulations, policies, and precedents that affect the use of program and related support resources); skill in written and oral communication sufficient to prepare and present findings and recommendations, carry out specific actions regarding controversial issues, and gaining acceptance of or implementing new policies and concepts; knowledge of space, equipment, supply, and personnel requirements to formulate efficient and effective program planning; knowledge of space, equipment, supply, and personnel requirements to formulate efficient and effective program planning.

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 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: Applicants may also combine education and experience to qualify at this level.

You must have an combination of specialized experience and education beyond 1 full year of graduate level 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/.

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 a combination of sedentary and requiring physical effort and exertion such as e.g., walking, standing, carrying light items such as manuals or briefcases, or driving or traveling by motor vehicle.

May require occasional travel. Major Duties:

Duties may include but are not limited to: Personnel Administration and Management Work (25%) Contributes to the establishment of policy and programs for the FPAS by providing critical statistical data and federal/agency specific guidance to higher management officials for the purpose of meeting established performance measures; 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; 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; Services as the FPAS Administrative Section Officer Manager.

The incumbent will provide direct management over the program officer, including matters involving fiscal, personnel, equipment, records management; including handling all recruitments, promotions, awards, training, disciplinary actions, and etc; Maintains responsibility for all service correspondence.

Prepares, edits and archives all official correspondence requiring the Chief's signature or approval; Attends briefings and meetings on behalf of the Chief in his or her absence; Schedules or coordinates all service meetings, prepares agenda, and prepares minutes for each.

These may include meetings for the Equipment Committee, Parking Committee, and others; Serves as the Emergency/Recall Coordinator and Contracting Officer Representative (COR) for the Facility Planning and Activation Service.

Human Resources/Personnel Management (25%) Coordinates the personnel management program for FPAS, 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; Monitors, coordinates, and tracks all ongoing and projected personnel actions and continuously apprises management of status; Responsible for creating and preparing award packages for employee contribution awards and other criteria awards.

Ensures that performance ratings are submitted in a timely manner in accordance with regulatory guidelines; Manages all Employee/Labor Relation matters; to include developing and managing an internal review system to ensure that packages flow through the appropriate channels timely for final disposition with Employee/Labor Relations Budget/Fiscal (25%) The incumbent determines multiple program goals and objectives and develops short and long-range plans for achieving them in conjunction with the overall plan of the STVHCS and consistent with the current strategic planning process; The incumbent directs a comprehensive evaluation of program goals and objectives and makes necessary adjustments to improve delivery of services; Collaborates with the Chief of FPAS, providing recommendations through developing reports to support the decisions regarding budgeting and financial management for service, keeping into consideration the overall organizational budgetary constraints and current vision/mission of the VA; Functions as a purchase cardholder and approving official for equipment and commodities procurements to ensure that cardholders adhere to the procurement requirements.

Monitors to ensure that the cardholder conducts purchase card reconciliations within the required timeframe and that the reconciliations are correct.

Space Planning, Property Management, Procurement, & Supply Administration (25%) Acts as the primary Contracting Officer Representative (COR) for the FPAS 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; Establishes and oversees procedures for the receipt, review, and follow-up on requisitions for purchases from Federal and special funds; Responsible for providing expert advice on procurement issues and for seeing that procurement regulations are understood and adhered to; Assists with the negotiation of business agreements and contracts involving sums that may be in excess of $2 million dollars Performs other duties as assigned.

Work Schedule: Monday - Friday, 7:30am - 4:00pm Virtual: This is not a virtual position.

Position Description/PD#: Administrative Officer/PD003980 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized