Administrative Officer

Full Job Description

The incumbent serves as the Administrative Officer to the Chief, Pharmacy service by assisting in selected clinical functions and all administrative functions for the service.

To qualify for this position, applicants must meet all requirements within 30 days of the closing date of this announcement, 03/13/2026.

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 within 30 days of the closing date of this announcement.

For a GS-9 position you must have served 52 weeks at the GS-7. 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: 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: understanding health policies and regulations; familiar with medical and pharmacy terminology as it relates to supplies and equipment; expert knowledge of health care delivery system and the application principles and practices of healthcare administration; knowledge of analytical processes and the ability to interpret outcome data in a meaningful and accurate manner.

OR, Education: Applicants may substitute education for the required experience.

To qualify based on education for this grade level you must have Successful completion of a master's degree or equivalent graduate degree, two (2) full years of graduate level education leading to such a degree, or LL.B.

or J.D. in a related field that demonstrates my ability to perform the duties of this position. NOTE: This education must have been obtained at an accredited college or university.

If you select this option, you must submit a copy of your transcript with your application. Education cannot be credited without documentation.

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

You must have equivalent combinations of successfully completed graduate-level education (beyond the first year) and specialized experience, as described above, which meet the total experience requirements for this grade level.

NOTE: The education portion must include graduate courses that demonstrate the knowledge, skills, and abilities necessary to do the work of this position.

This education must have been obtained in an accredited college or university. If you select this option, you must submit a copy of your transcript with your application.

Education cannot be credited without documentation. Preferred Experience: At least two years of experience working as a Pharmacy Technician.

At least six month experience serving in an administrative capacity, preferably in a pharmacy environment.

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 include, but are not limited to: Administrative Issues: Responsible for tracking all suspense that comes to the Pharmacy Service to ensure their completion is accurate and timely.

Responsible for incoming and outgoing correspondence; prepares reports, memoranda, and meeting minutes; and coordinates reporting mechanisms between services.

Assists in the supervision of Pharmacy Service staff (GS-12 Pharmacists & GS-5 to GS-8 Pharmacy Technicians).

Provides directions to the timekeeper by assigning work, providing guidance, training and direction and evaluating performance.

The incumbent functions as the main resource with regard to policies and procedures in all areas of timekeeping and clerical administration.

Responsible for constant surveillance, evaluation and planning to ensure efficient utilization of space based on changing and ever increasing program demands.

Serve to help the GS-13 pharmacy informaticists for the service.

Personnel: Administers the Ongoing Professional Peer Review (OPPE) system for the Clinical Pharmacy Specialists (CPS) with an Advanced Scope of Practice.

Develops and maintains organizational and functional charts. Maintains FTEE for service and man hours for section reports.

Monitors procedures to determine unauthorized absences and use of sick leave to assure compliance with VA policy. Monitors sick leave usage and refers, when appropriate to supervisor for action.

May participate in interviews for key positions in pharmacy, and makes hiring recommendations, initiates human resource actions, reviews personnel activities, and writes position descriptions, conducts position classification and management reviews.

Thoroughly familiar with medical and pharmacy terminology, particularly as it relates to staffing matrixes and qualifications standards.

Serves as the lead in administering actions concerning merit promotion and position management.

He/she functions as a key figure in the manpower utilization program assuring recruitment and retention within approved ceilings.

Participates in the analysis and interpretation of workload and other data used in resource planning.

Discusses, investigates and responds to employee grievances and dissatisfactions in order to resolve conflicts.

Represents management at labor management meetings, provides information, and resolves conflicts and/or problems that may arise and assures management officials are familiar with the negotiated agreements.

Listens to problems and concerns of the Pharmacy Service employees and helps whenever possible or secures advice from Human Resources.

Works with District Counsel, Special Counsel, EEO investigations, and others in resolving personnel problems and taking personnel actions.

Participates in personnel administration operations such as position classification, grievance procedures, performance standards and disciplinary actions.

Plays a central role in developing and coordinating internal review systems to assure that both clinical and administrative activities are in compliance with agency and accrediting and regulatory requirements.

Oversees and track all Pharmacy Service required training, competency requirements, scopes of practice, BLS training, certifications for all Pharmacy Service employees and ensure on-going compliance.

Budget: Works closely with the Chief, Pharmacy Service with fund control points and gathers data and analyzes budget needs for each.

Responsible for formulation and execution of annual budgets including salaries, travel and education, supplies, equipment and all other general operating expenses.

Develops monthly cost ceilings while maintaining running control of funds to ensure the accounts are within authorized levels and that the Service operates within authorized budgets as directed.

Plans and maintains a system of internal controls which assures that the fiscal management of Pharmacy Service is maintained in accordance with accepted accounting practices.

Assembles and compiles budget information and maintains adjustments where necessary by apply knowledge and understanding of budgetary policies, procedures and regulations.

Verifies, validates and changes reports tracking workload and expenditures on an annual basis and as dictated by staffing adjustments.

Data is collected within the service and the data serves as the major mechanism for tracking expenditures for Pharmacy Service to include local, VISN20 and National workload.

Work Schedule: Monday - Friday, 7:30am - 4:00pm or 8:00am - 4:30pm Virtual: This is not a virtual position.

Position Description/PD#: Administrative Officer/PD070191 Relocation/Recruitment Incentives: Not authorized. Critical Skills Incentive (CSI): Not approved.

Permanent Change of Station (PCS): Not authorized.