Administrative Officer

Full Job Description

This position provides analytical, management, and administrative support to the Facilities Service Line.

Provides advice to the Service Line Manager, Project Coordinators, Service Line Supervisors, and administrative staff concerning the organization, methods and procedures involved with administrative support systems.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/16/2026.

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. 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: analytical, management, and administrative support, broad range of administrative management work, with principal responsibility in quality management, performance improvement, budget and management of funds, personnel and manpower management; oversight and execution of other administrative responsibilities encompassing performance improvement activities, management support functions, special projects, and assignments, as well as personnel management, forms, record's management, and travel and training.

OR, Education: Masters or equivalent graduate degree, or successful completion of two (2) years of progressively higher-level graduate education leading to such a degree, or LL.B or J.D., if related and if such education demonstrates the knowledge, skills, and abilities necessary to do the work of this position.

Education must have been obtained in an accredited college or university, may be substituted to qualify for this grade 9, Administrative Officer position.

One year of full-time graduate education is considered to be the number of credit hours that the school attended has determined to represent one (1) year of full-time study.

If that number cannot be obtained from the school, 18 semester hours will be considered an academic year of graduate study.

Part-time graduate education is creditable in accordance with its relationship to a year of full-time study at the school attended. NOTE: TRANSCRIPTS REQUIRED.

OR, Combination Education and Experience: Equivalent combinations of successfully completed graduate education and specialized experience directly related to the work of the Administrative Officer position, which may be substituted to meet the experience requirements of the position.

For example, 6 months of appropriate specialized experience equivalent to GS-07 (50 percent of the experience requirement for GS-9) and 1 year of successfully completed graduate education (18 semester hours), as is describe above, (50 percent of the education requirement for the GS-9) would qualify for a GS-9 position.

NOTE: TRANSCRIPTS REQUIRED. ???????

You will be rated on the following Competencies for this position: Administration and Management Attention to Detail Information Management Problem Solving 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, although some slight physical effort may be required.

This work may also include walking distances between buildings, carrying/lifting small and/or lightweight office type equipment (e.g.

copy machine, fax machine, telephones, audiovisual equipment, conference call equipment, VCR's personal computers, scanners, and printers).

Employee has contact with others face-to-face, written, email, and telephone.

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:

Major duties: Responsible for oversight and execution of other administrative responsibilities encompassing facilities service activities, management support functions, special projects, and assignments, as well as personnel management, forms, record's management, and travel and training.

Functions as liaison between the Facilities Service Line and other service lines and is assigned to special projects or committees as a member.

Researches, compiles, recommends, and summarizes information concerning designated assignments and formulates an action plan for use by the supervisor to ensure that assigned issues are properly analyzed for potential to implement operational and performance strategies determined by the Service Line Manager.

Utilizes information technology such as word processing, database, spreadsheets, and graphics presentations to assist the Service Line Manager in data analysis, projections, demographics, and other statistical analysis.

Forecasts budgetary requirements for funding by gathering data, preparing statistics, reviewing past performance, and projecting future needs after consultation with the Service Line Manager for all the Fund Control Points.

Handles requests for information and resolves or assists in resolving a variety of problems.

Assists the Service Line Manager and Service Line Supervisors in preparing and updating policies and procedures, departmental policy memorandums, and short and long-range goals.

Assists the Service Line Manager with preparation, finalization, and submission of correspondence and communication within the Service Line, Medical Center Directorate, VISN, VACO entities, and outside organizations with emphasis on proper grammar, content and format.

Maintains records and reporting mechanisms for the Service Line regarding performance efficiency, customer service, and outcome.

Ensures that the Service Line has an effective system of records, including mail management, key control and reporting. Oversees the disposition and transfer of records as appropriate.

Provides advice on a variety of substantive, procedural, and policy matters pertaining to such personnel functions as; recruitment, position management, classification, employee/management relations, employment entitlement, awards, and training.

Directs the overall equipment, supply and office support functions for the Service Line. Other duties as assigned.

Work Schedule: Full time, Monday - Friday, 8:00am - 4:30pm Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD16296O