Administrative Officer

Summary

The incumbent directs and oversees the administrative management of personnel - budgets - and applicable programs within FMS. He/she is responsible for coordinating activities of the Administrative Section in support of all Sections within FMS. The incumbent develops and maintains an integrated reporting system - and communicates information from all activities to the Director - and Assistant Director of the Service.

Qualifications

To qualify for this position - applicants must meet all requirements within 30 days of the closing date of this announcement - 05/26/2026. 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-11 position you must have served 52 weeks at the GS-09. 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-09 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include - but are not limited to: administrative - finance - human resources - management analysis - procurement - contract administration - property management - space management - reports management - data processing - operational and budgetary concepts - principles and practices related to the management of a department; develop new or modified policies - work methods - organizational structures - business processes - and/or program administration procedures; recruit - train and direct administrative and clerical employees; formulates - justifies - executes and provides financial management/reporting. NOTE: Experience must be fully documented on your resume and must include job title - duties - month and year start/end dates AND hours worked per week. OR - Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed a Ph.D. or equivalent doctoral degree or 3 full years of progressively higher level graduate education leading to such a degree or LL.M. - if related in a related field that demonstrates the knowledge - skills - and abilities necessary to do the work of this position. NOTE: Transcripts (unofficial or official) must be submitted with application. 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 graduate level education (beyond the second year) and specialized experience - as described above - which may be used to meet total experience requirements for this grade level. NOTE: If using education combined with specialized experience to qualify - a copy of your transcript is required. Education cannot be credited without documentation. You will be rated on the following Competencies for this position: Administration and Management Personnel and Human Resources Planning and Evaluating Principles of Finance 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. 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/.

Duties

• Prepares - recommends and facilitates the implementation of short and long range plans and programs for the efficient administrative operation of the service
• Analyses - extracts - summarizes - identifies - interprets and evaluates significant trends and data within the service and provides the Director/Assistant Director a report on issues such as time and attendance - manpower utilization by section - and workload status reports
• Responds to requests for information or assistance in a timely fashion by personally assisting or facilitating the accumulation of necessary expertise from other sources
• Provides a high degree of analytical ability and critical thinking to produce meaningful products or deliverables (e.g
• spreadsheets - power point presentations - data base set ups - graphs)
• Tracks and prepares final responses to internal and external FMS suspense and action items
• Suspense and action items will be presented in a final form accurate in terms of content - grammar - punctuation - and spelling to Director of FMS for final approval
• Researches data and background information and applies the information and data to write policies - proposals - memoranda - and other documents for the signature of the Director - FMS
• This may include facility-wide correspondence signed by the Director - VAPSHCS
• Conducts program surveys (i.e. - CAPRES - UDO - WIP - Deferred Maintenance - Environmental Liabilities)
• He/she reconciles undelivered orders - provides administrative and advisory services and management - and follows all applicable laws - VHA regulations and policies regarding finances - confidentiality - and computer security
• Incumbent acts as a PIV sponsor for FMS personnel - Contractors - and Vendors
• Frequently acts as facilitator and/or liaison between Service Sections and facility Care Service-Lines in matters relating to service provided contracts - and problems that require investigation or correction - and provides guidance and assistance on such matters
• Supports planning activities such as statistical analysis - policy analysis - data gathering - and logistical coordination
• Conducts or directs special studies to resolve problems which arise in normal operations of FMS
• Represents FMS - in a variety of management programs such as Space - Water Safety - Emergency Management - and Construction Safety Committees
• He/she prepares agenda's and takes meeting minutes
• Serves on special teams - to include Chairing task forces - as appointed by the Director of the Medical Center - these teams have charters which can be far reaching to include: facilitation of change - employee engagement - Veterans experience - analyze and investigate issues - or program development and implementation
• Responsible for implementing - updating - integrating - and preparing management policies and standard operating procedures (SOP's)
• 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/PD410820 Relocation/Recruitment Incentives: Not authorized Critical Skills Incentive (CSI): Not approved
• Permanent Change of Station (PCS): Not authorized.