Administrative Officer

Richmond, Virginia
Aug 09, 2022
Aug 13, 2022
Full Time

Oversees and facilitates the administrative management for Nutrition & Food Service. Independently develops, plans, issues and implements procedures to comply with directives concerning administrative matters. Analyzes and evaluates problems, makes recommendations, and devises solutions to systems administration, training management, publication management and data management within the division. Designs and implements policies and procedures to manage administrative and personnel related functions. Reviews and evaluates guidance on various functions and procedures, identifies problem areas and implements or recommends actions to improve procedures and increase efficiency, eliminate problems and conform to policy requirements.

The position functions as an extension of the Chief/Assistant Chief, Nutrition & Food Service and professional staff, as well as other service lines, in explaining service policies and assisting staff in implementing them. Participates in regular meetings with leadership and other senior members to address administrative management issues, resolve problems and provide recommendations for correcting or improving processes and programs. Compiles information prepares administrative reports for management briefing and sharing with work groups. Provide full staff assistance on administrative matters. Plays a key role for planning, organization development, direction, and evaluation of medical center administration, in support of the facility, VISN and VACO activities. Establishes internal procedures to secure adequate control in terms of deadlines, progress reports and directives.

Serves as the N&FS Representative overseeing the full range of human resources requirements for the organization. Performs the full range of personnel administration for the Service with varied functions and activities. Acts as the liaison with the human resources office concerning personnel-related matters. Provides advice and assistance to managers and staff concerning agency personnel processes and procedures.

Administers and oversees all aspects of personnel management within the department. Generates documentation for the accomplishment of all personnel management actions. Assures completeness, accuracy and adequacy of documentation and alerts supervisors and employees when further action must be taken. Prepares and submits requests for personnel actions, which includes recruitment, promotion, reassignment, disciplinary actions, etc. Maintains an audit trail to ensure requested actions are accomplished in a timely manner. Coordinates necessary processes to ensure new hires are smoothly transitioned into their respective organizations. Completes or coordinates in-processing as appropriate. Alerts Director/Chief of any issues and recommends next course of action.

Manages, monitors, coordinates and provides regulatory guidance on all personnel actions, organizational structures and position management for the Service. Reviews, interprets and provides recommendations for the revision of regulatory guidelines, policies and standing operating procedures pertinent to personnel administration and all Service operations. Provides advice and assistance to the Director/Chief and operations level managers in identifying resource needs and resource allocation. Keeps management advised on personnel allocations, vacant positions and status of recruitments. Recommends position descriptions and performance standards for the office positions.

Participates in the planning for budgeting needs and financial management for Nutrition & Food Service. Assists with budget formulation, justification, and execution; financial management; and financial reporting. Provides advice to management and program personnel on budgetary and finance issues. Manages budget formulation and execution for a changing budget of administrative expenses involving different funding sources. Attends budget calls, reviewing guidelines and instructions in order to brief managers of schedules and data requirements. Reviews office needs in order to plan and develop budget data and justification for review and approval. Once the budget has been approved, directs and monitors the execution of funds. Monitors balances, and status of projects and recommends reprogramming of funds as needed. Justifies requests for reprogramming as necessary. Reviews financial reports and resolves discrepancies with the appropriate accounting office. Ensures that all expenditures are properly authorized and documented.

Performs other duties as assigned.

Work Schedule: Monday-Friday, 8am - 4:30pm.
Virtual: This is not a virtual position.
Position Description/PD#: Administrative Officer/PD99929A
Relocation/Recruitment Incentives: Not Authorized
Permanent Change of Station (PCS): Not Authorized


Conditions of Employment

  • You must be a U.S. Citizen to apply for this job
  • Selective Service Registration is required for males born after 12/31/1959
  • You may be required to serve a probationary period
  • Subject to background/security investigation
  • Selected applicants will be required to complete an online onboarding process
  • This job opportunity announcement may be used to fill additional vacancies.


To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 08/12/2022.

Time-In-Grade Requirement: Any applicants who have held a Federal GS (General Service) grade position any time in the past 52 weeks must also meet time-in-grade requirements by the closing date of this announcement. For this GS-09 position you must have served at least 52 weeks at the GS-07 level. 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 must qualify based on your experience and/or education s described below:
    Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-07 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include but are not limited to: Creating reports, coordinating and scheduling meetings, and submitting requests/work orders using a personal computer and office automation programs (such as word processing, spreadsheets, etc.); accurately preparing timecards for submission and processing; managing and balancing financial aspects of general fund control points and purchase procedures; and performing various human resources/personnel management duties related to recruitment, disciplinary actions, and/or awards. 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 successfully completed 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. degree, in a related field that demonstrates the knowledge, skills, and abilities necessary to do the work of this position. NOTE: Transcripts 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 education beyond the first 18 semester hours or 27 quarter hours i.e., beyond the first year is creditable toward meeting the specialized experience requirement. Example: The position to be filled is a Administrative Officer, GS-341-9. An applicant has 6 months of specialized experience equivalent to GS-7 and 1 year of graduate level education. The applicant meets 50 percent of the required experience but none of the required education, since he or she does not have any graduate study beyond that which is required for GS-7. Therefore, the applicant meets only 50 percent of the total requirement and is not qualified for the position. (The applicant's first year of graduate study is not qualifying for GS-9.) NOTE: If using education combined with specialized experience to qualify, a copy of your transcript is required.
You will be rated on the following Competencies for this position:

Administration and Management, Communications, Contracting/Procurement, Financial Management, and Managing Human Resources

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: Typically, the incumbent sits comfortably to do the work; however, there may be some walking,
standing, bending, carrying of light items, such as, papers and books.

For more information on these qualification standards, please visit the United States Office of Personnel Management's website at .


A transcript must be submitted with your application if you are basing all or part of your qualifications on education.

Education must be from an accredited institution recognized by the U.S. Department of Education. For additional information, refer to the U.S. Department of Education web site at .

Submit a copy of your college transcript (unofficial is acceptable) or you may submit a list with all of your courses, grades, semester, year, and credit for the courses.

Foreign Education: Education completed in foreign colleges or universities may be used to meet Federal qualification requirements if you can show that your foreign education is comparable to education received in accredited educational institutions in the United States. For example, specific courses accepted for college-level credit by an accredited U.S. college or university, or foreign education evaluated by an organization recognized for accreditation by the Department of Education as education equivalent to that gained in an accredited U.S. college or university. It is your responsibility to provide such evidence with your application. See Recognition of Foreign Qualifications for more information.

All materials must be submitted by the closing date of the announcement.

Additional information

NOTE: Participation in the seasonal influenza program is a condition of employment and a requirement for all Department of Veterans Affairs Health Care Personnel (HCP). It is a requirement that all HCP to receive annual seasonal influenza vaccination or obtain an exemption for medical or religious reasons. Wearing a face mask is required when an exemption to the influenza vaccination has been granted. HCP in violation of this directive may face disciplinary action up to and including removal from federal service. HCP are individuals who, during the influenza season, work in VHA locations or who come into contact with VA patients or other HCP as part of their duties. VHA locations include, but are not limited to, VA hospitals and associated clinics, community living centers (CLCs), community-based outpatient clinics (CBOCs), domiciliary units, Vet centers and VA-leased medical facilities. HCP include all VA licensed and unlicensed, clinical and administrative, remote and onsite, paid and without compensation, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, researchers, volunteers and health professions trainees (HPTs) who are expected to perform any or all of their work at these facilities. HPTs may be paid or unpaid and include residents, interns, fellows and students. HCP also includes VHA personnel providing home-based care to Veterans and drivers and other personnel whose duties put them in contact with patients outside VA medical facilities.

It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.

If you are unable to apply online or need to fax a document you do not have in electronic form, view the following link for information regarding an Alternate Application .

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