Administrative Officer

Hampton, Virginia
Jan 25, 2023
Jan 26, 2023
Full Time

Major duties include but is not limited to:
  • The incumbent serves as and is charged with responsibility over budgetary administrative/activities and workflow and provides assistance to senior staff and guidance to junior staff members. Key functions of the position include assisting in planning, creating and the management of special projects and assignments, and the development and dissemination of programmatic information.
  • The incumbent will coordinate activities, perform analytical trending and evaluate work associated with the service sections. The incumbent serves as an administrative consultant responsible for the administrative planning, organization, development, direction and evaluation of Fiscal Service.
  • Incumbent serves as the administrative resource for Fiscal Service and oversees the administrative and budgetary assignments in day-to-day operations ensuring workload is accomplished on a priority basis.
  • Serves as liaison for multiple programs and sections within Fiscal Service. Incumbent assists in development of Fiscal budget programs for the administrative service lines and ensures administrative and budgetary activities are in compliance.
  • Plans a systematic internal control which assures the financial management of the service is maintained in accordance with accepted budget/accounting practices. The incumbent maintains program requirements/validation criteria for assigned organizations and directs service staff members to participate in cyclic or special evaluations.
  • For hiring of new staff, the Position Management Committee (PMC) and Resource Management Committee (RMC) has been established. The PMC and RMC is responsible for oversight and allocation of the Medical Center's fiscal and human resources and their related policies and processes. Incumbent will manage, coordinate and assist in facilitating the monthly PMC and RMC meeting, agenda and minutes assuring appropriate justification and supporting data is provided with request. Incumbent will manage, coordinate and assist in facilitating the monthly and/or quarterly Fiscal Staff meetings and AES action plans, their agendas and minutes assuring appropriate justification and supporting data is provided.
  • The incumbent serves as the recorder for all service line meetings, and as such, will establish the recommended minutes for final approval.
  • The incumbent manages all administrative actions in the hiring process for Fiscal Service utilizing all available resources resulting in hiring of qualified candidates.
  • Incumbent works with the Chief Financial Officer to ensure approved organizational chart, authorized position ceiling and assigned positions are current and accurate.
  • The Administrative Officer ensures all Position Descriptions (PDs) are up to date and makes changes as necessary. The incumbent provides guidance and administrative support in developing or rewriting position descriptions, performance standards, and competency assessments.
  • Develops, modifies and maintains competency folders.
  • The incumbent has primary responsibility for accurately administering personnel management actions often requiring dealing with procedural issues, which may be complex in nature, of all personnel action data on all employees within the service. He/she will ascertain the resignations, terminations, appointments, etc., for all employees are accurately completed, documented and submitted in a timely manner. The incumbent will perform follow-up checks on all personnel actions submitted to verify accurate results.
  • Conducts space requirement analysis and prepares request and justification of space requests for management review.
  • Assigned as an Automated Data Processing Application Coordinator (ADPAC) for Fiscal Service, the incumbent is authorized to submit action requests of telephone, additional electronic equipment, furnishings, fixtures, and necessary items in coordination of service expansion and/or needs and the ability to assign/update service functionality system menus.
  • Attends meetings as alternate/designee to provide continuity, and obtains information provided to assure a smooth operation of the program and provide feedback.
  • Serves as the service subject matter expert on proper correspondence and provides assistance/training to other service members with regard to preparation of letters, memorandums, standard operating procedures, reports and other forms as deemed appropriate and possesses awareness of all policy/procedure changes.

Work Schedule: Full Time8:00AM - 4:30PM - Monday - Friday
Virtual: This is not a virtual position.
Position Description/PD#: Administrative Officer/PD029230
Relocation/Recruitment Incentives: Not Authorized
Permanent Change of Station (PCS): Not Authorized
Financial Disclosure Report: Not required


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
  • Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP)
  • Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Veterans Health Administration Health Care Personnel (HCP) - See "Additional Information" below for details.


To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 01/25/2023.

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-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.
  • 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 an LL.B. or J.D. in a field related to this position 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.
  • Combination: Applicants may also combine education and experience to qualify at this level. Must possess equivalent combinations of successfully completed graduate level education (in excess of the first year or 18 semester hours) and specialized experience to meet total experience requirements. 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:
  • Accounting Operations
  • Budget Administration
  • Communications
  • Financial Systems

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 sedentary in nature. Typically, the incumbent will sit to perform work functions, but there may be some walking, standing, reaching, stooping, bending, kneeling, crouching or carrying of light items


There is no educational substitution at this grade level.

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

Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: . If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: .

Additional information

Receiving Service Credit or Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed.

Special Employment Consideration: VA encourages persons with disabilities to apply, including those eligible for hiring under 5 CFR 213.3102(u), Schedule A, Appointment of persons with disabilities [i.e., intellectual disabilities, severe physical disabilities, or psychiatric disabilities], and/or Disabled veterans with a compensable service-connected disability of 30% or more. Contact the Agency Contact for information on how to apply under this appointment authority via the Selective Placement Coordinator.

The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal/VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified : applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at .

This job opportunity announcement may be used to fill additional vacancies.

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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