Administrative Officer

Hampton, Virginia
Feb 08, 2023
Feb 10, 2023
Full Time

Major Duties:

Administrative Management

Provides administrative management of the Logistics Service. Exercises judgment in accomplishing major duties. The Administrative Officer provides substantial input into policies and action plans to ensure Logistics is in compliance regarding all phases of performance improvement and quality management programs.

Establishes internal procedures to secure adequate control in terms of deadlines, progress reports, and directives and uses own initiative in developing procedures.

Maintains responsibility for all service correspondence. Prepares, edits and archives all official correspondence requiring the Chiefs signature or approval.

Under the direction of the CSCO, the position approves time and leave, manages Logistics scheduling in lieu of the supervisor and manages online certifications for contracts, labor mapping, and ADPAC duties. Ensures all staff use TMS and monitor TMS use, training completions and accomplishments.

Maintains working knowledge of the Personnel Identity Verifications (PIV) badging system and coordinates clearances and access for all Logistics visitors and contractors as necessary.

Attends briefings and meetings on behalf of the Chief in his or her absence. Schedules or coordinates all service meetings, prepares agenda, and prepares minutes for each.

Human Resources/Personnel Management

Coordinates the personnel management program for Logistics Service, performing or overseeing all aspects of human resources requirements. Advises the Chief and Supervisors regarding procedures, laws, regulations and policies dealing with workforce diversity, recruitment, merit promotion, employee and labor relations, employee career development, human resources training, and other human resources related activities. Monitors, coordinates and tracks all on-going and projected personnel actions and continuously apprises management of status. Advises Chief and supervisors of human resources award procedures, policies, and processes for deserved recognition for their employees. Responsible for creating and preparing award packages for employee contribution awards and other criteria awards.


Manages budget formulation and execution for a changing budget of administrative expenses involving different funding sources, and participates with managers in reviewing needs, plans, and goals to develop budget data and justification for review and approval. Advises the Chief on budgetary and finance issues. Serves as a purchase cardholder and approving official for equipment and commodities procurements to ensure that cardholders adhere to the procurement requirements. Serves as the Control Point Official for numerous fund control points and acts as the Approving Official and/or Alternate Official for purchase card holders in the sub-specialty sections of the Service.

Space Planning, Property Management, Procurement, & Supply Administration

Acts as a Contracting Officer Representative (COR) for the Logistics Service for multiple short and long­-term service contracts. Prepares procurement requests, evaluates proposals for work, and serves as COR for procurement and a variety of complex contracts, while also maintaining procurement and contracting records. Responsible for providing expert advice on procurement issues and for seeing that procurement regulations are understood and adhered to. Assists with the negotiation of business agreements and contracts involving sums that may be in excess of $1 million dollars.

Responsible for developing space requests and coordinate movement of assets.. Coordinates the administrative aspects of office moves, office construction, and other facility improvements including furniture, equipment, telephones, and short-­term storage. Represents the Logistics Chief at facility Space Committee Meetings. Ensures that the Logistics Service is adequately stocked with office supplies that are needed for the operation of the service.

Performs other related duties as assigned.

Work Schedule: Monday - Friday 8:00am to 4:30pm
Virtual: This is not a virtual position.
Position Description/PD#: Administrative Officer/PD99842S
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
  • All applicants tentatively selected for VA employment in a testing designated position are subject to urinalysis to screen for illegal drug use prior to appointment. Applicants who refuse to be tested will be denied employment with VA.
  • 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, 02/09/2023.

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:
  • Administration and Management
  • Attention to Detail
  • Communication
  • Decision Making
  • Information Management
  • Problem Solving
  • Reading Comprehension

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 and is usually accomplished while the employee is comfortably seated at a desk or table. Some physical demands such as standing, walking, bending, and lifting (up to 40 pounds) is required. Physical exertions including stretching, reaching, and pulling or pushing carts occurs when assisting with inventories or activities involving retrieving items from shelves and cabinets.

Work Environment

Work is typically performed in an adequately lighted and climate controlled office. May require occasional travel.

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.

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.

Pursuant to VHA Directive 1193.01, VHA health care personnel (HCP) are required to be fully vaccinated against COVID-19 subject to such accommodations as required by law (i.e., medical, religious or pregnancy). VHA HCPs do not include remote workers who only infrequently enter VHA locations. If selected, you will be required to be fully vaccinated against COVID-19 and submit documentation of proof of vaccination before your start date. The agency will provide additional information regarding what information or documentation will be needed and how you can request a legally required accommodation from this requirement using the reasonable accommodation process.

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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