Administrative Officer

Expiring today

Hampton, Virginia
Nov 20, 2021
Nov 27, 2021
Full Time

Administration and Management 30 %

Provides for the overall administrative management for the organization. This includes Interpreting administrative policies, defining administrative requirements, and/or providing advice to top management on related Issues. Develops and advises on administrative requirements for a large, complex organization. Serves as the principal advisor to the service on all administrative management matters associated with programs and operation. Actively participates in developing and implementing administrative management policies. Advises on and recommends courses of action pertaining to administrative issues. Tracks and monitors personnel matters within the service involving recruitment, promotions, awards, position classification, training, disciplinary actions, etc. Shares oversight responsibility with the manager for performance appraisal and evaluations. Ensures that the office adheres to reporting requirements at all levels. Develops status reports or response materials for the manager for higher level attention, review or signature. Directs development of all personnel documentation and of personnel actions. Provides expert advice to managers on office administrative needs.

Advisory and Consultative services 20 %

Provides technical assistance, consultation, and guidance to national, state, and/or local agencies, organizations, research entities, or agency field staff regarding the development, extension, and Improvement of programs, systems, and strategies. Provides advice and assistance in the resolution of difficult program management and administrative operation problems and/or issues that include significant controversies or difficulties that present barriers to program delivery and application. These issues require the regular redirection of the program to meet frequently diverging needs, interests, and demands.

Program, Planning, Development and implementation 20 %

Plans. promotes, and develops programs and projects by stimulating activity and providing direction. Designs a program for the area of assignment by analyzing the need for personnel, facilities, supplies, and materials, prepares budget requests, appropriates fiscal support, prepares program and project plan, and provides ongoing advice and assistance in the program's implementation. Plans and develops programs and projects that operate In a diversity of important educational, business, economic, cultural, and social considerations.

Policy and/or standards development 10 %

Formulates new or revises policies covering service programs, activities, or functions for departments under the ADPCS. Prepares policies for complex program areas. Analyzes and develops major portions of policy development.

Budgeting/Financial management work 20%

Assists in the budgeting and financial management for the organization. This includes budget review,· justification, and execution; financial management; and financial reporting. Provides advice to management and program personnel on budgetary and finance issues. As top advisor to the AD PCS, provides budget management for all service programs. Exercises responsibility for budget formulation, presentation, and execution. Maintains awareness of and information about the overall status of financial resources for the office in order to react to changing situations with timely recommendations. Participates with management in defending the budget before senior level management. Interacts and negotiates on adjustments or reprogramming in support of major program changes or requirements. Reviews for financial impact. Manages procurement and contracting for the organization. This may include preparing procurement requests, evaluating proposals for work, acting as a COTR for procurements, and/or maintaining procurement and contracting records. Establishes and oversees procedures for the receipt, review and follow-up on requisitions for purchases from Federal and special funds. Drafts and/or reviews all contract proposals and agreements to assure accurate budgetary personnel and administrative arrangements. Provides advice to management and staff on contracting and procurement policies and issues.

Work Schedule: Monday-Friday 8:00am-4:30pm
Position Description/PD#: Administrative Officer/PD023880


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 Department of Veterans Affairs Personnel


To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 11/26/2021.

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-12 position you must have served 52 weeks at the GS-11. 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:
To qualify for the GS-341-12 based on specialized experience: You must have one (1) year of specialized experience at the GS-11 level or equivalent for this position. Specialized experience is experience that equipped the applicant with the particular knowledge, skills, and abilities to perform successfully the duties of the position, and that is typically in or related to the work of the position to be filled. To be creditable, specialized experience must have been equivalent to at least the next lower grade level in the normal line of progression for the occupation in the organization. At the GS-12 full performance level, the incumbent demonstrates:
  • Knowledge and skill in applying analytical and evaluative methods and techniques to issues or studies concerning the efficiency and effectiveness of program operations carried out by administrative or professional personnel, or substantive administrative support function
  • knowledge of pertinent laws, regulations, policies and precedents which affect the use of program and related support resources (people, money, or equipment) in the area studied.
  • Knowledge is used to plan, schedule, and conduct projects and studies to evaluate and recommend ways to improve the effectiveness and efficiency of work operations in a program or support setting.
  • Knowledge is applied in developing new or modified work methods, organizational structures records, and management processes, staffing patterns, and procedures.
  • Knowledge of pertinent laws, regulations, policies and precedents which affect administrative operations.
  • knowledge includes pertinent VA, VISN and medical center policies, laws, regulations and precedents which affect the use of program and related support resources.
  • knowledge of the multitude of related considerations involving internal agency administrative and clinical policies, the standards and requirements of various regulatory and accrediting bodies and the impact upon employee and public relations.
  • knowledge of pertinent laws, regulations, policies and precedents which affect administrative operations; of the major issues, program goals/objectives, work processes, and administrative operation of the organization.
  • knowledge and skill in adapting analytical techniques and evaluation criteria to the measurement and improvement of program effectiveness and/or organizational productivity.
  • Skill in conducting detailed analyses of complex functions and work processes; and interpersonal skills in presenting staffing recommendations and negotiating solutions to disputed recommendations.
You will be rated on the following Competencies for this position:

- Decision Making
- Information Management
- Manages and organizes information

- Technical Competence
- Problem Solving
- Information Management

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: No special physical exertion is required. The work is primarily performed while sitting though some work may require periods of standing. The regular and recurring work of the position involves sitting at a desk, conferences, meetings, etc., and occasional visits to activity work sites. Occasional use of automobile and public conveyances may be required.

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


There is no educational substitution at this grade level.

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. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. 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.

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 .

Placement Policy: The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion. The position may be filled by reassignment, change to lower grade, transfer, appointment, or reinstatement. Management may use any one or any combination of these methods to fill the position.

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

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

Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.

For more information on the "Who may apply" eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document.

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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