Administrative Officer

Washington, D.C
Nov 24, 2021
Nov 27, 2021
Full Time

The Administrative Officer performs administrative work in one or more of the following areas: personnel management and administration, budgeting and financial management, research and analysis, and procurement. Major duties and responsibilities include but are not limited to:
  • Performing personnel management and administration for the Chief, PSAS with varied functions and activities
  • Providing advice and assistance to the staff concerning VA and agency personnel processes and procedures
  • Recommending/suggesting appropriate action/alternatives based on internal operations, agency personnel policies, budgetary constraints, and work priorities
  • Interpreting VA, VISN and local facility administrative policies; applying new policies; providing advice on requirements; maintaining administrative systems; and preparing administrative paperwork
  • Developing routine plans or schedules using standard references and existing information
  • Acting as a liaison handing and maintaining communication with veterans, PSAS staff, VISN PSL Manager office, facility leadership, and service organizations
  • Developing and implementing a correspondence suspension system to track and control records on all incoming correspondence and action documents for follow-up
  • Managing the Chief, PSAS day-to-day calendar, meeting, and travel schedule
  • Scheduling regular and special meetings; assembling relevant background information; coordinating and securing meeting/training room; and ensuring equipment is available for duration of sessions
  • Performing work related to the resolution of user hardware, software application, and/or system problems
  • Developing methods for the collection and retrieval of computer information from established systems to enhance analysis of program related data
  • Monitoring staff training to identify and set training priorities; conducting new employee training; and assisting Chief, PSAS with developing and improving training guidance
  • Assisting with development of guidelines, instructional methods, materials, new or improved applications of educational technology to training programs
  • Developing or obtaining training aids and selecting pertinent government and non-government training resources
  • Researching and/or analyzing problems, administrative issues, or specific program requirements
  • Utilizing the Prosthetic databases in order to gather data for analyses
  • Tracking and analyzing trends of facility's Prosthetics purchasing, workload and workflow efficiency performance; complying data into a readily accessible computerized format; compiling reports and reports any significant trends or changes in the data; and making data-driven recommendations to the Chief, PSAS, facility leadership and VISN PSL Manager
  • Assisting Chief, PSAS in monitoring budget and data analyses to assist with financial management which includes budget formulation, justification, execution, and financial reporting
  • Assisting Chief, PSAS in planning, developing and preparing budget estimates and requirements for the procurement of prosthetic appliances and repairs, supplies and equipment needs, and personal services
  • Monitoring balances and status of projects; recommending reprogramming of funds; justifying requests for reprogramming as necessary; reviewing financial reports and resolves discrepancies; and assuring all expenditures are properly authorized and documented
  • Managing the small purchase acquisition and procurement of office supplies and equipment ensuring applicable Federal and VHA purchase card procedures are followed
  • Utilizing the IFCAP automated procurement system to place purchase/delivery orders, distributing and filing purchase orders, processing amendments to purchases, responding to request for payments, resolving disputes on purchases, and closing out each purchase after completion
  • Perform other related duties as assigned
Work Schedule: Monday to Friday; 08:00 a.m. to 04:30 p.m.
Telework: Not Available
Virtual: This is not a virtual position.
Position Description/PD#: Administrative Officer/PD11423
Relocation/Recruitment Incentives: Not Authorized
Permanent Change of Station (PCS): No Authorized
Financial Disclosure Report: Not require


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-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 s described below:
  • Specialized Experience: You must have one year of specialized experience performing a full range of administrative functions 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: applying analytical and evaluative methods and techniques to issues or functions related to office administration and health care operations; utilizing knowledge of pertinent laws, regulations, policies, and precedents which affect administrative operations; reviewing major issues, program goals and objectives, work processes, and administrative operations of the organization; applying knowledge of qualitative and quantitative analytical techniques and evaluation criteria; conducting detailed analyses of complex functions and work processes; presenting staffing recommendations and negotiating solutions; applying knowledge of governing supply regulations, policies, procedures, and instructions; constructing records for supply transactions and/or providing supply operations support for activities involving purchase card acquisition and procurements; writing reports, maintaining correspondence, presenting plans, proposals, and studies; using computer applications, principles and techniques of Microsoft Exchange, Word, Access, Excel, PowerPoint, Publisher and FrontPage. (This experience must be supported by your resume to be creditable.) OR,
  • Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have Ph.D. or equivalent doctoral degree or 3 full years of progressively higher level graduate education leading to such a degree. Such education must demonstrate the knowledge, skills, and abilities necessary to do the work. NOTE: One year of full-time graduate education is considered to be the number of credit hours that the school attended has determined to represent 1 year of full-time study. If that information cannot be obtained from the school, 18 semester hours should be considered as satisfying the 1 year of full-time study requirement. Part-time graduate education is creditable in accordance with its relationship to a year of full-time study at the school attended. (UNOFFICIAL TRANSCRIPT REQUIRED: If you do not submit your transcript, your application will not be reviewed.) OR,
  • Combination: Applicants may also combine education and experience to qualify at this level. You must have combinations of successfully completed graduate education and experience may be used to meet total qualification requirements for the grade levels specified above. (UNOFFICIAL TRANSCRIPT REQUIRED: If you do not submit your transcript, your application will not be reviewed.)
You will be rated on the following Competencies for this position:
  • Communication: Expresses information (for example, ideas or facts) to individuals or groups effectively, taking into account the audience and nature of the information (for example, technical, sensitive, controversial); makes clear and convincing presentations; listens to others, attends to nonverbal cues, and responds appropriately
  • Clerical: Knowledge of filing, typing, entering data, maintaining records, taking shorthand, and using and completing forms
  • Administration and Management: Knowledge of planning, coordination, and execution of business functions, resource allocation, and production
  • Analysis and Problem Solving: Applies the process of discovery that involves the diagnosis of a problem or issue, identification and gathering of relevant information, formulation and evaluation of alternative solutions or courses of action, and selection or recommendation of the preferred solution or course of action
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, although some slight physical effort may be required. 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 .


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

The Career Transition Assistance Plan (CTAP) provide eligible displaced 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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