Administrative Officer

Clarification from the agency

OPEN TO CURRENT PERMANENT VA EMPLOYEES ONLY

Administrative Management

• Oversees and facilitates the administrative management for Nutrition and Food Service
• Independently develops, plans, issues, and implements procedures to comply with directives concerning administrative matter.
• Analyzes and evaluates problems, makes recommendations, and devises solutions to systems administrative, training management, and data management within the division.

Human Resources/Personnel Management

• Serves as the Nutrition and Food Service Representative overseeing the full range of human resources requirements for the organization.
• Performs the full range of personnel administration 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.

Budget and Financial Management

• Participates in the planning for budgeting needs and financial management for Nutrition and Food Service.
• Assists with budget formulation, justification, and execution, financial management, and financial reporting.
• Attends budget calls, reviewing guidelines and instructions in order to brief managers of schedules and data requirements.

Procurement and Supply Administration

• Manage small procurements that may require varying approaches.
• Assist in the initiation and preparation of procurements to secure adequate resources to facilitate operations, which may include determining appropriate costs, performing cost analysis, preparing sole source justifications and communicating both orally and in writing with managers/vendors/contractors.

Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level.

Work Schedule: Monday-Friday 08:00AM-4:30PM
Telework: Not Suitable
Virtual: This is not a virtual position.
Position Description/PD#: Administrative Officer/PD99605S
Relocation/Recruitment Incentives: 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
• Subject to background/security investigation
• Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, driver's licenses or state-issued identification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment.
• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP)

As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period or 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider:

• your performance and conduct;
• the needs and interests of the agency;
• whether your continued employment would advance organizational goals of the agency or the Government; and
• whether your continued employment would advance the efficiency of the Federal service.

Upon completion of your probationary period or trial period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 07/31/2026.

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-7 position you must have served 52 weeks at the GS 5. 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.

You may qualify based on your experience and/or education as described below:

GS 7 Grade Requirements

• Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS 05 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, demonstrated knowledge and experience working with software programs such as Word, Excel, Access, Power Point, as well as data analytics programs to gather pertinent data, analyze problems, identify significant factors, and recognize solutions; develop, analyze and present data to audiences; knowledge of adapting analytical techniques and evaluation criteria to measure and improve program effectiveness and/or organizational productivity; knowledge of conducting analyses of functions and work processes; timekeeping experience; and communication and interpersonal relations skills which have demonstrated the ability to organize ideas, present findings, instruct others, and explain recommendations for process and program improvement. OR,
• Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed 1 full year of graduate level education or superior academic achievement. 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 graduate level education as stated above.

GS-9 Grade Requirements:

• 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, 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. For this position, specialized experience consists of: Experience in positions that required knowledge and skill in applying analytical and evaluative methods and techniques to resolve issues or problems; experience in positions that required substantive administrative support functions such as budget, finance, space planning, property management, supply and general administration management, personnel, procurement, and contracting; experience in positions that required knowledge of qualitative and quantitative analytical techniques to analyze both administrative and operational problems, and present written and oral recommendations; and working knowledge of advanced management principles, organizational theory, analytical and statistical methods, planning methodologies, budgeting and resource management. OR master's or equivalent graduate level degree.

OR

• Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed (2) full years of progressively higher-level graduate education leading to such a degree, or LL.B or J.D., if related and if such education demonstrates the knowledge, skills, and abilities necessary to do the work of this position. Education obtained in an accredited college or university, may be substituted to qualify for this grade 9, Administrative Officer position. One year of full-time graduate education is considered to be the number of credit hours that the school attended has determined to represent one (1) year of full-time study. If that number cannot be obtained from the school, 18 semester hours will be considered an academic year of graduate study. Part-time graduate education is creditable in accordance with its relationship to a year of full-time study at the school attended. NOTE: Transcripts Required. OR,
• Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and graduate level education as stated above.

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 incumbent 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.

For more information on these qualification standards, please visit the United States Office of Personnel Management's website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/.

How you will be evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE.

Narrative responses are not required at this time. If you are referred for consideration, you may be asked to submit additional job related information, which may include, but not limited to; responses to the knowledge, skills and abilities; completion of a work sample, and/or contact for an interview. Your resume and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect your rating or consideration for employment.

The Department of Veterans Affairs performs pre-employment reference checks as an assessment method used in the hiring process to verify information provided by a candidate (e.g., on resume or during interview or hiring process); gain additional knowledge regarding a candidate's abilities; and assist a hiring manager with making a final selection for a position.

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

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.

To apply for this position, you must provide a complete Application Package which includes:

• Resume
• SF-50/ Notification of Personnel Action

The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position. Please make sure you have included other documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's (current/former Federal employees), documentation to support Veterans Preference claims, or ICTAP/CTAP documentation (for displaced Federal employees). You will not be contacted for additional information.

• Cover Letter
• Other (1)
• Resume
• SF-50/ Notification of Personnel Action
• Transcript

SF-50, Notification of Personnel Action (if applicable for Time in Grade and/or Eligibility):

• Most recent SF-50 if you are a current or former Federal employee
• An SF-50 showing 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
• Award 50's do not provide sufficient information and will not be accepted for the purpose of verifying time-in-grade.
• Examples of appropriate SF-50's include:
  • Within grade increases at the highest grade held; or
  • Promotions with an effective date more than one year old; or
  • SF-50's at the highest grade held with an effective date more than one year old.

Veterans' Preference: Veterans' preference does not apply for internal permanent agency employees.

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