Administrative Officer

Clarification from the agency

This vacancy is ONLY open to current, permanent (career/career conditional) employees of the Department of Veterans Affairs and current/former VA employees who are Career Transition Assistance Plan (CTAP) eligible. For purposes of this job announcement, Fiduciary Hub bargaining unit employees in the commuting area are considered facility employees.

Specific duties include:

• Administers administration programs that include records management, property management, supply, procurement, and vehicle fleet management.
• Serves as a subject matter expert on all aspects of administrative activities.
• Provides management and operating officials advice and assistance on all administrative matters.
• With division and station management, assists in the development and execution of the station's annual General Operating Expenses and Minor Construction budget.
• Develops and implements administrative management policies.
• Directs operation of the central mailroom including direction of the general workflow of written communications for the Regional Office (RO).
• Directs procurement, storage, and distribution of all forms and publications to the RO, service organizations, etc. and ensures compliance with RO and CO directives.
• Responsible for administration of station motor pool of GSA vehicles in accordance with applicable directives and ensures maximum utilization and maintenance of assigned vehicles.
• Ensures surveillance, evaluation, and planning to ensure efficient utilization of facilities and works with appropriate entities for acquisitions, maintenance, and improvements.
• Administers the Personal Identity Verification system.
• Supervises administrative employees.
• Determines training needs of staff.
• Advises, counsels, and instructs subordinate employees on work and administrative matters.
• Interviews and selects candidates for vacant positions.
• Coordinates building security with GSA building management, Federal Protective Services, VA Police, etc. to include investigating security violations, furnishing studies, analyses and reports related to security.
• Exercises control over the day-to-day operations of services, functions, and processes as it relates to safety and continuity of operations.
• The SSD Chief is responsible for the station's accounting systems, financial reporting and finance operations (including agent cashier and employee accounts). This includes preparation of all accounting and financial reports. Serves as the advisor on all matters concerning the station's fiscal activities, providing advice to local management on all phases of fiscal administration.
• The organization is divided, where applicable into Accounting, Committee on Waivers and Operations. The Chief, Support Services manages his/her responsibilities through subordinate supervisors and non-supervisory employees. The work involves accounting for benefits programs, administrative expenses, payroll, debt collection, waiver and compromise claims (where applicable), travel, auditing, and budgeting.

Promotion Potential: None, this position

Work Schedule: Full time, Monday through Friday, 8:00am - 4:30pm
Compressed/Flexible: Not Available
Telework: This position is eligible for situational (ad hoc) telework only. The selectee is required to report to the official duty station each scheduled workday. Telework may be approved only on a case-by-case basis with supervisory approval. Routine or recurring telework is not authorized for this position.
Virtual: This is not a virtual position.
Position Description/PD#: Administrative Officer; PD37527-0
Relocation/Recruitment Incentives: Not Authorized
Financial Disclosure Report: Required

Conditions of employment

As a condition of employment for accepting this position, you may be required to serve a 1-year probationary 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, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.

• 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
• Selectees are required to service a one-year supervisory probationary period if not previously completed in a Federal position.
• Selected applicants will be required to complete an online onboarding process

Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements I-9 Acceptable Documents.

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement on 08/31/2026.

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.

• For a GS-13 position you must have served 52 weeks at the GS-12 level.

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.

MINIMUM QUALIFICATION REQUIREMENT: You may qualify based on your experience as described below:
GS-13 Grade Level:

Specialized Experience: Applicants must have one year of Specialized Experience which is equivalent to the GS-12 level. Specialized experience is demonstrated by having performed duties related to administrative functions which include planning, directing, and coordinating supportive services of an organization. Additionally, candidates must show experience in two(2) of the following areas to be considered minimally qualified:

• Experience overseeing maintenance of buildings, grounds, and/or equipment;
• Experience in facility projects such as renovation of existing space, relocation of a team and/or office, facility improvements, workspace adjustments, minor construction, etc.;
• Experience in administering government regulations relating to environmental, health, safety, and/or security standards;
• Experience with procurement, contracting, and/or lease administration;
• Experience in one or more supportive services of an organization such as records management, property management, inventory of supplies and/or equipment, vehicle management, mail distribution, etc.;
• Providing advice to management officials based on analysis of space and facilities, safety and security inspections, minor construction budgets, etc.;
• Successful completion of a leadership program such as Emerging Leaders Program, Station Leadership Candidate Development, Leadership Enhancement and Development Program, etc. or any equivalent program if not completed through the VA;
• Experience in leading which would have been gained as a supervisor, team lead, coordinating several major work assignments, recognized as a de facto team leader by peers, project management, etc.

Education Substitution: There is no education substitute for this grade level.

Volunteer Experience: 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.
Full vs. Part-Time Employment: Full-time employment is considered to be at least 35 hours per week. Part-time experience will be credited on a pro-rated basis; when including part-time employment in your resume you must specify the average hours worked per week.
Physical Requirements: The work is mostly sedentary; however, some walking and bending will be required.

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

You will be evaluated based on how well you meet the qualifications listed in this vacancy announcement. Your qualifications will be evaluated based on your application materials (e.g., resume, supporting documents), your responses on the application questionnaire, and your responses to all assessments required for this position.

You will be assessed on the following competencies (knowledge, skills, abilities, and other characteristics):

• Accountability
• Customer Service
• Decisiveness
• Flexibility
• Interpersonal Skills
• Problem Solving
• Resilience

• Technical Competence- Understands and appropriately applies procedures, requirements, regulations, and policies related to specialized expertise (for example, engineering, physical science, law, or accounting); maintains credibility with others on technical matters
• Leadership- Inspires, motivates and guides others toward goal accomplishment; coaches, mentors, and challenges subordinates; adapts leadership styles to a variety of situations; models high standards of honesty, integrity, trust, openness, and respect for the individual by applying these values to daily behaviors
• Oral 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 oral presentations; listens to others, attends to nonverbal cues, and responds appropriately
• Written Communication- Expresses facts and ideas in writing in a succinct and organized manner
• Problem Solving- Identifies and analyzes problems; uses sound reasoning to arrive at conclusions; finds alternative solutions to complex problems; distinguishes between relevant and irrelevant information to make logical judgements

Supervisory Situational Judgement Test: Applicants will be required to complete a Supervisory Situational Judgment Test (SSJT) as part of the assessment process for this position. The SSJT evaluates judgment, decision-making, and leadership competencies associated with effective supervision in a Federal work environment. This is not a timed test, however, the assessment is expected to take approximately 45 minutes or less to complete. This assessment is required for all applicants. If you do not complete the assessment, it will result in an incomplete application and you will receive no further consideration.

Overstating your qualifications and/or experience in your application materials or application questionnaire may result in your removal from consideration. Cheating on an assessment may also result in your removal from consideration.

To apply for this position, you must provide a complete Application Package to include the documents detailed below. Resumes may not exceed two pages and must be legible for review of eligibility, minimum qualifications and other position requirements listed in the job announcement. Your resume and supporting documentation will be verified. Failure to submit the documents as specified may result in loss of consideration for this job announcement.

• Resume:
  • Contact Information:
    • Name and how best to contact you, including email address and phone number
  • Relevant Work Experience:
    • For each relevant work experience, make sure you include:
      • Job Title and Employer (including series and grade for any Federal positions)
      • Start and end dates with month/year (e.g., 05/2019 - 08/2022)
      • The number of hours you worked per week
    • Ensure work experience descriptions are aligned with the job announcement and address all required qualifications. Brief descriptions should demonstrate your ability to perform the tasks at the required level as stated in the job announcement
  • Optional Details:
    • When relevant, include:
      • Current Security Clearance
      • Job-related training
      • Language skills
      • Organizations and affiliations
      • Professional publications
      • Eligibility for special programs (e.g., military spouses, individuals with disabilities, etc.)
• A copy of your most recent NON-award SF-50. The SF-50 must indicate proof of status and should identify your position title, series, grade, step, salary, tenure and type of service (Competitive or Excepted).
• Your SF-50 reflecting when you entered your highest grade To verify you meet Time-in-Grade requirements, also submit a SF-50 reflecting when you entered your highest grade held (e.g. Promotion, Appointment, etc.).

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.
NOTE: Award and General Adjustment SF-50's do not provide sufficient information will not be accepted for the purpose of verifying time in grade. Recommended SF-50's include Within Grade Increases (WGI), Promotions and Appointments.
Additional Documents accepted:

• Most recent Performance Appraisal (VA Form 0750)
• Award SF-50s
• CTAP documentation - RIF notice, SF-50 showing VA employee, and performance appraisal

Next steps