Duties
Major duties include but is not limited:
Administrative Management
- Manages the overall leadership and direction of the Facilities Management Service (FMS) administrative section.
- Serves as the principal advisor on all administrative management matters associated with the service programs and operations, including collaborative efforts with other clinical and nonclinical services.
- Supervises one GS-0503-06 Budget Technician; one GS-0303-05, Program Support Assistant; one WG-5703-06 Motor Vehicle Operator, and one GS-0303-06 Administrative Support Assistant.
- Use extensive knowledge and skill in carrying out administrative functions for a full range of functional areas such as human resources, purchasing, supply and property management, records management, financial management and budget, administrative laws, policies, regulations, and precedents applicable to the administration of local, regional, and national programs.
- Compiles statistical data and performs analyses as required by the Chief, other services, and SORCC management such as shop statistical work order data to track trends and spikes, trend overtime, customer satisfaction, turn ins and other items.
- Prepares analyses such as high-level briefs and point papers to executive management including annual management brief and executive reviews.
Financial Management Work
- Oversees FMS fiscal activities. Reviews the annual budget submission and justification prepared by the Budget Technician and makes recommendations to the Chief. Responsible as the Approving Official for the IFCAP budget control system in FMS.
- Develops, establishes, and oversees methods to forecast annual budget/costs (approximately $2.5 million), and implements cost effectiveness and efficiency in all activities, to arrive at lower expenditures and resulting in improved budget estimates.
- Provides advice to management and program personnel on FMS finance issues.
- Manages budget formulation and execution for a changing budget of administrative expenses, analyzes budget calls, reviewing guidelines and instructions and then debriefs, educates, and oversees the administrative staff on any changes or information required.
- Justifies requests for reprogramming as necessary; oversees and reviews financial reports and resolves discrepancies with the appropriate accounting office and assures that all expenditures are properly authorized and documented.
- Prepares studies and reports to ensure cost effectiveness and maintains a close liaison with Fiscal Service resolving any fiscal problems.
Personnel Administration and Management Work
- Provides FMS management with assistance in projecting staffing needs through data collection and initial analysis, the execution of their personnel responsibilities (classification, employee relations, performance requirements, upward mobility, recruitment coordination and documentation requests, and processing training requests).
- Responsible for ensuring that all VA OIG, Joint Commission, and CARF standards are met and appropriately incorporated into FMS policy and procedure.
- Develops file manager routines to provide meaningful data for use by station management in evaluating the utilization of their space.
Supervisory Duties
- Supervises four employees in FMS providing technical and administrative supervision to a unit of GS-6, GS-5 and WG-06 employees.
- Ensures that his/her employees conduct themselves in a manner that is compliant with the standards of the Facilities Management Service and the VA.
- Oversee daily, weekly, monthly, and project-by project as necessary to ensure highest possible efficiency of performance. Incumbent shall establish and plan work priorities and deadlines relying on traditional schedules and methods creating new schedules and methods when necessary to achieve applicable goals.
- Oversees the entire Fleet management program at VA SORCC which is approximately 66 vehicles and is a mix of VA-owned and GSA-leased vehicles.
- Gives advice, counsel, and instruction to employees on both work and administrative matters.
- Resolves minor complaints from employees; refers group grievances and more serious unresolved complaints to higher level supervisor or manager effects minor disciplinary measures such as warnings and reprimands and recommends action in more serious cases.
- Carries out Equal Employment Opportunity policies and program activities.
- Assures safety and housekeeping practices are observed; and maintains work reports and records.
- Approves, plans, and establishes overall leave schedules, and provides recommendations for promotion or reassignment of subordinates.
Work Schedule: Monday - Friday; 8:00am to 4:30pm
Telework: Not Authorized
Virtual: This is not a virtual position.
Position Description/PD#: Administrative Officer - Detail/Temporary Promotion NTE 1 year
/PD904370
Requirements
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 dentification 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 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 within 30 days the closing date of this announcement, 10/14/2025.
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 within 30 days of the closing date of this announcement. For a GS-11 position you must have served 52 weeks at the GS-9. 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:
- Specialized Experience GS-11: You must have one year of specialized experience equivalent to at least the next lower grade GS-9 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Skills in applying analytical and evaluative methods and techniques to issues or functions related to office administration, knowledge of pertinent laws, regulations, policies, and evaluations which affect administrative operations. Knowledgeable with major issues; program goals and objectives, work processes, and administrative operations of the organization, 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. Have experience with requisitions for services, purchases, and construction projects both at the contracting level and the acquisition level. Experience with submitting contract packages for both construction and regular service contracts. Oversight of these actions and hands on work in contracting will be normal day to day workload. NOTE: Experience must be fully documented on your resume and must include job title, duties, month & year starting and ending dates AND hours worked per week. OR,
- Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a Ph.D. or equivalent doctoral degree or 3 full years of progressively higher-level graduate education leading to such a degree or LL.M., if related. Transcript Required. OR,
- Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond the first 2 years of graduate level education (36 semester hour). Experience must be fully documented on your resume and must include job title, duties, month & year starting and ending dates AND hours worked per week. Transcript Required.
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: Duties involve sitting for long periods of time, use of personal computer, writing, calculating, occasional walking to administrative areas throughout the facility, and some bending and stooping.
Work Environment: Much of the work is performed in an office setting with long periods of sitting preparing reports and calculating. May require occasional travel.
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/.
Education
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: http://ope.ed.gov/accreditation/. 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: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.
Benefits
A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.
Review our benefits
Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.
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.
Resume Reminder - Your resume must include the following information for each job listed:
- Job title
- Duties (be as detailed as possible)
- Month & year start/end dates (e.g. June 2007 to April 2008)
- Full-time or part-time status (include hours worked per week)
- Salary/Rank etc.
- Series and Grade, if applicable, for all Federal positions you have held
- References, current or recent supervisor
Please be aware that your answers will be verified against information provided on your resume. Be sure that your resume clearly supports your responses to all of the questions by addressing your work experience in detail.
The experience stated in your resume must support your assessment responses.
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.
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.
Required Documents
To apply for this position, you must provide a complete Application Package which includes:
- Supervisor Concurrence
- Performance Appraisal
- 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
- Supervisor Concurrence
- Performance Appraisal
- Resume
- Separation Notice (RIF)
- 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 to current, permanent Federal employees.
If you are relying on your education to meet qualification requirements:
Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from
schools accredited by accrediting institutions recognized by the U.S. Department of Education.
Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.
How to Apply
All applicants are encouraged to apply online. To apply for this position, you must complete the questionnaire and submit the documentation specified in the Required Documents section below. The complete application package must be submitted by 11:59 PM (ET) on 10/14/2025 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/12814062.
- To begin, click Apply Online to create a USA JOBS account or log in to your existing account. Follow the prompts to select your USA JOBS resume and/or other supporting documents and complete the occupational questionnaire.
- Click Submit My Answers to submit your application package.
NOTE: It is your responsibility to ensure your responses and appropriate documentation is submitted prior to the closing date.
Beginning September 27, 2025, Federal agencies will only accept resumes up to two pages in length to comply with the Merit Hiring Plan. Resumes longer than two pages will result in ineligibility for further consideration for the position. USAJOBS will not allow you to upload or build resumes longer than two pages, and you will need to update the resumes in your profile before applying for a job. Resumes should include information relevant to the knowledge, skills, abilities, and competencies of the position to which you are applying. VA is unable to make assumptions about qualifications if not clearly listed.
Resumes must be legible so they can be reviewed for eligibility, minimum qualifications and other position requirements listed in the job announcement.
Your resume must be 5MB or less. We recommend saving and uploading your resume as a PDF to maintain formatting and number of pages. We also accept GIF, JPG, JPEG, PNG, RTF, TXT, PDF, ODT or Word (DOC or DOCX). We do not accept PDF portfolio files. We recommend using a sans-serif font size like Lato, if available. Other widely available options are Calibri, Helvetica, Arial, Verdana, Open San Source Sans Pro, Roboto or Noro Sans. Make your page margins 0.5 inches. Consider using 14-point size font for titles and 10-point for the main text in your resume. The resume builder can help you create a resume using these recommendations and uses the information in your USAJOBS profile to help you get started.
Helpful Hints for Creating a Two-Page Resume:
- Prioritize most relevant and recent experience
- Use concise, results focused language
- Align language from the job announcement
- Focus on demonstrating skills and competencies
- Remove outdated or unrelated experience
- Use the USAJOBS resume builder
Additional guidance on this new requirement and resume building tools can be found at:
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
http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/.
During the application process you may have an option to opt-in to make your resume available to hiring managers in the agency who have similar positions. Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions.
Next steps
Once your online application is submitted you will receive a confirmation notification by email. After we receive application packages (including all required documents) and the vacancy announcement closes, we will review applications to ensure qualification and eligibility requirements are met. After the review is complete, a referral certificate(s) is issued and applicants will be notified of their status by email. Referred applicants will be notified as such and may be contacted directly by the hiring office for an interview. All referred applicants receive a final notification once a selection decision has been made.
You may check the status of your application at any time by logging into your USA Jobs account and clicking on Applications. Information regarding your application status can be found in the USAJobs Help Center.
NOTE: Participation in the seasonal influenza program is a condition of employment and a requirement for all Department of Veterans Affairs Health Care Personnel (HCP). It is a requirement that all HCP to receive annual seasonal influenza vaccination or obtain an exemption for medical or religious reasons. Wearing a face mask is required when an exemption to the influenza vaccination has been granted. HCP in violation of this directive may face disciplinary action up to and including removal from federal service. HCP are individuals who, during the influenza season, work in VHA locations or who come into contact with VA patients or other HCP as part of their duties. VHA locations include, but are not limited to, VA hospitals and associated clinics, community living centers (CLCs), community-based outpatient clinics (CBOCs), domiciliary units, Vet centers and VA-leased medical facilities. HCP include all VA licensed and unlicensed, clinical and administrative, remote and onsite, paid and without compensation, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, researchers, volunteers and health professions trainees (HPTs) who are expected to perform any or all of their work at these facilities. HPTs may be paid or unpaid and include residents, interns, fellows and students. HCP also includes VHA personnel providing home-based care to Veterans and drivers and other personnel whose duties put them in contact with patients outside VA medical facilities.