Administrative Specialist

Summary Incumbent serves as a full partner and critical intermediary between the Administrative Officer and the Service Leadership team. The role involves managing complex computerized databases associated with budgets and financial projects, personnel issues, equipment, procurements, and outcomes to support the Administrative Officers (AO) in the effective administration of operations. The position serves as an expert resource for administrative needs collaborating and coordinating with other services. Responsibilities Major Duties and Responsibilities include, but not limited to: Performs a wide range of administrative support for the Environmental Management Service (EMS), including correspondence, reports, and general office support. Serves as the primary timekeeper for EMS, preparing, entering, and reconciling time and attendance in the applicable VA timekeeping systems. Monitors overtime, leave usage, and premium pay reports and alerts leadership to discrepancies or emerging issues. Coordinates travel arrangements for EMS staff, including preparing travel authorizations and vouchers in accordance with VA policy. Maintains records and files (paper and electronic) for personnel actions, training, performance, and other EMS administrative documents. Initiates, tracks, and closes human resources actions (e.g., SF-52 requests, onboarding documents) for EMS staff in collaboration with HR. Assists with recruitment activities, including preparing and routing position descriptions, justifications, and support documents. Prepares and edits a variety of memoranda, letters, and reports for the Chief, EMS and other leaders, ensuring grammar, format, and accuracy. Collects and compiles data for EMS metrics (workload, staffing, productivity, and program performance) for use in management reports. Develops and maintains spreadsheets and tracking tools to monitor projects, contracts, training, and compliance items. Supports budget execution by tracking obligations, expenditures, and purchase requests against approved funding levels. Initiates and tracks purchase requests for supplies, equipment, and services using VA procurement systems and procedures. Monitors the status of purchase orders and contracts and follows up with vendors, Fiscal Service, or contracting staff as needed. Assists EMS leadership in preparing annual and quarterly budget estimates, spending plans, and justification narratives. Coordinates meetings, briefings, and conference calls, including scheduling, agendas, minutes, and logistical arrangements. Serves as a central point of contact for EMS, receiving phone calls, emails, and visitors and directing inquiries appropriately. Maintains and updates organizational charts, telephone listings, and distribution lists for EMS staff. Tracks and coordinates staff training requirements, registrations, and completions, maintaining documentation for compliance. Assists with performance management processes, including maintaining due-date trackers and assembling performance documentation. Drafts and processes EMS policies, standard operating procedures (SOPs), and internal guidance, incorporating edits from leadership. Assists in tracking and documenting accreditation, regulatory, and compliance requirements impacting EMS operations. Compiles information and prepares responses to internal and external data calls, surveys, and information requests. Uses multiple VA information systems (e.g., HR Smart, VATAS, financial and procurement systems) to enter, retrieve, and analyze data. Identifies opportunities to improve administrative processes and recommends or implements changes to increase efficiency. Provides backup coverage for other EMS administrative staff during absences to ensure continuity of operations. Work Schedule: Monday - Friday, 7:00am - 3:30pm Virtual: This is not a virtual position. Position Description/PD#:Administrative Specialist/PD034190 and PD034200 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required 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 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) Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 08/12/2026. 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-07 position you must have served 52 weeks at the GS-05. For a GS-09 position you must have served 52 weeks at the GS-07. 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: GS-7 Minimum 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, but are not limited to: Tracking suspenses Scheduling meetings using an automated/electronic calendar Transcribing meeting minutes for dissemination throughout an organization Entering Time and Attendance into an automated database Creating draft presentations and reports for leadership and an administrative team Receiving mail and office correspondence for dissemination Maintaining office supplies and submitting work orders or purchase requests for supplies, keys, and other materials upon request. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed one (1) full year of graduate level education that demonstrates the knowledge, skills, and abilities necessary to do the work of this position. 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 education beyond a bachelor's degree may be used to qualify applicants for the GS-07 level. NOTE: If using education combined with specialized experience to qualify, a copy of your transcript is required. GS-9 Minimum 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, but are not limited to: Performing administrative duties and working collaboratively with site leadership Manage databases to track information and analyze trends Develop and implement local policies, and interpret administrative policies Composing and screening correspondence and memorandums for accuracy and completeness Implementing process improvement projects Organizing meetings and conferences and establishing and implementing office practices and procedures to be used by administrative staff Ensuring that the clinic is fully operational and meets VA regulations and Joint Commission standards OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed two (2) years of progressively higher-level graduate education, or masters or equivalent graduate degree, or LL.B. or J.D., in a related field of the position to be filled. Education at the graduate level must have been obtained in an accredited college or university and must demonstrate the knowledge, skills, and abilities necessary to do the work of this position. 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 education beyond the first year (18 semester hours) of graduate school may be used to qualify applicants for the GS-09 level. You will be rated on the following Competencies for this position: Attention to Detail Clerical Customer Service Decision Making Flexibility Integrity/Honesty Interpersonal Skills Learning Reading Comprehension Reasoning Self-Management Stress Tolerance Teamwork Written Communication 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: There are no unique physical demands other that the ability to work under frequent telephone and/or personal contact interruptions by staff, Veterans, families and visitors. Most of the work is sedentary, but some mobility is required such as walking, standing, bending, lifting and carrying light items such as books, papers, and files. Occasionally, some mobility via either shuttle bus or government car may be required between divisions. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at 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: 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 Special Employment Consideration: VA encourages persons with disabilities to apply, including those eligible for hiring under 5 CFR 213.3102(u), Schedule A, Appointment of persons with disabilities [i.e., intellectual disabilities, severe physical disabilities, or psychiatric disabilities], and/or Disabled veterans with a compensable service-connected disability of 30% or more. Contact the Agency Contact for information on how to apply under this appointment authority via the Selective Placement Coordinator. 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 This job opportunity announcement may be used to fill additional vacancies. If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement.