Administrative Officer

Summary The Administrative Officer serves in a full staff capacity to the Chief of Engineering Service. The incumbent's primary duty is to manage, plan, develop, and direct the total and complex administrative duties of the Service. The incumbent uses extensive knowledge and understanding of management principles, practices, methods, and techniques to provide a variety of management services essential to the operation of the Service. Responsibilities As the principal member of the Engineering Service management staff, the Incumbent shares in the joint management relationship of planning and execution of the service. The Administrative Officer provides essential administrative support to the professional and administrative staff and coordinates the Engineering Program with other services within the Memphis VA Medical Center and the Executive Office. Major duties of the Administrative Officer include (but are not limited to): Plans a system of internal control that assures the fiscal management of the service will be maintained on a sound basis in accordance with generally accepted accounting practices. responsible for formulation and execution of annual budget including salaries, travel, supplies, equipment, and all other general operating expenses. Manages budget formulation and execution for an unstable budget that involves Engineering programs and administrative recurring expenses. developed budget includes utilities for the medical center campus and outpatient clinics; GSA leased vehicles utilized by Memphis; operating supplies and services. Monitors the expenditures of the Nonrecurring Maintenance Project Program, Minor and Minor Miscellaneous Projects, and Major Construction Projects. Analyzes and reviews documentation, performs analysis of workloads within all sections of Engineering Service, and assists the Chief Engineer in preparation of Management Briefing Reports. Program surveys and audits are conducted to verify compliance with policies and regulations, and makes recommendations to management regarding the complex programs such as the computerized inter- linked work orders, equipment management, space management, GIP and lFCAPs programs. Reports noncompliance or inadequate work methods to higher management with recommendations for correction. Incumbent serves as primary liaison with the Human Resources Management Office. Incumbent is responsible for the annual review and update of the classified position descriptions for Engineering Service. Prepares organizational chart and functional chart for review and presentation by the Chief Engineer to higher management for approval. Prepares and/or assists Engineering supervisors in writing position descriptions, performance standards for each classified position, incentive awards, written counseling, disciplinary actions, etc. serves as the Automated Data Processing Application Coordinator (ADPAC) for Engineering Service. The Administrative Officer must advise on modifications to programs for the adaptation of software packages to fit the needs of the Service. Work Schedule: Monday-Friday, 8am to 4:30pm Telework: Not Authorized Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD502520 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job To be considered for this position, you must complete all required steps in the process. In addition to the application and questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the job. Selective Service Registration is required for males born after 12/31/1959 The work required does not inherently include any physical requirements essential for successful job performance that could not otherwise be performed with accommodation or workplace adjustment. A pre-placement physical examination is not required. 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 ( 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, 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, 09/08/2026. 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-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. 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: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-7 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to:Specialized experience defined as Designs and implements policies and procedures to serve as the principal advisor on administrative management programs and issues. Aids with managing the procurement process for subsistence and supplies, to include tasks such as preparing procurement requests, evaluating proposals for work, acting as a Contracting Officer's Representative for procurements and/or maintaining procedure records. And, Updates various databases and programs used to ensure the service meets accreditation standards for internal/external surveyors such as the Joint Commission, Office of Inspector General (OIG), Long Term Care Surveyors, Commission on Accreditation of Rehabilitation Facilities (CARF), etc. Prepares and submits requests such as recruitment, promotion, reassignment, disciplinary actions etc. and keeps an audit trail for requested actions to ensure requested actions are accomplished in a timely manner.. OR, Education:Education: I have successfully completed a master's or equivalent graduate degree, or 2 full years of progressively higher level graduate education leading to such a degree, or an LL.B. or J.D. in a related field 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. 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 Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act. Reasonable Accommodation (RA) Requests: If you believe you have a disability (i.e., physical or mental), covered by the Rehabilitation Act of 1973 as amended that would interfere with completing the USA Hire Competency Based Assessments, you will be granted the opportunity to request a RA in your online application. Requests for RA for the USA Hire Competency Based Assessments and appropriate supporting documentation for RA must be received prior to starting the USA Hire Competency Based Assessments. Decisions on requests for RA are made on a case-by-case basis. If you meet the minimum qualifications of the position, after notification of the adjudication of your request, you will receive an email invitation to complete the USA Hire Competency Based Assessments, based on your adjudication decision. You must complete all assessments within 48 hours of receiving the URL to access the USA Hire Competency Based Assessments if you received the link after the close of the announcement. To determine if you need a RA, please review the Procedures for Requesting a Reasonable Accommodation for Online Assessments. Receiving Service Credit for Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed. This job opportunity announcement may be used to fill additional vacancies. The Interagency Career Transition Assistance Plan (ICTAP) and 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