Administrative Officer

Summary This position is located at the Department of Veterans Affairs (VA), Veterans Health Administration (VHA), VA Medical Center, in the Nutrition and Food Service (N&FS) department. The primary purpose of this position is to serve as the Administrative Officer (AO) for Nutrition and Food Service (N&FS) and is responsible for the Nutrition & Food Service administrative programs. Responsibilities Major duties of this position include but are not limited to... Designs and implements policies and procedures to improve operations, increase efficiency, eliminate problems and support practices directly related to administrative management Updates various databases and shared computer drives and serves as the Records Control Officer (or similar) for a service or department Assists with maintaining current documents necessary to meet external and/or internal review requirements Assists in preparing a department or organization for visits from external and internal review committees such as The Joint Commission, Office of Inspector General (OIG), Long Term Care Surveyors, Commission on Accreditation of Rehabilitation Facilities (CARF), etc. Supports procurement and supply administration which may include preparing procurement requests, evaluating proposals for work, maintaining procurement reports and assisting management with control purchasing and use of supplies Assists in the initiation and preparation of procurements to secure adequate resources to facilitate operations Determines appropriate costs, performs costs analysis, and prepares sole source justifications Assists in the preparation and review of purchase orders for supplies and non-expendable property, such as equipment Monitors budget formulation, justification, execution, management and financial reporting Attends budget calls/meetings, reviews budget guidelines and instructions, and briefs managers of schedules and data requirements Monitors fund balances and statuses of projects, and recommends reprogramming of funds as needed Manages budget formulation and execution for a changing budget of administrative expenses involving different funding sources Participates in regular meetings, takes meeting minutes, or attends various council/committee meetings or workgroups on behalf of the Department/Service Chief Prepares and submits requests for recruitment, promotion, reassignment, disciplinary actions etc. and keeps an audit trail for requested actions to ensure requested actions are accomplished in a timely manner Reviews award recommendations for proper justification, accompanying documents, availability of funds and signatures Provides advice and assistance to managers and staff concerning agency personnel processes and procedures, to include keeping management advised on personnel allocations, vacant positions and status of recruitments Work Schedule: Monday - Friday, 8:00am - 4:30pm Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD99929A Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved 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 Physical Requirements: The work is performed in a typical office setting, requiring the use of normal safety precautions necessary for an office environment. The work area is adequately lighted, heated and ventilated. 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, 09/24/2026. 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-09 position you must have served 52 weeks at the GS-07 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. 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 of 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...comprehensive knowledge of VA and N&FS policies and procedures, to include goals and objectives of various program elements to insure the effective operation of Nutrition & Food Services and the adherence to Medical Center Management programs; knowledge and skill in operating within a network of personal computers and other related equipment such as shared multifunction devices and printers; knowledge of office automation programs such as work processing spreadsheet, graphics, desk top publishing; knowledge of statistical analysis and trending in order to prepare reports, information and recommendations based on analyses of the data to management; knowledge and ability to make mathematical computations and knowledge of Fiscal procedures required to prepare data for the end of year reports; a broad knowledge of procedures concerning personnel administration and a practical knowledge of the operations, regulations, principles and peculiarities applicable to the assigned responsibilities; must be thoroughly familiar with timecard procedures to accurately prepare timecards for submission and input in the computer; knowledge of timekeeping procedures in handling problems concerning holiday pay, overtime, unscheduled hours and all types of extended leave situations for Nutrition & Food Service staff; ability to communicate orally and in writing with co-workers, patients, vendors, Medical Center staff, etc., in accomplishing the work of the service; must demonstrate courtesy, diplomacy and respect; knowledge and ability to prepare memorandums to other departments and services; the use of grammar, spelling, punctuation, and established formats is necessary to recognize and correct errors in correspondence and reports; and skill in organizing and prioritizing own work area...OR, Education: Applicants may also qualify for this position at the GS-09 level based on their education. Applicants must 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 LL.B. or J.D., if related...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 graduate degree level. Preferred Experience: Experience in food service, knowledge of food service equipment, and/or culinary degree/experience is preferred. 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