Administrative Officer

Administrative Officer

Department: Department of Veterans Affairs

Location(s): Buffalo, New York

Salary Range: $64543 - $83911 Per Year

Job Summary: The Administrative Officer provides technical and administrative support services to the Chief of Engineering Service. Responsible for assuring the service is in compliance with the Medical Center's building Maintenance Plan which includes all scheduling of inspections, maintenance, and tests for life safety requirements, documentation supporting their successful completion. Responsible for budgetary preparation, budget-related requests and organization of funds and fund control points.

Major Duties:

• Budget Guidance and Administration Develops the need for and maintains an awareness of available resources, and makes recommendations to the Chief of Engineering regarding the distribution or redistribution of these resources. Administers budget for several fund control points. Incumbent serves as budget and financial advisor for the Chief, Engineering Service and his staff. Develops, formulates, and provides all essential data for the annual budget forecast for submission to the Associate Medical Center Director, based on studies of past expenditures, knowledge of Engineering Service requirements, program plans and workload forecasts, Maintains budget control records and assures that funds are used in accordance with the operating budget. The Administrative Officer is the liaison between the Engineering Service and the local servicing finance offices in maintaining and reconciling budget allocations. Reviews fund requests from within the Engineering Service for adequacy, completeness, and conformance with procedural and technical requirements. Acts as a key advisor to the Chief of Engineering regarding the status and availability of funds and establishes internal methods of control to insure that funds are used according to operating plan. Direction/Long-Range Planning Develops the long and short-range policies and plans for the Engineering Service Chief by coordinating the Medical Center's organizational needs with administrative and clinical demands. Participates in the Medical Center's planning process, reviews and analyzes budgetary and fiscal data. Monitors expenditures and forecasts changes that require reprogramming of funds for assigned areas of responsibility within the Engineering Service. Reviews financial reports for accuracy and compliance. Prepares and assembles charts, data, reports, narrative and statistical materials that are provided as justification for the budget. Develops, evaluates, and modifies organizational structure and systems to achieve program goals. Participates in the analysis and interpretation of workload and other data used in resource planning. Program Administration Leads in administering programs concerning such matters as Human Resources, Payroll, Equipment Inventory, Service Contracts, and Space Utilization Programs. Assists and informs the Chief of Engineering Service on administrative policies, resource utilization and work load projections within Engineering Service programs. Prepares and assists in the initiation or revision of administrative policies in the engineering sections. Incumbent is responsible for preparing personnel management functions for unit supervisors and Chief of Engineering, including: recruitment, classification, staffing, employee health, employee relations, personnel actions, the performance appraisal process, employee awards, pay/leave administration, training, travel, EEO programs, worker's compensation, and performing necessary research related to human resources management issues. Provides ongoing training and assistance to new and incumbent personnel regarding office policies and procedures. Incumbent is designated by the Chief of Engineering as the responsible official for all equipment assigned to the Service. Conducts annual inventory and advises operating officials on requirement and procedures for acquisition, repair, and disposal of equipment. Reviews equipment requests, assists Chief in establishing their priorities, and advises if they are adequate, appropriate, and required for program operation. Assures all personnel have been instructed in operational, safety, personnel, and conduct requirements. Assists management officials with researching local, VA, and federal regulations, as well as assisting management in locating pertinent data within applicable negotiated agreements. Perform other duties as assigned. Work Schedule: Monday - Friday; 7:00am - 3:30pm Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD24896-0 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required

Qualifications: To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/11/2026. Time-In-Grade Requirement (TIG): 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. The grade may have been in any occupation, but must have been held in the Federal service. NOTE: Time in Grade requirements apply to applicants who are current Federal employees and have held a GS grade at any time in the past 52 weeks, as well as former Federal employees applying for reinstatement, and current employees applying for a Veterans Employment Opportunities Act of 1998 (VEOA) appointment. You must submit the following documentation demonstrating eligibility: Official Notification of Personnel Action (SF-50) noting your current position or most recently held position, tenure, type of position occupied (i.e., Excepted or Competitive), grade level and duty location. (Text version SF-50s or Request for Personnel Action SF-52s are not acceptable.) For current Federal employees, the SF-50 must be effective the first pay period of the current year or later. Applicants who must meet TIG must also submit the following in addition to their most recent SF-50: Official SF-50 that shows you hold the grade for the position you are applying for (or a higher grade), or Official SF-50s that show you held the next lower grade for at least one year for the position you are applying for. (Multiple SF-50s may need to be submitted to show this.) Examples of appropriate SF-50s to include in addition to your most recent SF-50 to meet TIG requirements include: Within grade increases (WGI) at the highest grade held; or Promotions with an effective date that occurred more than one year from the closing date of the JOA; or SF-50s at the highest grade held with an effective date that occurred more than 1 year from the closing date of the JOA. NOTE: Do not submit Award SF-50s, as they do not provide sufficient information and will not be accepted for the purpose of verifying time-in-grade. Failure to submit any of the above required documents applicable to your submission may result in loss of consideration and a rating of ineligible due to an incomplete application package. It is the applicant's responsibility to verify that their application package (resume, supporting documents, and responses to the questionnaire) is complete, accurate, and submitted by the closing date. We will not contact applicants for additional documentation, nor will we accept late or missing documents after the close of the announcement. 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-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: Office support services; prepares routine reports; knowledge and/or experience in human resource functions such as completing assessments and performance appraisals, carrying out disciplinary actions when necessary, etc.; knowledge of processing authorizations and consults. OR, Education: 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. OR, COMBINATION: Combinations of successfully completed graduate level education (beyond the first year) and specialized experience as described above, to meet the total experience requirements. The education portion must include graduate courses that demonstrate the knowledge, skills, and abilities necessary to do to the work of this position. This education must have been obtained in an accredited college or university. You will be rated on the following Competencies for this position: Administration and Management Attention to Detail Decision Making Financial Management Flexibility Integrity/Honesty Interpersonal Skills Learning Manages and Organizes Information Reading Comprehension Reasoning Self-Management Teamwork 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: : The work is primarily sedentary, although some slight physical effort may be required (carrying files, folders, supplies, etc.). 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/.

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 03/11/2026 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/12901835. 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: https://help.usajobs.gov/faq/application/documents/resume/page-limit https://www.opm.gov/policy-data-oversight/hiring-information/merit-hiring-plan-resources/applicant-guidance-on-the-two-page-resume-limit/ 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 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.

Application Deadline: 2026-03-11