Administrative Officer

Administrative Officer

Department: Department of Veterans Affairs

Location(s): Seattle, Washington

Salary Range: $69373 - $90190 Per Year

Job Summary: The incumbent serves as the Administrative Officer (AO) for the Logistics Service in a VA Health Care System (VA HCS) and supported catchment area. The position has administrative responsibility, accountability, and oversight for Logistics programs and activities across the full jurisdiction of the health care system. The AO coordinates and implements all the administrative activities of the service. The position reports directly to the Facility Chief Supply Chain Officer (CSCO).

Major Duties:

• Administrative Management: -Provide for the overall management of the Logistics Service. -Interpret administrative policies, developing local policies, defining administrative requirements, and/or providing advice to the Chief on related issues. -Provide substantial input into policies and action plans to ensure Logistics is in compliance with VA Central Office (VACO), VISN, Joint Commission, and other entities as appropriate regarding all phases of performance improvement and quality management programs. -Establish internal procedures to secure adequate control in terms of deadlines, progress reports, and directives and uses own initiative in developing procedures which will increase the general flow of information and overcome bottlenecks in the administrative process. -Maintains responsibility for all service correspondence. Prepares edits and archives all official correspondence requiring the Chief's signature or approval. -Under the direction of the CSCO, the position approves time and leave, manages Logistics scheduling in lieu of the supervisor and manages online certifications for contracts, labor mapping, and ADPAC duties. -Ensure all TMS compliance and non-compliance reports to the Chief for direct reports as well as to supervisors for their employees. -Maintain working knowledge of the Personnel Identity Verifications (PIV) badging system and coordinates clearances and access for all Logistics visitors and contractors as necessary. -Attend briefings and meetings on behalf of the Chief in his or her absence. Schedules or coordinates all service meetings, prepares agendas, and prepares minutes for each. -Serve as the Facility Hazardous Recall Coordinator and Contracting Officer Representative (COR) for the Logistics Service. Human Resources / Personnel Management: -Coordinate the personnel management program for Logistics Service, performing or overseeing all aspects of human resources requirements. -Advise the Chief and Supervisors regarding procedures, laws, regulations and policies dealing with workforce diversity, recruitment, merit promotion, employee and labor relations, employee career development, human resources training, and other human resources related activities. -Monitor, coordinate and track all ongoing and projected personnel actions and continuously apprises management of status. -Maintain files, documents on all personnel actions and coordinates actions with appropriate staff or supervisor. -Complete and reviews reports; analyzes trends, timeliness of processing actions, and status of numerous actions and identifies deficiencies or discrepancies. Budget/Fiscal: -Manage budget formulation and execution for a changing budget of administrative expenses involving different funding sources and participates with managers in reviewing needs, plans, and goals to develop budget data and justification for review and approval. -Serve as a purchase cardholder and approving official for equipment and commodities procurements to ensure that cardholders adhere to the procurement requirements. -Prepare budget estimates based on historical information and identifies need for changes. Space Planning, Property Management, Procurement & Supply Administration: -Act as a Contracting Officer Representative (COR) for the Logistics Service for multiple short and long term service contracts. -Prepare procurement requests, evaluates proposals for work, and serves as COR for procurement and a variety of complex contracts, while also maintaining procurement and contracting records. -Responsible for providing expert advice on procurement issues and for seeing that procurement regulations are understood and adhered to. -Assists with the negotiation of business agreements and contracts involving sums that may be in excess of $1 million dollars. -Represents Logistics and the facility with respect to contract changes, adjustments, or settlements and assists with the resolution of contractor claims, delays or suspension of work. -Determines when contract termination is warranted and works to affect it. Work Schedule: Monday-Friday; 7:30am-4:00pm Telework: This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD550510 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized Travel: Although there is no official travel requirement, VAPSHCS is a 2-campus facility and there is an expectation for the incumbent of this position to be at either site as determined by job duties and supervisor.

Qualifications: To qualify for this position, applicants must meet all requirements within 30 days of the closing date of this announcement, 05/11/2026. 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 within 30 days of 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. 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. Preferred Experience: Coordinating and monitoring the functions of administrative services within an office; managing budget activities; assisting with contracting functions, timekeeping and managing procurement; assisting with human resources functions to include recruitment, position classification, performance, training, etc,; preparing letters, reports and presentations; retaining procurement records and reconciliations; making space utilization recommendations. You may qualify based on your experience and/or education as described below: For GS-9, you must have one year of specialized experience equivalent to at least the next lower grade of 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: Coordinating and monitoring the functions of administrative services within an office; acts as a liaison with the hospital's administrative departments such as HR, fiscal, IT healthcare administration etc.; understands the technical aspects of the service's operations in order to brief facility and higher leadership; manages budget activities; assists with contracting functions and manages procurement; assists with human resources functions to include recruitment, position classification, performance, training, etc.; prepares letters, reports and presentations; retains procurement records and reconciliations; makes space utilization recommendations. Monitors the service's performance standards; ability to teach, train, persuade and negotiate with individuals of all levels in the organization. Knowledge of electronic time and attendance systems. OR, Education: Applicants may substitute education for the required experience. For GS-9 you must have 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. Such education must demonstrate the knowledge, skills, and abilities necessary to do the work. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have a combination of specialized experience and education. 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 sedentary, although the incumbent is frequently required to walk to the other outlying buildings on campus, occasionally several times in one day. The work occasionally requires carrying of light objects, less than 15 pounds, such as files books and papers; some walking, standing and bending. No special physical qualifications are required. Intermittent travel is required. 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: Please read the entire announcement and all the instructions before you begin an application. To apply for this position, you must complete the initial online application, to include the initial online questionnaire and submission of the required documentation specified in the How to Apply and Required Documents section. The complete application package must be submitted by 11:59 PM (ET) on the closing date of the announcement to receive consideration. To preview the application questionnaire, click https://apply.usastaffing.gov/ViewQuestionnaire/12944192. The application process is as follows: 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. Answer the questions presented in the application and attach all necessary supporting documentation. Click the Submit Application button prior to 11:59 PM (ET) on the announcement closing date, 05/11/2026. If you are required to complete any USA Hire Assessments, you will be notified after submitting your application. The notification will be provided in your application submission screen and via email. The notification will include your unique assessment access link to the USA Hire system and the completion deadline. Additionally, in USAJOBS you can click "Track this application" to return to your assessment completion notice. Access USA Hire using your unique assessment link. Access is granted through your USAJOBS login credentials. Review all instructions prior to beginning your assessments. You will have the opportunity to request a testing accommodation before beginning the assessments should you have a disability covered under the Rehabilitation Act of 1973 as amended. Set aside at least 3 hours to take the USA Hire Assessments; however, most applicants complete the assessments in less time. If you need to stop the assessments and continue later, you can re-use your unique assessment link. NOTE: Your responses to the USA Hire Assessments will be reused for one year (in most cases) from the date you complete an assessment. If future applications you submit require completion of the same assessments, your responses will be automatically reused. Visit the USA Hire Applicant Resource Center for practice assessments and assessment preparation resources at https://support-usahire.opm.gov/hc/en-us. To update your application, including supporting documentation: During the announcement open period, return to your USAJOBS account, find your application record, and click Edit my application. This option will no longer be available once the announcement has closed. To view the announcement status or your application status: https://help.usajobs.gov/how-to. Your application status page is where you can view your application status, USA Hire assessment completion status, and review your notifications sent by the hiring agency regarding your application. 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

Application Deadline: 2026-05-11