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Administrative Officer - Detail/Temporary Promotion NTE 1 year
Administrative Officer - Detail/Temporary Promotion NTE 1 yearUSA Jobs • White City, OR, US
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Administrative Officer - Detail / Temporary Promotion NTE 1 year

Administrative Officer - Detail / Temporary Promotion NTE 1 year

USA Jobs • White City, OR, US
17 days ago
Job type
  • Permanent
Job description

Administrative Officer - Detail / Temporary Promotion

This position is in the office of Facilities Management Service (FMS). The Administrative Officer is responsible for managing the administrative activities and the administrative staff that perform them. This is being offered as a Detail or Temporary Promotion. Detail may be extended in 120-day increments up to one year. If selected for a Temporary Promotion, the NTE date may be up to one year and the position may be made permanent without further competition pending approval to hire.

Responsibilities :

  • Administrative Management : Manages the overall leadership and direction of the Facilities Management Service (FMS) administrative section. Serves as the principal advisor on all administrative management matters associated with the service programs and operations, including collaborative efforts with other clinical and nonclinical services. Supervises one GS-0503-06 Budget Technician; one GS-0303-05, Program Support Assistant; one WG-5703-06 Motor Vehicle Operator, and one GS-0303-06 Administrative Support Assistant. Use extensive knowledge and skill in carrying out administrative functions for a full range of functional areas such as human resources, purchasing, supply and property management, records management, financial management and budget, administrative laws, policies, regulations, and precedents applicable to the administration of local, regional, and national programs.
  • Compiles statistical data and performs analyses as required by the Chief, other services, and SORCC management such as shop statistical work order data to track trends and spikes, trend overtime, customer satisfaction, turn ins and other items.
  • Prepares analyses such as high-level briefs and point papers to executive management including annual management brief and executive reviews.

Financial Management Work :

  • Oversees FMS fiscal activities. Reviews the annual budget submission and justification prepared by the Budget Technician and makes recommendations to the Chief. Responsible as the Approving Official for the IFCAP budget control system in FMS.
  • Develops, establishes, and oversees methods to forecast annual budget / costs (approximately $2.5 million), and implements cost effectiveness and efficiency in all activities, to arrive at lower expenditures and resulting in improved budget estimates.
  • Provides advice to management and program personnel on FMS finance issues.
  • Manages budget formulation and execution for a changing budget of administrative expenses, analyzes budget calls, reviewing guidelines and instructions and then debriefs, educates, and oversees the administrative staff on any changes or information required.
  • Justifies requests for reprogramming as necessary; oversees and reviews financial reports and resolves discrepancies with the appropriate accounting office and assures that all expenditures are properly authorized and documented.
  • Prepares studies and reports to ensure cost effectiveness and maintains a close liaison with Fiscal Service resolving any fiscal problems.

    • Personnel Administration and Management Work :

  • Provides FMS management with assistance in projecting staffing needs through data collection and initial analysis, the execution of their personnel responsibilities (classification, employee relations, performance requirements, upward mobility, recruitment coordination and documentation requests, and processing training requests).
  • Responsible for ensuring that all VA OIG, Joint Commission, and CARF standards are met and appropriately incorporated into FMS policy and procedure.
  • Develops file manager routines to provide meaningful data for use by station management in evaluating the utilization of their space.

    • Supervisory Duties :

  • Supervises four employees in FMS providing technical and administrative supervision to a unit of GS-6, GS-5 and WG-06 employees. Ensures that his / her employees conduct themselves in a manner that is compliant with the standards of the Facilities Management Service and the VA.
  • Oversees the entire Fleet management program at VA SORCC which is approximately 66 vehicles and is a mix of VA-owned and GSA-leased vehicles.
  • Gives advice, counsel, and instruction to employees on both work and administrative matters.
  • Resolves minor complaints from employees; refers group grievances and more serious unresolved complaints to higher level supervisor or manager effects minor disciplinary measures such as warnings and reprimands and recommends action in more serious cases.
  • Carries out Equal Employment Opportunity policies and program activities.
  • Assures safety and housekeeping practices are observed; and maintains work reports and records.
  • Approves, plans, and establishes overall leave schedules, and provides recommendations for promotion or reassignment of subordinates.

    • Work Schedule : Monday - Friday; 8 : 00am to 4 : 30pm

    Telework : Not Authorized

    Virtual : This is not a virtual position.

    Requirements :

  • You must be a U.S. Citizen to apply for this job.
  • Selective Service Registration is required for males born after 12 / 31 / 1959.
  • 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.

    • Qualifications :

  • To qualify for this position, applicants must meet all requirements within 30 days the closing date of this announcement, 10 / 14 / 2025.
  • 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-11 position you must have served 52 weeks at the GS-9. 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.
  • You may qualify based on your experience and / or education as described below :
  • Specialized Experience GS-11 : You must have one year of specialized experience equivalent to at least the next lower grade GS-9 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to : Skills in applying analytical and evaluative methods and techniques to issues or functions related to office administration, knowledge of pertinent laws, regulations, policies, and evaluations which affect administrative operations. Knowledgeable with major issues; program goals and objectives, work processes, and administrative operations of the organization, skill in adapting analytical techniques and evaluation criteria to the measurement and improvement of program effectiveness and / or organizational productivity, skill in conducting detailed analyses of complex functions and work processes; and interpersonal skills in presenting staffing recommendations and negotiating solutions to disputed recommendations.
  • Have experience with requisitions for services, purchases, and construction projects both at the contracting level and the acquisition level. Experience with submitting contract packages for both construction and regular service contracts. Oversight of these actions and hands on work in contracting will be normal day to day workload.
  • OR, Education : Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a Ph.D. or equivalent doctoral degree or 3 full years of progressively higher-level graduate education leading to such a degree or LL.M., 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 first 2 years of graduate level education (36 semester hour).

    • Physical Requirements : Duties involve sitting for long periods of time, use of personal computer, writing, calculating, occasional walking to administrative areas throughout the facility, and some bending and stooping.

    Work Environment : Much of the work is performed in an office setting with long periods of sitting preparing reports and calculating. May require occasional travel.

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    Administrative Officer • White City, OR, US