Administrative Officer

Summary

The position of Administrative Officer is located in the Nebraska-Western Iowa Health Care System (NWIHCS) Facility Engineering Department. The incumbent performs administrative responsibilities associated with development of and distribution of communications regarding Facilities Management operations, administration, policies, procedures, finances, human resources, and property.

Duties

Major duties include but not limited to: Validates and reports monthly FMS (Engineering Service) data; ensures data accuracy and integrity. Prepares, reviews, and analyzes budget/fiscal data; develops annual budget forecasts and maintains budget control records. Serves as budget and finance advisor to Chief, FMS, and staff; reviews fund requests and assures conformity with procedural requirements. Manages procurement and contracting (including preparing requests, acting as COR, maintaining records, and negotiating contracts). Oversees equipment management: inventory, procurement, maintenance coordination, and replacement planning. Proficient in both manual and electronic timekeeping procedures; resolves complex timekeeping issues involving pay regulations and 24/7 operations. Extracts, interprets, and assembles information to prepare regular reports (e.g., water quality, budget, timekeeping) and presentations for leadership. Leads and performs quality assurance and quality management activities to monitor and improve processes, compliance, and outcomes. Advises Chief of FMS and other managers on administrative policy, service organization, HR/personnel matters, and mission/goals alignment. Coordinates and supports hiring actions-including preparing hiring documents, tracking onboarding, and ensuring training for new/incoming staff. Provides ongoing training and assistance on office policies and procedures; develops and manages training programs for department personnel. Acts as Fund Control Point Official and Government Purchase Card (GPC) Holder; authorizes and oversees expenditures. Participates in planning and policy/structure development (short/long-term) to support organizational needs and program goals. Manages Fleet Operations across multiple campuses/CBOCs-including programming, acquisition, distribution, and compliance reporting. Represents FMS in internal/external administrative or committee meetings; coordinates responses to Congressional/VISN/Director inquiries and other high-level requests. Work Schedule: Monday - Friday, 7:30am - 4:00pm. Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for Ad Hoc telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/ PD636-706160. Relocation/Recruitment Incentives: Not Authorized. Critical Skills Incentive (CSI): Not Approved. Permanent Change of Station (PCS): Not Authorized. The VA Midwest Health Care Network advocates for a Whole Health System of care in each of the Medical Centers. This is an approach to healthcare that empowers and equips people to take charge of their health and well-being and live their lives to the fullest. As an employee operating in a Whole Health System of care, you will operate in a model with three core elements, seeking to create a personalized health plan for each Veteran. This is done in the context of healing relationships and healing environments and a connection back to the Veteran's community. This aligns with the Veterans Health Administration (VHA) Mission Statement to Honor America's Veterans by providing exceptional health care that improves their health and well-being.

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/05/2026. 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. 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. Preferred Placement Factor: COR status is desired. Expect Administrative Officer to attain COR certification within 12-18 months of hire, if not already certified. While a specific length of training and experience is not required, your responses to the questionnaire must be supported by detailed descriptions of your experience on your resume. 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: Coordinating and monitoring office administrative services. Managing budget activities. Analyzing data to support planning and equipment procurement. Helping with human resources tasks, such as planning and onboarding new staff. Assisting in setting performance standards for supervisors. Overseeing planning, development, and implementation of service line facilities. Managing resources: staffing, workflow, equipment, and space usage. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you 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 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. (TRANSCRIPTS REQUIRED). 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 one full year or 18 semester hours of graduate level education. (TRANSCRIPTS REQUIRED). Physical Demands: The work is primarily sedentary, although some slight physical effort may be required. Incumbent will drive to other facilities within NWI. You will be asked to participate in a pre-employment examination or evaluation as part of the pre-employment process for this position. Questions about physical demands or environmental factors may be addressed at the time of evaluation or examination. Driver's License Requirement: Must possess a valid Driver's License. (Please do not submit a copy of your license with your application package. You will be required to show your valid driver's license at the time of your interview.) Work Environment: Work is typically performed in an office environment. Travel is required both within and outside the NWI health care system. 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. 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/.

Education

A transcript must be submitted