Administrative Specialist

Summary

Incumbent serves as a full partner and critical intermediary between the Administrative Officer and the Service Leadership team. The role involves managing complex computerized databases associated with budgets and financial projects, personnel issues, equipment, procurements, and outcomes to support the Administrative Officers (AO) in the effective administration of operations. The position serves as an expert resource for administrative needs collaborating and coordinating with other services.

Duties

Major Duties and Responsibilities include, but not limited to: Performs a wide range of administrative support for the Environmental Management Service (EMS), including correspondence, reports, and general office support. Serves as the primary timekeeper for EMS, preparing, entering, and reconciling time and attendance in the applicable VA timekeeping systems. Monitors overtime, leave usage, and premium pay reports and alerts leadership to discrepancies or emerging issues. Coordinates travel arrangements for EMS staff, including preparing travel authorizations and vouchers in accordance with VA policy. Maintains records and files (paper and electronic) for personnel actions, training, performance, and other EMS administrative documents. Initiates, tracks, and closes human resources actions (e.g., SF-52 requests, onboarding documents) for EMS staff in collaboration with HR. Assists with recruitment activities, including preparing and routing position descriptions, justifications, and support documents. Prepares and edits a variety of memoranda, letters, and reports for the Chief, EMS and other leaders, ensuring grammar, format, and accuracy. Collects and compiles data for EMS metrics (workload, staffing, productivity, and program performance) for use in management reports. Develops and maintains spreadsheets and tracking tools to monitor projects, contracts, training, and compliance items. Supports budget execution by tracking obligations, expenditures, and purchase requests against approved funding levels. Initiates and tracks purchase requests for supplies, equipment, and services using VA procurement systems and procedures. Monitors the status of purchase orders and contracts and follows up with vendors, Fiscal Service, or contracting staff as needed. Assists EMS leadership in preparing annual and quarterly budget estimates, spending plans, and justification narratives. Coordinates meetings, briefings, and conference calls, including scheduling, agendas, minutes, and logistical arrangements. Serves as a central point of contact for EMS, receiving phone calls, emails, and visitors and directing inquiries appropriately. Maintains and updates organizational charts, telephone listings, and distribution lists for EMS staff. Tracks and coordinates staff training requirements, registrations, and completions, maintaining documentation for compliance. Assists with performance management processes, including maintaining due-date trackers and assembling performance documentation. Drafts and processes EMS policies, standard operating procedures (SOPs), and internal guidance, incorporating edits from leadership. Assists in tracking and documenting accreditation, regulatory, and compliance requirements impacting EMS operations. Compiles information and prepares responses to internal and external data calls, surveys, and information requests. Uses multiple VA information systems (e.g., HR Smart, VATAS, financial and procurement systems) to enter, retrieve, and analyze data. Identifies opportunities to improve administrative processes and recommends or implements changes to increase efficiency. Provides backup coverage for other EMS administrative staff during absences to ensure continuity of operations. Work Schedule: Monday - Friday, 7:00am - 3:30pm Virtual: This is not a virtual position. Position Description/PD#:Administrative Specialist/PD034190 and PD034200 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required

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 You may be required to serve a probationary period Subject to background/security investigation Selected applicants will be required to complete an online onboarding process Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP)

Qualifications and evaluation

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Narrative responses are not required at this time. If you are referred for consideration, you may be asked to submit additional job related information, which may include, but not limited to; responses to the knowledge, skills and abilities; completion of a work sample, and/or contact for an interview. Your resume and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect your rating or consideration for employment. The Department of Veterans Affairs performs pre-employment reference checks as an assessment method used in the hiring process to verify information provided by a candidate (e.g., on resume or during interview or hiring process); gain additional knowledge regarding a candidate's abilities; and assist a hiring manager with making a final selection for a position. For more information on the "Who may apply" eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document. Placement Policy: The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion. The position may be filled by reassignment, change to lower grade, transfer, appointment, or reinstatement. Management may use any one or any combination of these methods to fill the position. It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment. Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.

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: http://ope.ed.gov/accreditation/. 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: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.

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) on08/12/2026 to receive consideration. To preview the questionnaire clickhttps://apply.usastaffing.gov/ViewQuestionnaire/13022060 . 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. To verify your application is complete, log into your USA JOBS account, https://my.usajobs.gov/Account/Login, select the Application Status link and then select the more information link for this position. The Application page will display the status of your application, the documentation received and processed, and any correspondence the agency has sent related to this application. Your uploaded documents may take several hours to clear the virus scan process. To return to an incomplete application, log into your USA JOBS account and click Update Application in the vacancy announcement. You must re-select your resume and/or other documents from your USA JOBS account or your application will be incomplete.

Required documents

To apply for this position, you must provide a complete Application Package which includes: Resume The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position. Please use this checklist to make sure you have included other documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's (current/former Federal employees), documentation to support Veterans Preference claims, or ICTAP/CTAP documentation (for displaced Federal employees). You will not be contacted for additional information. Cover Letter DD-214/ Statement of Service Disability Letter (Schedule A) Disability Letter (VA) License CV/Resume Misc. Professional Certification Proof of Marriage Status Resume Separation Notice (RIF) SF-15 SF-50/ Notification of Personnel Action Transcript SF-50, Notification of Personnel Action (if applicable for Time in Grade and/or Eligibility): Most recent SF-50 if you are a current or former Federal employee An SF-50 showing 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 Award 50's do not provide sufficient information and will not be accepted for the purpose of verifying time-in-grade. Examples of appropriate SF-50's include: Within grade increases at the highest grade held; or Promotions with an effective date more than one year old; or SF-50's at the highest grade held with an effective date more than one year old. Veterans' Preference: When applying for Federal Jobs, eligible Veterans should claim preference for 5pt (TP), 10pt (CP/CPS/XP), or for Sole Survivor Preference (SSP) in the questionnaire. You must provide a legible copy of your DD214(s) which shows dates and character of service (honorable, general, etc.). If you are currently serving on active duty and expect to be released or discharged within 120 days you must submit documentation related to your active duty service which reflects the dates of service, character of service (honorable, general, etc.), and dates of impending separation. Additionally, disabled veterans and others eligible for 10-point preference (such as widows or mothers of eligible Veterans) must also submit an SF-15 "Application for 10 Point Veteran Preference" with required proof as stated on the form. Documentation is required to award preference. For more information on Veterans' Preference, please visit Feds Hire Vets - Veterans - Job Seekers - Veterans' Preference.

Additional information

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/. This job opportunity announcement may be used to fill additional vacancies. If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement.