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Administrative Officer

Significant Points

The Administrative Officer provides leadership in the management of business functions in support of any particular program. The Administrative Officer works closely with the location’s management team to efficiently and effectively carry out all administrative operations. Such functions include management advisory services, budget, human resources, agreements, purchasing and contracting, safety, and facilities.

Nature of the Work

Major Duties

Participates as a full business partner with the location’s management team in planning and coordinating the business management activities for the location. Serves as the primary resource for assessing needs and developing business plans to meet the administrative operational requirements of the location. In addition, is responsible for developing contacts and networks to coordinate business activities. Serves as the primary contact for administrative matters. Responsible for the full range of business functions as identified below.

Management Advisory Services Provides management advisory services and formulates and implements Location administrative management policies, procedures, operations, goals, and objectives. Serves as a resource for Headquarters components in one or more administrative functions to include testing and analysis of systems and participation in task groups with Area/Agency wide implications. Identifies possible problems or anticipated changes in methods or requirements and develops a set of alternative courses for Location. Advises management officials of the potential consequences of each proposed solution, and provides recommendations to assist in making decisions. Works closely with location and Area management officials to ensure business needs of the customer are achieved. Integrates management needs with the general business processes of the location.

Evaluates and modifies existing Location methods, procedures, policies, and reporting requirements.

Budget, Finance, and Accounting Serves as the primary advisor and technical resource to officials on accounting and financial management matters. Manages all phases of budget formulation, execution, and administration to include: monitoring and reallocating funds; monitoring salary lapse and recommending uses for these monies; preparing reports; directing or conducting studies; recommending approval or disapproval of allotments and commitments; monitoring spending rates and trends; anticipating planned or future program needs and major obligations or changes; and examining, analyzing, and interpreting accounting data, records, and reports.

Manages and leads the planning and execution of the Annual Resource Management Plan (ARMP) for the location. Recommends financial accountability controls and operational procedures for ARS systems (FFIS and CATS).

Human Resources Serves as the primary liaison with the Headquarters Human Resources Division staff, ARS Office of Outreach, Diversity, and Equal Opportunity, Area Civil Rights Manager, and Area ethics advisor. Recognizes problems in these areas and brings them to the attention of appropriate ARS staff for action. Advises management officials regarding procedures, laws, regulations, and policies dealing with workforce diversity, recruitment, merit promotion, employee and labor relations, career development, training, and other human resources related activities. Keeps employees informed of human resources rules, policies, regulations, and procedures. Reviews requests for personnel actions and provides advice and recommendations to management officials on propriety, relative need, and special problems which may be encountered in processing such requests. Implements and oversees the Employee Orientation Program assuring that necessary information is provided to new employees and assuring that appropriate content changes are made. As part of this activity, assures that employee id cards and Personnel Identity Verifications are completed and issued consistent with agency guidelines.

Assures that the delegated authority to make appointments under the Student Temporary Employment Program (STEP) and Limited Authority (LA) are appropriately administered, where applicable. Initiates the visa process in instances where non-citizens have been selected for Location positions and assures that the appropriate visa clearance has been received before an entrance on duty date is finalized.

Agreements Advises management officials on the regulatory requirements for the development and control of all extramural agreements. Performs cost determinations for use in negotiation of such items as overhead charges, use of facilities, personnel to be furnished, and means of compensation. Conducts administrative review of agreement statements of work and budgets, and approves all actions prior to submission to the Area Office. Provides assistance and guidance to the Authorized Departmental Officers’ Designated Representative (ADODR) in the extramural agreements process. Serves as Authorized Departmental Officer (ADO) with signature authority for research support and standard cooperative agreements. Oversees agreements to ensure financial plans are established and billings are prepared.

Assures financial and technical performance reports and agreements are closed out.

Purchasing, Contracting, and Personal /Property Management Advises management officials and staff regarding procurement and contracting regulations, procedures, alternatives, and availability of funds. Anticipates long and short term needs and plans accordingly in order to procure supplies and services timely and within budget. Participates in long-range planning to ensure research requirements are adequately met while minimizing acquisition costs.

Develops preliminary contract specifications ensuring adequate documentation, statement of work approvals, clearances, justification, and funds before forwarding to management. Coordinates requests with management officials and the Area Contracting Officer. Manages the procurement program for contracting with small businesses; service-disabled veteran-owned small businesses; woman-owned small businesses; 8(a); small disadvantaged businesses; and HUBZone businesses. Assures personnel are aware of and use required sources of supply. Reviews acquisition files and corresponding support documentation to assure compliance with set-asides; competition requirements; procurement regulations and policy; and, appropriate file retention, disposal, and accounting of real and personal property and financial assets. Serves as location property management officer and assures completion of bi-annual personal property and vehicle reconciliation reports. Rectifies problems and assures documentation is submitted timely.

Safety Manages and coordinates the occupational safety and health programs. Promotes sound safety and health management, implements agency policies and regulations, monitors accident and injury reporting, and assures compliance with regulations. Coordinates the inspection of facilities to evaluate compliance with safety and health policies. Makes recommendations to develop plans and establish location goals and objectives for reducing or eliminating accidents, injuries, illnesses, or damage to the environment. Recommends appropriate actions for compliance with ARS policies and standards. Assists in compiling reports, inventories, and statistics. Provides information regarding safety, health, and environmental standards and program elements to employees and management officials. Ensures all accidents, injuries, illnesses, and environmental releases are properly reported; appropriate forms are prepared; and investigations are performed to identify causes and determine corrective actions. Verifies corrective actions have been taken.

Facilities and Real Property Asset Management Oversees the implementation of facility and real property management and general services functions. Coordinates and oversees the following; capital improvements, land purchase, repair and maintenance program, energy retrofit program, real property inventory, real property asset management and costs, space planning and utilization, and telecommunications services and repair.

Directs or participates in the development of a long-range (i.e., 5 year) facilities management capital plan for all projects over $25,000 and monitors specific plans for the maintenance and efficient use of facilities and equipment. Implements guidance on capturing Operations and Maintenance (O&M) costs. Develops a methodology for distributing O&M costs to the appropriate building/structure. Develops a ARMPs package specifically for O&M costs. Recommends alternatives to improve space utilization. Considers effective means to dispose of assets when unused. Coordinates and advises on construction projects and acts as liaison between end user, contracting officer, contracting officer representative (COR), area engineer, and Headquarters personnel. May serve as the COR. Directs and oversees the facilities’ condition evaluation to determine major capital improvements and repair or maintenance requirements; prepares and justifies budget requests; conducts cost analyses for in-house vs. contracting out the work; decides the most effective manner of meeting program requirements; and works with the Area Office and Facilities Division to implement the real property requirements. Assures that the automated system data accurately reflects the location’s real property assets and meets all requirements.

Supervisory Responsibilities Provides technical and administrative supervision. Makes and approves selections for positions and recommends selections for subordinate supervisory jobs; assigns and reviews work; approves and disapproves leave; evaluates performance; identifies training requirements and arranges for training. Assures equal opportunity is extended to all employees and candidates for employment without regard to race, color, religion, sex, national origin, age, or non disqualifying handicapping conditions. Assures affirmative implementation of Equal Employment Opportunity plans of action and applicable Civil Rights provisions which includes full consideration of eligible minority group members and women in filling vacant positions; providing career counseling and orientation; enhancing career opportunities through training and development, job redesign, and/or similar techniques; and assuring full consideration of these employees in recommending promotions, awards and other forms of recognition.

Administrative Officer, GS-0341-09

Major Duties

Serves as Administrative Officer for the Center for the Advancement of STEM, Education (CASE), US Military Academy, West Point, NY with responsibility for administration of various center functions. These functions include but are not limited to budget management, records management, use of key productivity software and computers, security administration, correspondence, forms control, supplies, mail, travel arrangements, personnel liaison, etc. and the coordination of the Center essential internal operations.

1. Analyzes, evaluates, manages and coordinates taskings or projects between the Center for the Advancement of STEM, Education (CASE) and other DOD and non-DOD agencies including the Army Chief of Staff, Army Service Command HQ, and other Service Commands, Department of Defense Research Organizations, the Secretary of the Army, Civilian University Staffs and other organizations. Upon receipt of an inquiry by representatives from any of the aforementioned agencies, the incumbent is expected to fully understand the nature of the inquiry and immediately take action to resolve the matter or begin any research required to bring the issue to closure. Provide support for conferences, seminars and training involving STEM topics.

Receives and screens calls and visitors to the office, receiving and reviewing all incoming correspondence and preparing replies to general inquiries and routine actions. Screens out those requiring the supervisor's personal attention and refers the remainder to other staff members based on subject matter. Utilizes strong office computing skills to maintain electronic and hardcopy files of various documents, to include, e-mail, briefings, policy memorandums, in accordance with, established records management procedures. Maintains office publications and directives and ensures they are current and updated periodically. Receives, distributes and dispatches all office mail to include special handling, such as certified, registered or express mail. Determines requirements for forms, publications and printing, and independently prepares/processes the appropriate documents. Initiates requisitions for supplies and material and work requests for maintenance.

2. Develops, analyzes, evaluates, and executes all plans that provide direction, guidance, and control of the financial operation to achieve program objectives through the planning, budgeting, accounting, reporting, and managing cycle for the Center for the Advancement of STEM, Education (CASE). Develops life cycle cost analyses of projects. Identifies resources (staff, funding, equipment, facilities) required to support varied levels of program operations. Integrates input into an overall budget for travel, personnel, and automated data processing equipment: monitors execution to ensure compliance with a planned budget, makes adjustments, and as the Center for the Advancement of STEM, Education (CASE) Budget Manager insures funds are available and advises the Director of the Center for the Advancement of STEM, Education (CASE) on the status of the budget. These duties include but are not limited to preparing all the requisite documentation for all purchases and certifying receipt of all purchases.

3. Maintains liaison with the Civilian Personnel Advisory Center (CPAC) and other offices to coordinate, effect, and implement personnel and manpower requirements if applicable. Coordinates personnel actions for the center, Table of Distribution and Allowances (TDA) and Organization, Mission and Function regulation changes. Coordinates, reviews and assures processing of performance appraisals and incentive awards and advises Director and other staff of appraisal due dates and award nominations requirements.

4. Effectively and expertly utilizes office productivity software, including MS Word, Excel and PowerPoint, to prepare a variety of materials and possesses the ability to learn and utilize new software as needed. This includes competitive level proficiency in typing as well as knowledge of office hardware and software systems. Materials produced include but are not limited to correspondence, technical reports, briefings, tables, forms, and viewgraphs. Uses various functions of several types of office automation systems such as word processing, databases, and graphic software. Incumbent applies knowledge of these tools to create web-based data storage and access. Also uses electronic mail to transmit and receive messages. Is responsible for proper spelling, grammar, format, and arrangement of materials.

Administrative Officer, GS-0341-11

Major Duties

Employee serves as an Administrative Officer for the Director of Public Works at Saltar Navy Depot. This position provides direct assistance to the Deputy Director and Director of Public Works as well as to all organization operating managers. The Administrative Officer aids the operating manager and all subordinate operating officials in accomplishing project work involved with the basic goals and responsibilities of the Directorate of Public Works (DPW). The work assigned to the Administrative Officer encompasses, but is not limited to, tasks assigned in the following technical areas: management of Installation Real Estate (both Government-owned and leased); providing and management of energy to Installation and tenant customers through in-house and contract efforts; transitions of essential Databases within the organizations real estate and logistics functions; and coordination of higher-level management decisions that affect the organizational structure and future mission and operational goals of the DPW. The incumbent is involved with the following typical aspects of the DPWs operations: the types of operating programs and objectives that affect the organizations structure, fiscal viability, and readiness; the types of training, experience, and abilities resident and required within the various organizational components; the types of equipment and materials generally used throughout the organizations component shops and offices; the lines of authority within the organization and at higher levels; and the practical problems encountered in accomplishing the management and mission objectives of the organization in totality.

Typical duties assigned to this employee are, but are not limited to, the following:

1. Employee interacts with several Installation Real Estate Officials and assumes responsibility for the Building Inspections required in conjunction with the Installation Status Report. This function requires interaction with such existing positions as the Master Planner, Real Estate Space Manager, Real Estate Clerk, the Integrated Facilities System organizational Systems Administrator, tenant and Installation building custodians, and various organizational managers. The tasks involved with this aspect of the duties require a continual effort throughout the year to monitor, evaluate, and inspect building and structural conditions and information provided relative thereto. The Administrative Officer is responsible for managing and initiating all resulting follow-on and peripheral actions required as a result of this evaluation to assure fulfillment of the organizations goal of maintaining Government-owned and leased structures in a safe, productive, and environmentally-friendly condition for the inhabitants and missions housed within them.

2. The Administrative Officer serves as the primary Point of Contact for all organizational Database changes that affect the various responsibilities of the DPW as a whole. TheAdministrative Officer works with database transitions in both the Real Estate and Logistics operations of the organization. This function of the position requires the incumbent to interact with all Command-level delegated officials such as the Real Property Officer, the Equipment Manager, the Property Book Officer, and the Stock Record Account Officer as well as customers and counterparts throughout the Installation to include employees within the Installations Transformation Office and Directorate of Information Management.

The Administrative Officer represents the Installation and the DPW organization both on-site and off-site as the primary POC for database and system transitions.

3. The Administrative Officer serves as the delegated Responsible Official for all matters involved with the Installations fuel program and in compliance with the Defense Energy Services Center requirement for such delegation. This aspect of the position requires intensive coordination with the Installations Chief Engineer and Energy and Environmental Managers to accomplish all tasks specific to the delegation. The work of this Official involves significant reporting requirements, utility contract administration (to include Contracting Officers Representative (COR) responsibilities), and the overall management of the Fuels System on the Installation.

This position assumes responsibility for the management of the Natural Gas Commodity Contract and its inherent function to monitor utilization and adjust contract delivery orders to enable the fiscal aspects of the program to result in Installation savings. This aspect of the work involved with Installation fuels requires additional coordination with Work Leaders assigned within the Operations and Logistics Support Division and the various personnel that handle the daily tasks associated with the programs. Effective accomplishment of this aspect of the position requires realistic budgeting estimates for fuel by the employee. Follow-on fiscal action assures the ability of the organization to remain within the Internal Operating Budget (AIOB), for which this employee is a development participant.

4. The Administrative Officerserves as the primary POC for the organization for ongoing actions associated with the LEAN Manufacturing program and Base and Realignment and Closure (BRAC) actions that produce impact to the organizations staffing, budget, and processes. This aspect of the duties includes but is not limited to: developing and managing a program that enables the organization to track and meet the LEAN training, Rapid Improvement Event participation, and Greenbelt and Blackbelt Candidate goals. This part of the work also requires the incumbent to be actively involved with all ongoing, past, and future LEAN initiatives to provide data to the Deputy and/or Director of the organization for regular LEAN Mfg. status meetings.

The Administrative Officer serves as the Primary POC for the DPWs involvement in implementation of BRAC and peripheral workload transition actions. This aspect of the position requires both on-site and off-site representation by the employee as the spokesperson of the operational manager in conjunction with the Installations POCs from the Transformation Office.

Administrative Officer, GS-0341-12

Major Duties

Serves as the Executive Officer to the NDMS disaster team Leader providing leadership, direction, and supervision in the day-to-day administrative operations of the team when activated under NDMS. Provides direct supervision to the administrative staff consisting of the Administrative Specialist and Medical Records Unit Leader. Carries out a full range of administrative duties in the performance of his/her supervisory responsibilities.

Responsible for the interpretation of new and revised DHHS, OEP and NDMS regulations, policies, and guide-lines. Establishes, implements and continually evaluates NDMS policies to effect efficient NDMS operations. Advises the Team Leader and his/her staff regarding the impact DHHS, NDMS, OEP policies on the operation of the NDMS disaster team.

Oversees the NDMS disaster team’s readiness activities. In this capacity, the incumbent ensures that the team’s organization and operations conform to NDMS guidelines. When the team is activated, in the event of a disaster or emergency, the incumbent supervises the team’s mobilization and movement operations, establishment, and disestablishment of work sites. Identifies the need for and obtains and supervisor all internal and external logistic support.

Plans, organizes and oversees recruitment and enrollment of volunteers. Keeps abreast of program requirements and develops and implements a program to ensure that there are adequate numbers and types of personnel to adequately staff the team. Identifies the need for and obtains necessary training for particular members of the staff.

Provides overall guidance, supervision and direction of procurement activities. Performs independent work assignments in identifying and resolving material needs and problems. Provides and maintains adequate controls to ensure compliance with established NDMS policies and regulations in the procurement and utilization of supplies, materials, equipment and services. Advises staff in the procurement of equipment and services. Reviews procurement requests to ensure availability of funds, prevent duplication, coordinate ordering, and effectively utilize surplus property.

Participates with the supervisor in planning, developing and analyzing the financial operations. Responsible for the formulation and justification of the budget including operating costs and staff requirements. Establishes fiscal procedures for the equitable allocation of available operating funds to meet the needs of the team. Maintains central control on all expenditures and advises the supervisor as to the status of funds and expectation of needs based on past records.

Performs other related duties as required to facilitate efficient administrative operations for the NDMS disaster team.

Training, Other Qualifications, and Advancement

Education and experience requirements for these managers vary widely, depending on the size and complexity of the organization. In small organizations, experience may be the only requirement. In large organizations, however, administrative services managers may need a bachelor’s degree and appropriate experience.

Education and training. Specific education and training requirements vary by job responsibility. Office mangers in smaller operations or lower-level administrative services managers with fewer responsibilities may only need a high school diploma combined with appropriate experience, but an associate degree is increasingly preferred.

In larger companies with multiple locations, equipment, and technologies to coordinate, higher-level administrative services managers need at least a bachelor’s degree. Managers of highly complex services, such as contract, insurance, and regulatory compliance, generally need at least a bachelor's degree in business administration, human resources, accounting, or finance. Lower-level managers may also need a bachelor’s degree, but related postsecondary technical training may also be substituted for managers of printing, security, communications, or information technology. Those involved in building management should take a drafting class. Regardless of major, courses in office technology, accounting, computer applications, human resources, and business law are highly recommended.

Most facility managers have an undergraduate or graduate degree in engineering, architecture, construction management, business administration, or facility management. Many also have backgrounds in real estate, construction, or interior design, in addition to managerial experience. Whatever the educational background, it must be accompanied by related work experience reflecting managerial and leadership abilities. Many administrative services managers obtained their experience by specializing in one area at first, then augmenting their qualifications by acquiring work experience in other specialties before assuming managerial duties.

Managers of property acquisition and disposal need experience in purchasing and sales, and knowledge of the variety of supplies, machinery, and equipment used by the organization. Managers concerned with supply, inventory, and distribution should be experienced in receiving, warehousing, packaging, shipping, transportation, and related operations. Contract administrators may have worked as contract specialists, cost analysts, or procurement specialists.

Other qualifications. Persons interested in becoming administrative services managers should have good leadership and communication skills and be able to establish effective working relationships with many different people, ranging from managers, supervisors, and professionals, to clerks and blue-collar workers. They should be analytical, detail-oriented, flexible, and decisive. They must be able to coordinate several activities at once, quickly analyze and resolve specific problems, and cope with deadlines.

Certification and advancement. Most administrative services managers in small organizations advance by moving to other management positions or to larger organizations. The Association of Professional Office Managers offers online training geared towards small businesses that indicate a level of professionalism and commitment to office management.

Advancement is easier in large firms that employ several levels and types of administrative services managers. A master's degree in business administration or a related field can enhance a manager’s opportunities to advance to higher-level positions, such as director of administrative services. Some experienced managers may join or establish a management consulting firm to provide administrative management services to other companies on a contract basis.

Advancement of facility managers is based on the practices and size of individual companies. Some facility managers transfer among departments within an organization or work their way up from technical positions. Others advance through a progression of facility management positions that offer additional responsibilities. Completion of the competency-based professional certification program offered by the International Facility Management Association can give prospective candidates an advantage. In order to qualify for the Certified Facility Manager (CFM) designation, applicants must meet certain educational and experience requirements. People entering the profession also may obtain the Facility Management Professional (FMP) credential, a stepping stone to the CFM.

Job Outlook

The number of jobs is projected to grow about as fast as average. Applicants for the limited number of higher-level management jobs will face keen competition; less severe competition is expected for lower-level management jobs. Demand should be strong for facility managers.

Employment change. Employment of administrative services managers is projected to grow by 12 percent over the 2008-18 decade, about as fast as the average for all occupations. Continued downsizing by companies and increasing use of office technology may result in a more streamlined organizational structure with fewer levels of management, reducing the need for some positions. Demand should be strong for facility managers because businesses increasingly realize the importance of maintaining, securing, and efficiently operating their facilities. Cost-cutting measures to improve profitability, streamline operations, and compete globally will continue to be addressed by many organizations, resulting in more firms outsourcing facility management services or hiring qualified facility managers who are capable of achieving these goals in-house.

Administrative services managers employed in management services and management consulting should grow as companies increasingly look to outside specialists to handle a myriad of administrative tasks that have become increasingly complex and expensive. Administrative services managers specializing in contract administration will also be in demand as outsourcing of administrative tasks becomes increasingly prevalent for activities such as food and janitorial services, space planning and design, energy, telecommunications, and grounds and equipment maintenance and repair. Other areas that administrative services managers will increasingly plan and coordinate include information technology, data and personal security, records management, wellness, and energy conservation.

Job prospects. Applicants will face keen competition for the limited number of higher-level administrative services management jobs; competition should be less severe for lower-level management jobs. Job prospects will also be better for those who can manage a wide range of responsibilities, than for those who specialize in particular functions. In addition to the new administrative services management jobs due to growth in the occupation, many job openings will stem from the need to replace workers who transfer to other jobs, retire, or leave the occupation for other reasons.

Job opportunities may vary from year to year because the strength of the economy affects demand for administrative services managers. Industries least likely to be affected by economic fluctuations tend to be the most stable places for employment.

Earnings

Wages of administrative services managers vary greatly depending on the employer, the specialty, and the geographic area. In general, however, median annual wages of salaried administrative services managers in May 2008 were $73,520. The middle 50 percent earned between $52,240 and $98,980. The lowest 10 percent earned less than $37,430, and the highest 10 percent earned more than $129,770. Median annual wages in the industries employing the largest numbers of these managers were:

Management of companies and enterprises $85,980
General medical and surgical hospitals 77,870
Local government 74,860
Colleges, universities, and professional schools 72,460
State government 65,690

In the Federal Government, industrial specialists averaged $82,169 a year in March 2009. Corresponding averages were $78,995 for facility operations services managers, $79,457 for industrial property managers, $70,386 for property disposal specialists, $78,562 for administrative officers, and $71,049 for support services administrators.


Information on obtaining Administrative Officer positions with the Federal Government is available from the Office of Personnel Management through USAJOBS, the Federal Government's official employment information system. This resource for locating and applying for job opportunities can be accessed through the Internet at http://www.usajobs.gov or through an interactive voice response telephone system at (703) 724–1850 or  (703) 724–1850  or TDD (978) 461–8404 and   (978) 461–8404. These numbers are not toll free, and charges may result. For advice on how to find and apply for Federal jobs, download the Insider's Guide to the Federal Hiring Process” online here.

Sources:

  • Bureau of Labor Statistics, U.S. Department of Labor, Occupational Outlook Handbook, 2010-11 Edition; and
  • Office of Personnel Management, Position Classification Standards.

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