Management Assistant

Full Job Description

The employee will serve as the Management Assistant, located in the Business Operations Office, Veterans Crisis Line (VCL), Veterans Affair (VA).

The VCL is a 24-hour, 7-days-a-week, 365-days-a-year service aimed at connecting callers worldwide to a caring, qualified Veterans Administration employee.

The VCL's mission is to provide 24/7, world-class suicide prevention and crisis intervention services to Veterans, Service Members and their family members.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 01/20/2026.

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-07 position you must have served 52 weeks at the GS-06. 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.

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-06) in the normal line of progression for the occupation in the organization.

In order to meet the minimum qualifications for this position, you must meet 3/5 of the following examples of specialized experience: Making travel arrangements, preparing travel orders and expense vouchers, and creating travel packages for approval.

Using a Government Purchase Card (GPC) to make approved purchases, resolving disputes with vendors, and handling requisitions and approvals.

Managing calendars, scheduling appointments, tracking deliverables and deadlines. Working with program managers and staff across departments to disseminate policies, plans, and procedural information.

Maintaining and reviewing administrative directives, ensuring they are properly organized, consistent, and free from conflicts or redundancies.

Eligible and qualified applicants on a certificate provided to the hiring manager will be rated on the following Competencies for this position: Customer Service Manages and Organizes Information Technical Competence Writing 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/.

Major Duties:

Major duties include but are not limited to: Disseminates information to personnel concerning policies, plans, procedures, methods, and actions of an administrative nature.

Provides informal training and clerical/administrative support within VCL on administrative requirements.

Controls the maintenance and development of various administrative directives using knowledge of the established content and format requirements.

Reviews proposed directives to ensure proper arrangement of material, consistency with existing directives, and proper distribution.

Maintains calendar that supports recurring meetings as well as unscheduled activities.

Reviews assigned emails and tracks deliverables and deadlines, directing to supervisor or other staff members only those contacts needing their attention or action.

Schedules appointments committing the supervisor and appropriate staff to a definite time and place and provides reminders to ensure attendance.

Works with VCL and Resources travel staff to make travel arrangements, prepare required travel orders and expense vouchers. Creates conference travel packages for senior level approval.

Works with the Facility Operations Specialist as an administrative point of contact with local facilities staff.

Facilitates the collection and provision of pertinent information needed as requested to support VCL employees who may need to report to their local VAMC for equipment, intermittent work site, mailroom, employee health, etc.

Collects facility specific information as required regarding remote employees and needs for remote workforce to report onsite to employees' local VAMC.

Receives and reviews all incoming mail for the organization and determines which items should be brought to the attention of the supervisor as opposed to those that should be sent directly to other appropriate staff members for action.

Reviews outgoing mail for enclosures, dates, signatures, complete addresses, and destinations in accordance with established policy.

Uses the Government Purchase Card (GPC) to make purchases from vendors, local commercial activities, and other approves sources for approved procurements.

Receives requisitions and obtains pre-approval for purchases. Checks mandatory sources of supply prior to initializing purchases.

Attempts to resolve purchase card disputes such as unauthorized charges, items billed but not received, duplicate charges, etc. with the vendor.

Work Schedule: Tour of Duty is typically Administrative Hours. Tour is subject to change based on program needs.

Compressed/Flexible Work Schedule: May be authorized upon supervisor approval after training per Agency policy. Remote: This is remote position.

Selectees will work 100% of the time in a non-VA-owned space outside of the local commuting area of a parent station.

The employee's workspace must be suitable for conducting business and as such, remote employees are expected to provide a secure, distraction-free home-based worksite with reliable high speed internet connectivity.

The employee will be required to travel to the closest VA Medical Center or VA Outpatient Clinic for issuance of equipment, and as needed for technical support.

Selectees will be required to self-certify that their remote workplace meets all safety, privacy, and internet speed requirements.

Position Description/PD#: Management Assistant/PD840470 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not required Financial Disclosure Report: Not required This is not a bargaining unit position