Management Assistant

Full Job Description

This position is located at the Clement J. Zablocki VAMC in Milwaukee, WI. and is organizationally aligned under the Mental Health Division.

The primary purpose of this position is to perform administrative and management assistance level support to the Division Managers and specialized program areas.

The Management Assistant ensures that the administrative support functions for which they are responsible are handled in a manner that enhances the efficiency of the division as a whole.

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

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-7 position you must have served 52 weeks at the GS-6 Level. 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 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.

Examples of specialized experience would typically include, but are not limited to: providing administrative support, operating a personal computer, using a computer to process and analyze data, sorting and processing incoming correspondence, coordinating with others between various units and offices to accomplish work related projects, analyzing work flow to determine potential problem areas and making recommendations to correct, proofreading documents for grammatical errors, notifying others of pending appointments and meetings, and advising others on processes or procedures.

You will be rated on the following Competencies for this position: Integrity Customer Service Reasoning TeamWork Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social).

Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment.

You will receive credit for all qualifying experience, including volunteer experience. 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.

Physical Requirements: The work is primarily sedentary at a desk and workstation area.

However, there may be some walking, standing, bending, and carrying of light items like papers, reports, files, or possibly moving computer equipment.

May stand to great visitors and escort people to meeting areas. No special physical demands are required to perform the work.

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 of the Mental Health Division Management Assistant Include: Provides administrative and management support to the division, including meeting planning/video conference calls, recording and generation of meeting minutes, data gathering, conference setup and support, report generation, memos, spreadsheets, graphs, and presentations.

Maintains calendars for division leadership, handle contacts with visitors/callers, schedule conferences, transcribe dictation, edit and compose letters and reports, and perform electronic file maintenance.

Receives calls for the division, answer routine requests, and refer phone calls or requests for materials in the absence of the Division Manager.

Develops, implements, and maintains effective travel procedures, assisting with travel arrangements, reservations, and itineraries.

Maintains files, records, and correspondence for the division, including receiving and routing significant amounts of incoming correspondence, directives, handbooks, information letters, and other official information.

Determines appropriate action, including routing to Division staff for action, filing for information, or destroying.

Screens publications, directives, and correspondence for errors bringing significant items of attention to leadership as appropriate Prepare correspondence, statistical graphs, logs, and reports, ensuring correct punctuation, capitalization, spelling, grammar, and format according to VA published standards.

Determines correct format of type material to determine if it is acceptable in accordance with VA published standards.

Gathers, inputs, and organizes data from available information systems, such as customer satisfaction surveys and employee satisfaction surveys.

Serves as the Division PIV Sponsor for all trainees, ensuring compliance with responsibilities and required training.

Supports the resident/intern/fellow trainee programs, including scheduling interviews, managing orientation, and handling personnel actions.

Serve as the principal T&L second level approver for division staff Contracting Officer Representative The incumbent functions as a Level I Contracting Officer Representative (COR) for the Mental Health Division and assists in the day-to-day management and monitoring of Division service contracts and multiple year/multi-year service contracts.

Maintains and manages Fund Control Point (FCP) accounts, ensuring accurate tracking of expenditures and budget allocation for the division.

Determines entries required and performs accounting functions in order to maintain FCP accounts for the Division.

Monitors fund usage and reconciles accounts regularly to ensure compliance with budgetary constraints and financial regulations.

Oversees the Employee Assistance Program (EAP) contract, ensuring compliance with contract terms.

Facilitates Housing Inspection contract compliance with relevant personnel at service and organizational level.

Responds to vendor inquiries regarding the status of payments, assessing computer databases to review payment history and work with fiscal staff in resolution of payment issues.

Performs other duties as assigned. Work Schedule: Full Time Monday - Friday 8:00 am - 4:30 pm Virtual: This is not a virtual position.

Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized