Management Assistant

Summary This position is located at the Clement J. Zablocki, VA Medical Center, Milwaukee, WI. (695) -a Level IA Complexity VAMC Facility 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. Responsibilities Duties 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 Work Schedule: Monday - Friday: 7:30am-4:00pm Virtual: This is not a virtual position. Position Description/PD#: Management Assistant/PD252780 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job To be considered for this position, you must complete all required steps in the process. In addition to the application and questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the job. Selective Service Registration is required for males born after 12/31/1959 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. Subject to background/security investigation Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements ( Effective May 7, 2025, driver's licenses or state-issued identification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment. Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period or 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider: your performance and conduct; the needs and interests of the agency; whether your continued employment would advance organizational goals of the agency or the Government; and whether your continued employment would advance the efficiency of the Federal service. Upon completion of your probationary period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest. Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 09/08/2026. 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-7 position you must have served 52 weeks at the GS-6. 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-6 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. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at Education There is no educational substitution at this grade level. 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: 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: Additional Information Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act. Reasonable Accommodation (RA) Requests: If you believe you have a disability (i.e., physical or mental), covered by the Rehabilitation Act of 1973 as amended that would interfere with completing the USA Hire Competency Based Assessments, you will be granted the opportunity to request a RA in your online application. Requests for RA for the USA Hire Competency Based Assessments and appropriate supporting documentation for RA must be received prior to starting the USA Hire Competency Based Assessments. Decisions on requests for RA are made on a case-by-case basis. If you meet the minimum qualifications of the position, after notification of the adjudication of your request, you will receive an email invitation to complete the USA Hire Competency Based Assessments, based on your adjudication decision. You must complete all assessments within 48 hours of receiving the URL to access the USA Hire Competency Based Assessments if you received the link after the close of the announcement. To determine if you need a RA, please review the Procedures for Requesting a Reasonable Accommodation for Online Assessments. This job opportunity announcement may be used to fill additional vacancies. The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced 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