Management Assistant

Job Title

Management Assistant

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