Management Assistant

Management Assistant 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. 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 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 required does not inherently include any physical requirements essential for successful job performance that could not otherwise be performed with accommodation or workplace adjustment. A pre-placement physical examination is not required. 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. 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.

Created: 2026-03-08