This position is located at the Clement J Zablocki. VA Medical Center, Milwaukee, WI. (695) and is organizationally aligned under the Medicine Division. The primary purpose of this position is to perform administrative and management assistance level support to the Division Manager and to the various specialized program. The Incumbent ensures that the different and varied administrative support functions for which responsible are handled in a manner to enhance the efficiency of the Division.

Duties

The Management Assistant ensures that the different and varied administrative support functions for which responsible are handled in a manner to enhance the efficiency of the Division as a whole. DUTIES: Prepares and updates required documentation for service contracts, statements of work, etc. and creates contracting planning module. Determines required entries and performs accounting and coding to maintain Fund Control Point accounts. Maintains accurate records, reconciles assigned control points, assures invoices are correct for payment, and processes and tracks purchases. Responds to vendor inquiries regarding the status of payments, assessing computer data bases to review payment history and work with fiscal staff in resolution of payment issues. Reviews and verifies the validity of requisitions for supplies, services, printing, and equipment. Provides administrative and management assistance including: meeting planning/conference calls, recording and generation of meeting minutes, data gathering, conference setup and support, report generation, memos, spreadsheets, graphs and presentations. Receives significant amounts of incoming correspondence, directives, handbooks, information letters and other official information, and determines appropriate action. Assists with travel arrangements including visits for staff meetings, appearances before veterans' groups, national and VISN committee meetings, management seminars and professional education. Uses independent judgment on situations and concerns for which there are no written guidelines. Work Schedule: Monday - Friday 8:00am - 4:30pm Telework: Not Authorized Virtual: This is not a virtual position. Position Description/PD#: Management Assistant/PD235340 Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/30/2023. 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 and/or education as described below: GS-07 Level: Must possess one full year of specialized experience equivalent to at least the next lower level (GS-06) in the Federal Service. Specialized experience is experience that has equipped the applicant with the particular knowledge, skills, and abilities to perform successfully the duties of the position, and that is typically in or related to the work of the position. Specialized experience for this position includes: Assembling, reviewing, and maintaining budget assignments while verifying the accuracy of budgetary data, adjusting dollar amounts of accounts, and preparing reports. Maintaining Fund Control Point accounts. Applying basic fact and data gathering methods, such as standard interviewing or surveying techniques, to collect various types of factual information. Collecting and managing data to input, retrieve, analyze, summarize, resolve nonstandard transactions, complaints, and present information effectively. Working with standardized processes and procedures for evaluating management or program operations to perform duties such as planning the steps to complete assignments, identifying problems from collected data, and selecting solutions from alternatives in guidelines and precedent cases .As a general rule, education is not creditable above GS-5 for most positions covered by this standard; however, graduate education may be credited in those few instances where the graduate education is directly related to the work of the position. You will be rated on the following Competencies for this position:Attention to DetailCustomer Service (Clerical/Technical)Decision MakingFlexibilityIntegrity/HonestyInterpersonal SkillsWriting 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 physical and mental status of the Management Assistant should enable him/her to perform all duties under normal and emergent conditions. The evaluation of an individual's ability to perform efficiently and without hazard to self or others will encompass a composite consideration of physical, mental, and emotional ability as related to realistic requirements for the duties and responsibilities assumed. The work requires carrying, pushing, pulling, and lifting of objects weighing up to 35 pounds. Walking, standing, and bending are necessary physical abilities required for successfully functioning in the role. 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/.

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: http://ope.ed.gov/accreditation/. 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: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.

Contacts

• Address Clement J Zablocki Veterans Administration Medical Center 5000 West National Avenue Milwaukee, WI 53295 US
• Name: Peggy Edelen
• Phone: (414) 384-2000 X42930
• Email: [email protected]