Management Assistant

Summary

This position is located at the Clement J Zablocki VAMC in Milwaukee, WI. The primary purpose of this position is to perform administrative and management assistance level support to the Social Work Executive/Division Manager and to the various specialized Social Work Division program initiatives.

Duties

Major Duties of the Management Assistant include:

• Processes Medical Center requests for contracted legal services for guardianship petitions of Veterans needing placement out of the Medical Center ensuring payment for petition services.
• Maintains the tracking system for policies, SOPs, and SOWs under the responsibility of the Social Work Executive.
• Completes administrative and clerical responsibilities on behalf of the Social Work Executive.
• Compiles and facilitates documentation required for annual Social Worker Health Record Review.
• Works with MSW graduate education coordinator who works directly with graduate school personnel to maintain the MSW health professions trainee (HPT) program in accordance with the Office of Academic Affiliations.
• Responsible for scheduling patient appointments in accordance with the national scheduling directive (VHA Directive 1230) Provides administrative and management assistance/support to the Division including meeting planning/video conference calls/conference calls, recording and generation of meeting minutes, data gathering, conference, site visit setup and support, securing space when need, report generation, memos, spreadsheets, graphs, and presentations.
• Facilitates submission of work orders and facilitates facility management solutions for the Social Work Division.
• Maintains calendars for the Division Manager and/or of any of the Division’s specialized Program areas Maintains Social Work SharePoint site with current information and resources for Social Work across the Milwaukee VAMC.
• Receives calls for the Division, answers routine requests, and triage phone calls.
• Screens publications, directives, correspondence, etc., and brings items of significance from those publications to the attention of program leadership as appropriate.
• Prepares correspondence, statistical graphs, logs, and reports in final form.
• Gathers, inputs, and organizes data from available information systems.
• Develops, implements, and maintains effective office systems (including files and report automation) and communication on special procedures for the Division and staff as needed.
• Serves as the Division ADPAC, PIV Sponsor, responsible for ePass requests Trained and oriented to the SAMS Program Specialist role for which the MA will serve as the back-up.
• Provides cross-coverage as needed for the Caregiver Support Program Support Assistant.
• Serves as the primary Timekeeper for the Social Work Division Tracks, and works with appropriate purchase card holder to purchase: gas cards, gift cards, and bus passes.
• Responsible for maintaining resources such as: GoodWill vouchers, disability & aging resources received by the Division.
• Provides management assistance with preparing information for Joint Commission, Office of Inspector General, and any external survey reviews that involve Social Work.
• Uses word processing, spreadsheet, and database management software to produce a variety of documents requiring advanced knowledge of functional capabilities.
• Develops methods for automating administrative reports Coordinates in-services/education programs internally for social workers throughout the local Medical Center, as well as supporting any national social work initiatives implemented locally Serves as Alternate Automated Data Processing Coordinator and Superuser for the office of the Social Work Executive.
• The incumbent functions as a Level I Contracting Officer Representative (COR) for the Division Acts as the primary liaison between the Division and the Supply Chain Management Division Maintains databases to accurately reflect status of organizational charts and employee staffing, as well as any applicable recruiting needs or proposals.
• Responsible for trifold maintenance and coordination.
• Ensures timely preparation and filing of records/reports for employees.
• Compiles employee performance rating documents, validates inclusion of necessary signatures, attachment of performance standards and prepares cover sheets or accompanying memorandums.
• Tracks, and works with appropriate purchase card holder to submit payment for services rendered by utilizing purchase cards for fund control points Compiles data and reviews previous budgetary requirements, as input for the annual budget preparation submitted to the Social Work Executive.
• Reviews and verifies the validity of requisitions for supplies, services, printing, and equipment.
• Performs other related duties as assigned.
• Work Schedule: Monday – Friday 8:00 am – 4:30 pm Telework: Not Authorized Virtual: This is not a virtual position.
• Position Description/PD#: Management Assistant/PD235320 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized PCS Appraised Value Offer (AVO):

Requirements

• 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 (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents).
• 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.

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: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.

How You Will Be Evaluated

Your qualifications will be evaluated based on your application materials (e.g., resume, supporting documents), your responses on the application questionnaire, and your responses to all assessments required for this position.

You will be assessed on the following Competencies for this position: Accountability Customer Service Flexibility Integrity/Honesty Interpersonal Skills Manages and Organizes Information Manages Resources Planning and Evaluating Reading Comprehension Reasoning Self-Management Teamwork Your experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hours worked per week.

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.

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Overstating your qualifications and/or experience in your application materials or application questionnaire may result in your removal from consideration. Cheating on the online assessment may also result in your removal from consideration.

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. During the application process you may have an option to opt-in to make your resume available to hiring managers in the agency who have similar positions.

Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions.

Special Employment Consideration: VA encourages persons with disabilities to apply, including those eligible for hiring under 5 CFR 213.3102(u), Schedule A, Appointment of persons with disabilities [i.e., intellectual disabilities, severe physical disabilities, or psychiatric disabilities], and/or Disabled veterans with a compensable service-connected disability of 30% or more.

Contact the Agency Contact for information on how to apply under this appointment authority via the Selective Placement Coordinator.

Required Documents

To apply for this position, you must provide a complete Application Package which includes:

• Resume SF-50/ Notification of Personnel Action The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position.
• Please make sure you have included other documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50’s (current/former Federal employees), documentation to support Veterans Preference claims, or ICTAP/CTAP documentation (for displaced Federal employees).
• You will not be contacted for additional information.
• Cover Letter DD-214/ Statement of Service Disability Letter (Schedule A) Disability Letter (VA) License Other (1) PCS Orders Performance Appraisal Professional Certification
• Resume Separation Notice (RIF) SF-15 SF-50/ Notification of Personnel Action Transcript SF-50, Notification of Personnel Action (if applicable for Time in Grade and/or Eligibility): Most recent SF-50 if you are a current or former Federal employee An SF-50 showing 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 Award 50’s do not provide sufficient information and will not be accepted for the purpose of verifying time-in-grade.
• Examples of appropriate SF-50’s include: Within grade increases at the highest grade held; or Promotions with an effective date more than one year old; or SF-50’s at the highest grade held with an effective date more than one year old.
• Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.
• It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.
• NOTE: Participation in the seasonal influenza program is a condition of employment and a requirement for all Department of Veterans Affairs Health Care Personnel (HCP).
• It is a requirement that all HCP to receive annual seasonal influenza vaccination or obtain an exemption for medical or religious reasons.
• Wearing a face mask is required when an exemption to the influenza vaccination has been granted.
• HCP in violation of this directive may face disciplinary action up to and including removal from federal service.
• HCP are individuals who, during the influenza season, work in VHA locations or who come into contact with VA patients or other HCP as part of their duties.
• VHA locations include, but are not limited to, VA hospitals and associated clinics, community living centers (CLCs), community-based outpatient clinics (CBOCs), domiciliary units, Vet centers and VA-leased medical facilities.
• HCP include all VA licensed and unlicensed, clinical and administrative, remote and onsite, paid and without compensation, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, researchers, volunteers and health professions trainees (HPTs) who are expected to perform any or all of their work at these facilities.
• HPTs may be paid or unpaid and include residents, interns, fellows and students.
• HCP also includes VHA personnel providing home-based care to Veterans and drivers and other personnel whose duties put them in contact with patients outside VA medical facilities.
• Placement Policy: The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion.
• The position may be filled by reassignment, change to lower grade, transfer, appointment, or reinstatement.
• Management may use any one or any combination of these methods to fill the position.