Management Assistant

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 11/04/2026. 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-06 position you must have served 52 weeks at the GS-05. 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-05 in the normal line of progression for the occupation in the organization.

Examples of specialized experience would typically include, but are not limited to: Maintains the security and confidentiality of sensitive records, information systems, equipment, and computer access in accordance with established requirements. Reviews and verifies information on forms, records, and supporting documents for accuracy, completeness, and compliance with established administrative requirements.

Independently coordinates or manages the procurement of supplies and equipment, including identifying requirements and monitoring requests through completion. Prioritizes multiple administrative projects and assignments based on urgency, operational needs, established deadlines, and changing workload demands. Processes incoming forms, records, and other administrative documents while tracking and managing equipment-related actions to ensure timely completion.

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/.

Duties are but not limited to: Manage and track VERA reimbursement activities Maintain a tracking system for all VERA-eligible Mental Health patients. Monitor patient eligibility and required provider visits. Notify providers of VERA requirements and verify appropriate documentation for reimbursement. Provide procurement and purchasing support Procure supplies, equipment, and services for Mental Health programs. Research products and vendors to obtain cost-effective solutions.

Prepare and process purchase requests, direct purchases, rentals, and leases. Coordinate delivery and maintain procurement documentation. Serve as Contracting Officer Representative (COR) support Assist with Statements of Work and contract documentation. Coordinate with Contracting Officers on procurement actions and service contracts. Maintain records related to contracts and purchases. Manage equipment and inventory programs Coordinate annual Equipment Calls. Enter equipment requests into ECMS.

Monitor equipment maintenance, repairs, warranties, and service agreements. Schedule repairs and verify completion of work. Oversee Electronic Inventory List (EIL) requirements Serve as the service point of contact for inventory management. Ensure completion of annual inventories and required 5% inventory reviews. Collect and submit inventory reports. Administer Government Purchase Card activities Serve as an authorized purchase card holder.

Ensure compliance with VA policies for documentation, reconciliation, and recordkeeping. Support budget and fund control operations Monitor Mental Health fund control points using IFCAP and related financial systems. Track expenditures, balances, and spending trends. Reconcile financial records and resolve discrepancies. Maintain budget control records and operational financial reports. Manage obligation and payment documents Initiate and monitor VA Form 1358 obligations.

Process payments for Incentive Therapy, lease properties, and halfway house accounts. Review invoices, adjust obligations, and close out transactions. Provide financial reporting and analysis Prepare monthly, quarterly, and annual financial activity reports. Compile operational and budget data for leadership review. Analyze trends and provide accurate financial information to management. Serve as a Concur Travel Administrator Assist employees with travel arrangements and authorizations.

Verify approvals, funding sources, and compliance with VHA travel guidelines. Act as a subject matter expert for travel-related processes. Coordinate with internal and external stakeholders Work with Fiscal, Contracting, Logistics, clinicians, vendors, and other healthcare organizations. Resolve purchasing, equipment, inventory, and budget issues. Provide customer service and administrative support to Mental Health leadership.

Work Schedule: 8am- 4:30pm Telework: Not Available Virtual: This is not a virtual position. Position Description/PD#: Management Assistant/PD076540 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized