Management Assistant

Veterans Health Administration • Dallas, TX

4d • Onsite

About The Position

The Management Assistant is located in the Administrative section of the Mental Health Service at the VA North Texas Health Care System in Dallas, Texas. The position provides administrative, procurement, financial, equipment, inventory, and travel support for Mental Health programs and leadership. The work schedule is 8:00 a.m. to 4:30 p.m.; telework is not available, and the position is not virtual.

The incumbent manages and tracks VERA reimbursement activities, supports procurement and contracting actions, coordinates equipment and inventory programs, and administers Government Purchase Card activities. The role also monitors budget fund control points, manages obligations and payments, prepares financial reports and analysis, and serves as a Concur Travel Administrator. The position coordinates with Fiscal, Contracting, Logistics, clinicians, vendors, and other healthcare organizations to resolve administrative and operational issues.

The position requires one year of specialized experience equivalent to at least GS-05, including experience with sensitive records and systems, reviewing administrative documentation for accuracy and compliance, coordinating procurement, managing competing assignments, and tracking administrative and equipment-related actions. There is no educational substitution at this grade level. Applicants who are current or former Federal employees subject to time-in-grade rules must have 52 weeks at GS-05 for a GS-06 position.

Requirements

• U.S. citizenship is required.
• For current Federal employees who held a GS grade during the past 52 weeks, meet the GS-06 time-in-grade requirement of 52 weeks at GS-05; submit supporting SF-50 documentation as applicable.
• One year of specialized experience equivalent to at least GS-05, including maintaining security and confidentiality of sensitive records, systems, equipment, and computer access; reviewing forms and records for accuracy, completeness, and compliance; independently coordinating or managing procurement; prioritizing multiple administrative projects and assignments; processing administrative documents; and tracking equipment-related actions.
• There is no educational substitution at this grade level.
• Complete the required application, questionnaire, and online assessment.
• Register with Selective Service if applicable to males born after December 31, 1959.
• Complete a background/security investigation and online onboarding, and provide acceptable identification for pre-employment requirements.
• Participate in the seasonal influenza vaccination program as required for VA Health Care Personnel.
• Serve a one-year probationary period or two-year trial period, as applicable.

Responsibilities

• Manage and track VERA reimbursement activities and maintain a tracking system for VERA-eligible Mental Health patients.
• Monitor patient eligibility and required provider visits, notify providers of VERA requirements, and verify documentation for reimbursement.
• Procure supplies, equipment, and services; research products and vendors; prepare and process purchase requests, direct purchases, rentals, and leases; coordinate delivery; and maintain procurement documentation.
• Assist with Statements of Work and contract documentation, coordinate with Contracting Officers on procurement actions and service contracts, and maintain contract and purchase records.
• Coordinate annual Equipment Calls, enter equipment requests into ECMS, monitor maintenance, repairs, warranties, and service agreements, schedule repairs, and verify completed work.
• 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.
• Serve as an authorized Government Purchase Card holder and ensure compliance with VA documentation, reconciliation, and recordkeeping policies.
• Monitor Mental Health fund control points using IFCAP and related financial systems; track expenditures, balances, and spending trends; reconcile records and resolve discrepancies; and maintain budget control records and financial reports.
• Initiate and monitor VA Form 1358 obligations; process payments for Incentive Therapy, lease properties, and halfway house accounts; review invoices, adjust obligations, and close transactions.
• Prepare monthly, quarterly, and annual financial activity reports; compile budget and operational data for leadership; and analyze trends to provide accurate financial information to management.
• Serve as a Concur Travel Administrator by assisting employees with travel arrangements and authorizations, verifying approvals, funding sources, and compliance with VHA travel guidelines, and advising on travel processes.
• Coordinate with Fiscal, Contracting, Logistics, clinicians, vendors, and other healthcare organizations to resolve purchasing, equipment, inventory, and budget issues.
• Provide customer service and administrative support to Mental Health leadership.

Benefits

• The posting states that federal employees receive a comprehensive benefits package, with benefits for the employee and family; specific benefits depend on position type and should be confirmed with the hiring agency.
• VA may offer newly appointed Federal employees credit for job-related non-Federal experience or active-duty uniformed military service to determine annual leave accrual, subject to prior request and approval.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed