Management Assistant

Summary This position is located at the Clement J Zablocki. VA Medical Center, with Police Service. The primary purpose of this position is to perform administrative, management assistance and physical security expertise support to the Police Chief, Physical Security Specialist, other subordinate staff, and to serve as the primary administrative liaison to the Physical Security Program, Workplace Violence Program, Disruptive Behavior Program and various Divisions that span across the Medical Center. Responsibilities Major Duties: Administrative and Management Assistance/Support Responsible to assist the oversight, development, and administration of physical security activities/initiatives for all facilities under the control of the Clement J. Zablocki VA Medical Center, including the Community Based Outpatient Clinics. Coordinate all committee meetings, minutes, data collections, memorandums, warning letters, and charts relating to all Workplace Violence Prevention Program (WVP Medical Center Memorandum 006S-164). Completes inspections, compiles, maintains and prepares administrative and management reports for dissemination. Prepares organizational charts, special reports for quality assurance, memoranda, forms, reports, letters, and data from drafts of composition pertaining to the Physical Security Program, Disruptive Behavior Program and Police Service. Collects data for submission of monthly, quarterly, semi-annual and annual reports. Responds to requests for information concerning Police Service functions, physical security functions, workplace violence functions and personally prepares responses from source material. Assists staff with issues of panic alarms, intrusion systems, monthly alarm testing and submits requests for emergency work orders and repair assistance to Security Contract Company and or Facility Management team. Assists staff with Closed Circuit Video Systems with issues, problems and police evidence collection of all camera monitoring. Physical Security Assistant Responsible assisting with Grant Per Diem Inspections, Transition in Place Inspections, Environment of Care Rounds, Construction Safety Committee, Construction meeting, Facility Management meetings, Security Contract Work Order Audits, Physical Security Surveys, Vulnerability Assessments, Statement of Work relating to Security upgrades, conduct comprehensive review, analysis of physical security plans, inspection and survey reports, and alarm testing. Assist with Physical Security Risk Assessments, troubleshoot various security device, evaluate and resolve the system malfunction. Workplace Violence Executive Assistant Performs audits of the tracking the Disruptive Behavior Reporting System (DBRS) to ensure veterans/employees are reviewed in a timely manner by the Risk Assessment Group, along with cross referencing the tracking against the Disruptive Behavior Reporting Sheets. Reviews incoming correspondence, publications, regulations, and directives, which may affect the service. Filing/Records Maintenance Sets up and maintains a variety of alphabetical, numerical and chronological files and records for the office, Exercises judgment as to arrangement, type of material to be maintained, and cross references, if required. Arranges for conferences and meetings, including location, agenda, handouts, attendance list, and prepares the minutes for distribution. Dispatching Serves as a Security Assistant Dispatcher. Provides assistance when need in the Police Operations Dispatch Center Performs other related duties as assigned. Work Schedule: Monday through Friday 7:30am-4:00pm Virtual: This is not a virtual position. Position Description/PD#: Management Assistant/PD191860 Financial Disclosure Report: Not required Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job Selective Service Registration is required for males born after 12/31/1959 You may be required to serve a probationary period Subject to background/security investigation Selected applicants will be required to complete an online onboarding process Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Veterans Health Administration Health Care Personnel (HCP) - See "Additional Information" below for details. Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 07/25/2022. 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-6 position you must have served 52 weeks at the GS-5. 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. You may qualify based on your experience as described below: Specialized Experience: Must have one full year of specialized experience equivalent to at least the next lower grade level (GS-5) in Federal service that equipped you with the particular knowledge, skills and abilities to perform successfully the duties of the position, and that is typically in or related to the position to be filled. Specialized experience includes: knowledge of a wide variety of interrelated steps, conditions, and procedures or processes required to assemble, review, and maintain budget assignments; knowledge of 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; knowledge of the data collection and management of data in order to input, retrieve, resolve nonstandard transactions, complaints, and present information effectively; communicating both orally and in writing with a variety of end users in order to make effective oral presentations and prepare clear, concise written reports that describe the data collection techniques and other processes and procedures used; applying basic fact and data gathering methods, such as standard interviewing or surveying techniques, to collect various types of factual information; and verifying the accuracy of budgetary data, adjusting dollar amounts of accounts by line item and object class, and preparing reports on the status of funds. You will be rated on the following Competencies for this position: CommunicationsComputer SkillsManages and Organizes InformationPersonnel Security and SafetySecurityTechnology Application 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 work is primarily sedentary, although some slight physical effort may be required. Manual dexterity is required in operation of personal computer and other office equipment. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at {apply below} Education There is no educational substitution at this grade level. Additional Information Receiving Service Credit or Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed. The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal/VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at {apply below} This job opportunity announcement may be used to fill additional vacancies. Pursuant to VHA Directive 1193.01, VHA health care personnel (HCP) are required to be fully vaccinated against COVID-19 subject to such accommodations as required by law (i.e., medical, religious or pregnancy). VHA HCPs do not include remote workers who only infrequently enter VHA locations. If selected, you will be required to be fully vaccinated against COVID-19 and submit documentation of proof of vaccination before your start date. The agency will provide additional information regarding what information or documentation will be needed and how you can request a legally required accommodation from this requirement using the reasonable accommodation process. If you are unable to apply online or need to fax a document you do not have in electronic form, view the following link for information regarding an Alternate Application.