Management Assistant

Veterans Health Administration; Dallas (TX); On-site; USD 49,000 - 64,000; Full time

Job summary

The U.S. Department of Veterans Affairs, Veterans Health Administration, Dallas-based VA North Texas Health Care System (VANTHCS) seeks a Management Assistant (PD076540) to support financial, procurement and contracting functions within Mental Health services.

Work hours are 8:00 a.m. to 4:30 p.m. Telework is not available. The role covers reimbursement tracking, purchase requests, COR support, inventory management, and budget reporting to leadership.

Qualifications

• No educational substitution at this grade level.
• Experience with procurement, budgeting and financial reporting.
• Ability to coordinate with contracting and internal stakeholders.

Responsibilities

• Manage and track reimbursement activities for VERA/ Mental Health patients.
• Procure supplies, equipment, and services for Mental Health programs.
• Serve as COR support and coordinate with Contracting Officers.
• Maintain equipment and inventory programs and annual inventories.
• Administer Government Purchase Card activities and budget controls.
• Prepare financial and operational reports for leadership review.
• Assist with travel arrangements and approvals using Concur.

Skills

Procurement

Budget management

Financial tracking

Vendor coordination

COR support

Tools

ECMS

IFCAP

VA Form 1358

Concur Travel

Job description

• Department: Department of Veterans Affairs

The Organizational location of the Position is: Administrative section, Mental Health Service, VA North Texas Health Care system (VANTHCS), Dallas, TX.

Key Responsibilities

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

Requirements & Education

There is no educational substitution at this grade level.

Which agency is hiring for this position?

This position is with Veterans Health Administration, Department of Veterans Affairs.

What is the salary for this position?

The posted pay range is $49365 – $64175/yr.

What security clearance is required?

This position requires a Other security clearance.

What is the application deadline?

Applications close on 2026-11-04.

Who is eligible to apply?

This position is open under the 'Fed Transition' hiring path.