About this role
Job SummaryThis position is located within the Office of the Director of the of the Montana VA Health Care System (MTVAHCS). The incumbent will report directly to the Health System Specialist to the Director and provide administrative support to the Medical Center Director (MCD), Executive Leadership Team (ELT) (Associate Director, Associate Director of Patient Care Services, Assistant Director, Chief of Staff) and front office staff.
QualificationsTo qualify for this position, applicants must meet all requirements by the closing date of this announcement, 08/21/2026. 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-09 position you must have served 52 weeks at the GS-07. 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 and/or education as described below: Specialized Experience GS-09: You must have one year of specialized experience equivalent to at least the next lower grade GS-07 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Knowledge of and skill in applying analytical and evaluative methods and techniques to analyze and assess programs and projects; Knowledge of pertinent laws, regulations, policies and precedents of business practices, program goals, mission objectives, work processes, and administrative operations within a healthcare facility; Comprehensive knowledge of administrative areas in order to ensure compliance with established policies, practices, procedures and controls; Ability to identify problem and potential problem areas based on daily observance or studies and develop written and oral recommendations for improvement; Conducting administrative training sessions for staff to ensure compliance with policies and facility procedures. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed a master's or equivalent graduate degree or 2 full years of progressively higher level graduate education leading to such a degree or LL.B. of J.D., if related that demonstrates the knowledge, skills, and abilities necessary to do the work of this position. NOTE: Transcripts must be submitted with application. Education cannot be credited without documentation. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond a master's or equivalent graduate degree or 2 full years of progressively higher level graduate education leading to such a degree or LL.B. of J.D to qualify at the GS-9 level. NOTE: Transcripts must be submitted with application. Education cannot be credited without documentation. 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/. Physical Demands & Working Conditions: The work is sedentary. It occasionally requires carrying of light objects such as files, books, and papers; some walking, standing and bending. No special physical qualifications are required. The work environment involves everyday risks or discomforts, which require normal safety precautions typical of places such as offices, meeting and training rooms.
Major DutiesManage Executive Suite office operations, including oversight of clerical functions, supply needs, and workflow to ensure consistency with VHA policy. Screen/direct calls, visitors and correspondence for the Executive Office, answering routine matters independently Coordinate travel for executives (including requests, arrangements, and vouchers) Ensure accurate timekeeping/payroll functions for staff Maintain security of sensitive information and ensure compliance with privacy law Maintain employee records for executive staff Manage special projects, executive-level meetings and events (agenda, logistics, minutes, follow-up). Utilize a range of office equipment Liaise with internal and external partners on sensitive or high-profile issues Execute and prepare responses to routine correspondence and reports Maintain tracking of reports and action items Maintain executive calendars and conference room scheduling Work Schedule: Monday-Friday (8:00am - 4:30pm) Virtual: This is not a virtual position. Position Description/PD#: Staff Assistant/PD144770 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Authorized Permanent Change of Station (PCS): Not AuthorizedRequirementsYou 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. All applicants tentatively selected for VA employment in a testing designated position are subject to urinalysis to screen for illegal drug use prior to appointment. Applicants who refuse to be tested will be denied employment with VA. Selective Service Registration is required for males born after 12/31/1959 Physical Requirements: The work required includes physical requirements essential for successful job performance that could not otherwise be performed with accommodation or workplace adjustment. A pre-placement physical examination is required. A current, valid state-issued Driver's License is required for this position. 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.