Program Support Assistant

Veterans Health Administration • Memphis, TN

21h • Hybrid

About The Position

This position is located within Readjustment Counseling Service, and its primary purpose is to provide administrative and clerical support to a multi-disciplinary team providing counseling services to veterans with readjustment problems. By virtue of the mission of the Vet Center, the incumbent is the only administrative person located on site thus becoming responsible for many of the administrative, fiscal, and supply support functions for the Vet Center team.

Requirements

• Proficiency in Microsoft Office Suite Programs (Word, Power Point, Excel, Outlook).
• Experience with databases such as RCSNet, Integrated Funds Control, Accounting, and Procurement (IFCAP), Invoice Payment and Processing System (IPPS), and FORCE.
• Qualified typist/data entry.
• Experience reviewing and responding to correspondence.
• Experience creating, updating, and maintaining electronic documents and staff folders.
• Experience serving as a Timekeeper.
• Experience as a Purchase Card Holder.
• Experience developing and maintaining tracking systems.
• Experience creating and maintaining office documents such as brochures and pamphlets.
• U.S. Citizenship.
• Completion of all required steps in the application process, including an online assessment.
• Selective Service Registration for males born after 12/31/1959.
• Acceptable forms of identification for pre-employment requirements.
• Participation in the seasonal influenza vaccination program.
• Completion of a 1-year probationary period.
• One year of specialized experience equivalent to at least the next lower grade (GS-06) in the normal line of progression for the occupation.
• Experience in clerical, communication, computer skills, and managing/organizing information.

Nice To Haves

• Suggestions for possible modifications to improve effectiveness and efficiency of database use for the field.
• Ability to fix minor repairs in the lobby area if possible.
• Independent judgment and Vet Center training to determine situations requiring additional professional guidance.

Responsibilities

• Providing administrative and technical support for the management of various programs.
• Maintaining databases and utilizing various software programs.
• Scheduling appointments and typing a variety of correspondence.
• Updating assigned Vet Center data on a regular basis.
• Reviewing and responding to all correspondence or inquiries the Vet Center receives via telephone, e-mail, and regular mail in a timely manner.
• Creating, updating, and maintaining all electronic documents for Vet Center staff, and Vet Center administrative folders in shared and personal folders.
• Creating, updating, and maintaining an electronic staff folder for each employee which may include position description or functional statement, in processing forms, training certificates, licensure, and the performance appraisal, etc.
• Serving as Primary Timekeeper for the Vet Center responsible for the bi-weekly time and leave records.
• Serving as the Purchase Card Holder for the Vet Center, responsible for preparing and maintaining all logs, forms, and documentation for the Vet Center use of official vehicles, and purchase card transactions.
• Ensuring all office equipment is in working order and, if not, working with appropriate staff to have equipment replaced or fixed in a timely manner to include placing work-orders, maintenance requests and ensuring repairs are completed.
• Developing and maintaining tracking systems on all assigned programs or projects.
• Providing support to Vet Center staff by making copies, scanning information, and faxing information as requested.
• Creating and maintaining the Vet Center brochures, pamphlets, hand-outs, staff business cards and other Vet Center documents which are used locally by staff under the guidance of the Vet Center Director or other staff.
• Providing a welcoming environment and keeping the front lobby neat and orderly.
• Greeting all visitors to the Vet Center, determining the nature of their visit, identifying Veterans arriving for appointment, confirming appointment, and contacting counselor to inform that client has arrived.
• Contacting appropriate Vet Center personnel to handle a Veteran crisis if the client appears to be in distress.

Benefits

• Comprehensive benefits package for federal employees.
• Access to a range of benefits designed to make a federal career rewarding.
• Potential for earning annual (vacation) leave based on years of federal service.
• Possibility of receiving credit for job-related non-federal experience or active duty uniformed military service for earning annual leave.

What This Job Offers

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