Program Support Assistant

Veterans Health Administration

19d • Onsite

About The Position

This position is within the Readjustment Counseling Service and provides administrative and clerical support to a multidisciplinary team delivering counseling services to veterans with readjustment problems. As the only administrative employee located at the Vet Center, the incumbent handles a range of administrative, fiscal, supply, program, and front-office support functions.

The role uses Microsoft Office programs and VA systems and databases to maintain records, correspondence, time and leave data, purchasing documentation, and other Vet Center information. The incumbent also supports office operations, maintains equipment and locally used materials, and welcomes and assists visitors, including alerting Vet Center staff when a veteran needs help or appears to be in crisis.

The regular schedule is Monday through Friday, 8:00 a.m. to 4:30 p.m.; some nights and weekends may be required. Telework may be authorized, with eligibility discussed during the interview. This is not a virtual position.

Requirements

• U.S. citizenship.
• For GS-07 qualification, one year of specialized experience equivalent to at least GS-06, such as administrative and technical support for program management, database maintenance and use of software, appointment scheduling, and typing correspondence.
• Current federal employees and certain former federal employees applying to a GS-07 position must meet the 52-week time-in-grade requirement at GS-06 and provide supporting SF-50 documentation, as applicable.
• Proficiency with Microsoft Office programs, including Word, PowerPoint, Excel, and Outlook.
• Qualified typing and data-entry ability.
• Successful completion of required application steps and the online assessment.
• Compliance with applicable background/security investigation and onboarding requirements.
• Participation in the seasonal influenza vaccination program is required for VA Health Care Personnel.
• A one-year probationary period or two-year trial period is required, as applicable.

Responsibilities

• Use Microsoft Word, PowerPoint, Excel, Outlook, and VA systems to prepare correspondence, presentations, spreadsheets, tracking tools, and communications.
• Update assigned Vet Center information in RCSNet and maintain databases so reports are complete, current, accurate, and timely; recommend improvements to database use.
• Review and respond promptly to telephone, email, and mail inquiries, coordinating with Vet Center staff as needed.
• Proofread and format correspondence for grammar, spelling, accuracy, and compliance with RCS style guidelines.
• Create, update, and maintain electronic documents and administrative folders, including electronic staff folders and personnel-related records.
• Serve as the Vet Center’s primary timekeeper and maintain biweekly time and leave records.
• Serve as the Vet Center purchase card holder and maintain logs, forms, and documentation for official vehicle use and purchase card transactions.
• Ensure office equipment is working; submit work orders and maintenance requests and follow up on repairs or replacement.
• Independently prioritize work based on standing orders and develop and maintain tracking systems for assigned programs and projects.
• Make copies, scan, and fax information for Vet Center staff.
• Create and maintain Vet Center brochures, pamphlets, handouts, business cards, and other locally used documents in accordance with RCS communication and branding guidelines.
• Maintain a welcoming, neat, and orderly lobby, including arranging furniture and reading materials and cleaning and stocking the refreshment area.
• Greet visitors, determine the purpose of their visit, identify veterans arriving for appointments, confirm appointments, and notify the appropriate counselor.
• Use judgment and Vet Center training to recognize when professional guidance is needed and contact appropriate personnel when a client appears to be in distress.

Benefits

• Federal employee benefits package; specific benefits depend on position type and eligibility.
• VA may consider credit for job-related non-federal experience or active-duty uniformed military service when determining annual leave accrual, if requested and approved before appointment.

What This Job Offers

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