Program Support Assistant

Veterans Health Administration • San Jose, CA

6d • Onsite

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

• Proficient in the use of various Microsoft Office Suite Programs to include but is not limited to: Word, Power Point, Excel and Outlook.
• Qualified typist/data entry.
• U.S. Citizen to apply for this job.
• Complete all required steps in the process.
• Complete an online assessment.
• Acceptable form(s) of identification will be required to complete pre-employment requirements.
• Complete an online onboarding process.
• Serve a 1-year probationary period.
• One year of specialized experience equivalent to at least the next lower grade GS-6 in the normal line of progression for the occupation in the organization.
• Must meet two out of the three examples of specialized experience: 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.

Nice To Haves

• Making suggestions for possible modifications to improve effectiveness and efficiency of database use for the field.
• Fixing items in the lobby if possible or removing them from the lobby area if a safety hazard is present.
• Using independent judgment and Vet Center training to determine situations which require additional professional guidance by Vet Center staff.

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.
• Using programs or systems such as share drives, share points, Integrated Funds Control, Accounting, and Procurement (IFCAP), Invoice Payment and Processing System (IPPS), and FORCE to carry out the work of the position.
• Reviewing and responding to all correspondence or inquiries the Vet Center receives via telephone, e-mail, and regular mail in a timely manner.
• Ensuring all correspondence has proper grammar, spelling, is error-free and formatting of the document is in accordance with approved RCS style guidelines.
• 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.
• Ensuring all office equipment is in working order and, if not, works with appropriate staff to have equipment replaced or fixed in a timely manner to include placing work-orders, maintenance request 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.
• Personally 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 the appropriate Vet Center personnel to handle the Veteran crisis if the client appears to be in distress.

Benefits

• A career with the U.S. government provides employees with a comprehensive benefits package.
• As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding.

What This Job Offers

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