Program Support Assistant (OA)

Summary

The Primary Purpose of the Position is: To perform various administrative and clerical duties in support of the Mental Health Service organizational units (MH Administration, Psychiatry/Medical Director, Psychology/Behavioral Health, Chief of Nursing and Comprehensive Homeless Center Programs) to which the incumbent is assigned.

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Duties

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Duties are but not limited to:

The Program Support Assistant provides comprehensive administrative, clerical, and office automation support to multiple units within the Mental Health Service. Core responsibilities include:

1. Document and Report Preparation: Creates, edits, and finalizes a wide range of recurring and non-recurring documents-including correspondence, reports, manuscripts, brochures, evaluations, and proposals. Proofreads for accuracy and ensures proper formatting.

2. Mail, Correspondence, and Workflow Management: Screens and routes incoming mail, monitors suspense dates, coordinates workflow with other services, and ensures outgoing correspondence meets policy and procedural standards.

3. Reception and Communication Duties: Receives calls and visitors, determines needs, provides non-technical information, refers inquiries appropriately, and performs follow-up. Serves as liaison for consult scheduling and maintains rotational schedules related to referrals and consult responsibilities.

4. Administrative Office Support: Maintains office procedures, files, calendars, and records; provides guidance to staff on administrative matters; manages training registrations; makes travel arrangements; assists with fund control points; processes HR requests; submits supply and equipment requests; and monitors performance measures for compliance.

5. Alternate ADPAC Functions: Provides technical troubleshooting for hardware/software issues, submits IT work orders, formats documents for web posting, and ensures compliance with policies. Assists in maintaining and training on office automation systems and templates.

6. Meeting and Conference Coordination: Schedules, coordinates, and prepares meetings and conferences; resolves conflicts; provides materials; records and transcribes minutes; and follows up on action items. Acts as liaison with local, national, and international affiliates as needed.

7. Office Automation and Data Management: Uses multiple software tools (Word, Excel, Access, PowerPoint, graphic applications) to create complex documents, databases, spreadsheets, and presentations. Manages electronic communication and document transmission, and develops or improves office automation processes.

Work Schedule: Monday- Friday, 8am- 4:30pm

Virtual: This is not a virtual position.

Position Description/PD#: Program Support Assistant (OA)/ PD08350A

Relocation/Recruitment Incentives: Not Authorized

Critical Skills Incentive (CSI): Not Approved

Requirements

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Conditions of employment

• You 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.
• Selective Service Registration is required for males born after 12/31/1959
• Physical Requirements: The work required does not inherently include any physical requirements essential for successful job performance that could not otherwise be performed with accommodation or workplace adjustment. A pre-placement physical examination is not required.
• 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 ( 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 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 period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/16/2026.

You may qualify based on your experience as described below:

• Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-05 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to:
  1. Receive, sort, and distribute incoming mail and packages in accordance with established procedures to ensure timely delivery to appropriate staff.
  2. Prioritize and route various types of correspondence and internal documents to designated personnel, maintaining accuracy and adherence to confidentiality requirements.
  3. Deliver messages, reports, and documents across program areas, ensuring proper routing and confirming receipt when required.
  4. Maintain an organized system for tracking mail flow, including logging incoming items, preparing outgoing mail, and coordinating internal distribution schedules.
  5. Utilize automated office systems to record mail activity, update delivery information, and notify staff of incoming or pending documents to support efficient program operations.

For more information on these qualification standards, please visit the United States Office of Personnel Management's website at

Education

There is no educational substitution at this grade level.

Additional information

Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.

Reasonable Accommodation (RA) Requests: If you believe you have a disability (i.e., physical or mental), covered by the Rehabilitation Act of 1973 as amended that would interfere with completing the USA Hire Competency Based Assessments, you will be granted the opportunity to request a RA in your online application. Requests for RA for the USA Hire Competency Based Assessments and appropriate supporting documentation for RA must be received prior to starting the USA Hire Competency Based Assessments. Decisions on requests for RA are made on a case-by-case basis. If you meet the minimum qualifications of the position, after notification of the adjudication of your request, you will receive an email invitation to complete the USA Hire Competency Based Assessments, based on your adjudication decision. You must complete all assessments within 48 hours of receiving the URL to access the USA Hire Competency Based Assessments if you received the link after the close of the announcement. To determine if you need a RA, please review the Procedures for Requesting a Reasonable Accommodation for Online Assessments.

Receiving Service Credit for Earning Annual (Vacation) Leave : Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed.

This job opportunity announcement may be used to fill additional vacancies.

The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at

Candidates should be committed to improving the efficiency of the Federal government, passionate about the ideals of our American republic, and committed to upholding the rule of law and the United States Constitution.

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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. Opens in a new windowLearn more about federal benefits.

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Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.