Program Support Asst (OA)

Job Title

Program Support Assistant (OA)

Major Duties

The major duties include, but are not limited to:

• Processing incoming and outgoing materials such as correspondence, reports, memoranda, and other forms of written communication for each program assigned within Social Work Service.
• Composes and edits letters, pulls reports for accuracy and completeness, prepares presentation outlines/slides, develops standard or formal letters and replies to inquiries.
• Prepare a variety of recurring reports, reviewing outgoing correspondence for proper attachments or consolidating/coordinating submittals of information.
• Assist and notify supervisors of important office issues and brings significant items in reports, files, and correspondence to the supervisor's attention.
• Provides office supply and equipment support services, such as obtaining standard office supplies and services, procuring or justifying the full range of office services, or answering questions concerning policies and procedures related to support/office services.
• The incumbent follows up on all action items with appropriate program coordinators independently.
• Acts as liaison to program coordinators and staff within the VAMC and provides accurate advice on procedures, reports, requirements and other matters necessary to implement program policies, directives and instructions.
• The incumbent schedules non-patient appointments, coordinates meetings and/or conferences.
• Attends staff meetings, prepares meeting minutes and follows up on action items with appropriate staff. The incumbent also arranges for meeting space and support arrangements for large conferences. Incumbent sorts and distributes all mail for each specific program within SWS.
• Provides general calendar maintenance such as maintaining calendars and recording appointments, arranges for meetings and small conference administrative details and follows up on action items with appropriate staff members independently.
• Maintains mailboxes for the service by creating and labeling the mailboxes.
• As time and attendance keeper for each program within Social Work Service the incumbent posts daily time and leave information to employees' computerized timecards, ensuring accuracy and alerting employee and/or supervisor, as applicable, regarding discrepancies to be resolved prior to certification of timecards.
• Provides back-up for clinic cancellations. Gathers all planned leave from all T &L's to record in the daily SWS bulletin.
• Arranges and schedules for training courses, assuring all classroom requirements and/or equipment are available.
• Changes password, logs CEU credits for SWS, and ensures employees are under correct supervisor in TMS. Incumbent assists new program employees with Vendor Enrollment Form in order to do any traveling.
• Assists current employees in filling out travel form before signature of Chief of SWS to include making sure it is on the proper travel form for the correct year. Assists employees with motor trip ticket if employee is not flying.
• Maintains copies of approved requests, etc. for timecard files and documents timecard posting of "travel status" or "authorized absence" as applicable.
• Performs office automation duties using such software application as electronic mail, desktop publishing, calendar, spreadsheet, database, and/or graphics.
• Provides computer operator, clerk, and/or technician support directly to data processing centers, individuals or for computer functions within an organizational unit.

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

This is not a virtual position.