Program Support Asst (OA)

Job Title

Program Support Asst (OA)

Major Duties and Responsibilities

Receives requests for information, advises when the information can be furnished, and provides it personally from files and records or follows up with staff to see if it is provided.

Performs work involving the collection, compilation, and/or tracking of data and statistical information in support of the Nutrition and Food Service program operation.

Organizes data into Access databases or spreadsheet formats.

Receives and processes documents and reports for completeness and enters pertinent information into an automated tracking system or creates spreadsheets/databases to track them.

Prepares a wide variety of recurring and nonrecurring correspondence, reports, and other documents.

Establishes, updates, and maintains office files and records.

Keeps/types recurring, special, and one-time administrative and management reports.

Establishes files, maintains, purges, and disposes of administrative and/or medical records/files in accordance with regulations and procedures.

Establishes suspense dates as directed by the supervisor and brings to supervisor's attention those that require prompt attention or those that cannot be met by requested dates.

Performs database file searches. Prepares, executes, and/or tracks program specific information.

Performs office automation duties using such software applications such as word processing, spreadsheet, electronic mail, desktop publishing, calendar, database, and/or graphics.

Assists other users regarding selection of applications, trainings on a variety of standard application packages and selection of appropriate formats and procedures for each task. Uses word processing software to execute several office-automation functions such as storing, and retrieving electronic documents and files; activating printers; inserting and deleting text; formatting letters, reports, and memoranda; and transmitting and receiving emails.

Uses spreadsheet software to develop and change spreadsheets in order to graphically display data. Uses email to compose and retrieve correspondence and electronic calendar to access the information in the Medical Center computer system.

Uses patient electronic health care record to access and retrieve confident patient information to facilitate contact and scheduling of patient appointments and consult management.

Schedules nutrition clinic appointments, prepares appointment confirmation letters, and enters appointment data.

Receives, schedules, refers, and contacts members of the staff, agency, and persons outside the agency ranging from other government agencies to the general public.

Schedules appointment, coordinates meetings, and/or arranges conference. Must follow through on administrative details. Maintains the appointment calendar, schedules appointments, reminds supervisor/staff members of the subject matter prior to meetings, and makes administrative arrangements as required.

Assists the Chief, Nutrition and Food Service and other managers in handling all Union and Human Resources correspondence and personnel management documentation. Generates appropriate documents to address suspense file issues.

Serves as official timekeeper for the site and maintains service records cards for all employees. Assures that the information is kept up to date. Notifies supervisors when leave limits are exceeded. Post employee/contracted personnel time and attendance on a daily basis utilizing VA computerized timekeeping software.

Monitors and tracks FMLA usage and notifies supervisor when usage exceeds what is approved.

Work Schedule: Mon - Fri, 7:30am - 4:00pm

Virtual: This is not a virtual position.

Position Description/PD#: Program Support Asst (OA)/ PD99930A

Relocation/Recruitment Incentives: Not Authorized

Critical Skills Incentive (CSI): Not Approved

Permanent Change of Station (PCS): Not Authorized