Program Support Assistant (OA)

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Duties

Major Duties:

• routine administrative and clerical work through use of office automation systems, including electronic mail, word processing, data base and spreadsheet software; preparing documents, statistical reports and correspondence
• resolves problems associated with administrative and clerical work of the office.
• The employee assists in the development of new or enhanced procedures and programs related to data entry and the processing and retrieval of data.
• Maintains databases to accurately reflect status of organizational charts and employee staffing, as well as any applicable recruiting needs or proposals. Initiates appropriate documents to process new actions, renewals, and cancellations. Processes employee gains, losses, inter-unit transfers and details.
• Reviews outgoing correspondence for procedural and grammatical accuracy.
• Responsible for trifold maintenance and coordination. Prepares new or revised education materials, competency documents, Position Descriptions, and Functional Statements for employee orientation and continuing education. Responsible for running monthly TMS reports and disseminating results to management. Ensures timely preparation and filing of records/reports for employees, including Phase II orientation documentation, individual unit competency folders, and other requested materials.
• Initiates, signs, and follows-up on completion of various types of work orders for assigned services
• Through supervisory guidance, the Program Support Assistant researches/prepares/compiles responses to surveys, investigation, recurring administrative reports, and employment inquiries, as required by the Division. Supports management in preparing responses to requests for information and/or site surveys from regulatory agencies including JC, OIG and national service organizations.
• Maintain knowledge on directives/instructional materials pertaining to administrative and clerical practices. Composes correspondence relating to administrative matters and other information/data sources. Collaborate with management team members to schedule and coordinate interviews for prospective employees. This includes reviewing and/or developing job postings, interview packets, interview scoring, and assisting management with returning interview related materials to Human Resources.
• Collaborate with management team members to schedule and coordinate interviews for prospective employees. This includes reviewing and/or developing job postings, interview packets, interview scoring, and assisting management with returning interview related materials to Human Resources. Maintains an accurate record of messages on matters requiring referral, compliance, or follow-up action. Obtains information from appropriate sources to fulfill requests within her/his scope of responsibility.
• Maintains records on all correspondence and action documents for which she/he is responsible, providing necessary follow-up for timely reply or action. Performs a periodic inventory of files and documents within the office and arranges for the destruction of outdated materials. Maintains prudent inventory, storage, and safe handling of office equipment and supplies, within policy/procedural guidelines.
• Provides alternate coverage for Office Administrative Assistant in cases of planned or emergency absences. Collaborate with management officials to develop and print master schedules for employees working in the Outpatient-Acute Care Nursing Division.
• The Program Support Assistant is responsible for creating, processing and maintaining attendance and leave records for assigned Time and Leave (T&L) units within the Division. Division employees may work full time or part time on regular, compressed, flexible, and/or intermittent tours of duty. Division employees represent multiple position levels under Title 38, Hybrid Title 38, and Title 5.

Work Schedule: Days with variable start times Position Description Title/PD#: Program Support Assistant (OA)/PD09369A Physical Requirements: The physical and mental status of the Program Support Assistant should enable him/her to perform all duties under normal and emergent conditions. The evaluation of an individual's ability to perform efficiently and without hazard to self or others will encompass a composite consideration of physical, mental, and emotional ability as related to realistic requirements

Requirements

Conditions of Employment

• You must be a U.S. citizen to apply for this job
• Subject to a background/suitability investigation
• May serve a probationary period
• Selective Service Registration is required for males born after 12/31/1959
• A complete application package; Resume, Transcripts, etc.
• Selected applicants will be required to complete an online onboarding process

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement. GS 5 Specialized Experience : Do you possess at least (1) one full year of specialized experience equivalent to at least the next lower grade level (GS-4) in Federal service that equipped you with the particular knowledge, skills and abilities to perform successfully the duties of the position, and that is typically in or related to the position to be filled. Specialized experience includes: Working with computer programs including Microsoft Word, Excel, Access, and PowerPoint, database programs and office equipment. Planning and organizing the activities of an office including reception duties, distributing mail, maintaining schedules, arranging conferences/meetings, preparing correspondence, documents and reports. Demonstrating proper use of grammar, punctuation, spelling, and clerical procedures. OR (GS-5 Level) Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have completed a full 4 year course of study, above high school, leading to a bachelor's degree in a field for which high school graduation or the equivalent is the normal pre-requisite. ( TRANSCRIPTS REQUIRED ) OR (GS-5 Level) COMBINATION OF EXPERIENCE AND EDUCATION : Do you possess a combination of specialized experience and successfully completed education. ( TRANSCRIPTS REQUIRED) Typing Proficiency: Must be able to type at least 40 words per minute Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience.

Education

Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education.

Additional information

VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process. 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 well-qualified, applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors if applicable, and must be proficient in most of the requirements of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website which can be found at 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. If you are unable to apply online or need to fax a document you do not have in electronic form, view the following link for information regarding an Alternate Application.

• 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. Opens in a new windowLearn more about federal benefits.

  Review our benefits

  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.

How You Will Be Evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Applicants will be referred in the order in which they were received.

• 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. Opens in a new windowLearn more about federal benefits.

  Review our benefits

  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.

• Required Documents

  As a new or existing federal employee, you and your family may have access to a range of benefits. Your benefits depend on the type of position you have - whether you're a permanent, part-time, temporary or an intermittent employee. You may be eligible for the following benefits, however, check with your agency to make sure you're eligible under their policies.

  Documents Accepted:

  • Cover Letter
  • Other (1)
  • Resume
  • SF-50/ Notification of Personnel Action
  • Transcript
  Documents Required:
  • Resume
  Please review the above list(s) to ensure you have included all necessary documents required for your application.Not every applicant will require the same documents, therefore it is the applicants responsibility to ensure that their application package includes all necessary documents to determine qualifications and eligibility for appointment, such as a copy of your SF-50, transcript, ICTAP/CTAP documentation (for displaced Federal employees). You will not be contacted for additional information. Applicants will be deemed ineligible if supporting documentation is not submitted. Veterans' Preference: Since the Direct-Hire Recruitment Authority is being used, traditional Veterans' Preference rules do not apply. Qualified veterans will, however, be given full consideration for this position. Applications are accepted online. Applying online will allow you to review and track the status of your application.

• How to Apply

  All applicants are encouraged to apply online. To apply for this position, you must complete the occupational questionnaire and submit the documentation specified in the Required Documents section. The complete application package must be submitted by 11:59 PM (EST) on 02/14/2024 to receive consideration. To preview the questionnaire click 1. To begin, click Apply Online to create a USAJOBS account or log in to your existing account. Follow the prompts to select your USAJOBS resume and/or other supporting documents and complete the occupational questionnaire. 2. Click Submit My Answers to submit your application package. NOTE: It is your responsibility to ensure your responses and appropriate documentation is submitted prior to the closing date. To verify your application is complete, log into your USAJOBS account, select the Application Status link and then select the M ore Information link for this position. The Details page will display the status of your application, the documentation received and processed, and any correspondence the agency has sent related to this application. Your uploaded documents may take several hours to clear the virus scan process. To return to an incomplete application , log into your USAJOBS account and click Update Application in the vacancy announcement. You must re-select your resume and/or other documents from your USAJOBS account or your application will be incomplete.

  Agency contact information

  Trisha Juanez

  Phone

  View phone number on us.edajobs.com

  Email

  View email address on us.edajobs.com

  Address

  Clement J Zablocki Veterans Administration Medical Center 5000 West National Avenue Milwaukee, WI 53295 US

  Next steps

  After the vacancy announcement closes, applicants are evaluated to ensure qualification and eligibility requirements are met. After the review is complete, a referral certificate(s) is issued and applicants will be notified of their status by email.

• Fair and Transparent

  The Federal hiring process is set up to be fair and transparent. Please read the following guidance.

  • Equal Employment Opportunity (EEO) Policy
  • Reasonable accommodation policy
  • Financial suitability
  • Selective Service
  • New employee probationary period
  • Signature and false statements
  • Privacy Act
  • Social security number request

Required Documents

Documents Accepted:

• Cover Letter
• Other (1)
• Resume
• SF-50/ Notification of Personnel Action
• Transcript

Documents Required:

• Resume

Please review the above list(s) to ensure you have included all necessary documents required for your application.Not every applicant will require the same documents, therefore it is the applicants responsibility to ensure that their application package includes all necessary documents to determine qualifications and eligibility for appointment, such as a copy of your SF-50, transcript, ICTAP/CTAP documentation (for displaced Federal employees). You will not be contacted for additional information. Applicants will be deemed ineligible if supporting documentation is not submitted. Veterans' Preference: Since the Direct-Hire Recruitment Authority is being used, traditional Veterans' Preference rules do not apply. Qualified veterans will, however, be given full consideration for this position. Applications are accepted online. Applying online will allow you to review and track the status of your application. Help

This job is open to

• The public

  U.S. Citizens, Nationals or those who owe allegiance to the U.S.

Clarification from the agency

ALL US CITIZENS DIRECT HIRE AUTHORITY: This position is being filled using Direct-Hire Authority (5 CFR 337.201) for this occupation.