Program Support Assistant

Program Support Assistant

The duties require knowledge of clerical and administrative procedures and requirements, various office skills, and the ability to apply such skills in a way that increases the effectiveness of others. The duties do not require a technical or professional knowledge of a specialized subject-matter area. The primary purpose of this position is to perform numerous tasks which are dissimilar in kind, but which have in common the purpose of assisting the work of one or more persons in an organization. The core duties of this position include but are not limited to:

• Provides technical guidance to other service support staff on changes to format, policies, and standard operating procedures for clerical processes; establishes priorities for the office daily and consults with the service chief on complex and/or unusual issues.
• Provides clerical support to the service leadership by placing and receiving calls, scheduling appointments, and organizing meetings and conferences as required.
• Makes travel arrangements for all conferences and administrative meeting arranging schedules of visits and reservations utilizing knowledge of format, ability to schedule various modes of travel, knowledge of staff's schedule and travel regulations.
• Prepares correspondence, forms, manuscripts, and replies for the service chief utilizing typing skills, proper format, and regulations governing release of information.
• Records and prepares minutes of meetings.
• Ensures that performance ratings are submitted in a timely manner in accordance with regulatory guidelines.
• Performs budget execution functions to ensure that expenditures are consistent with budget formulation plans as the fiscal year progresses.
• Receives, independently responds to, and files correspondence, records and reports; ensures that incoming correspondence is screened prior to distribution for suspense dates, establishing contacts and follow-up.
• Collects and organizes sensitive information to use in writing response to controlled correspondence, congressional, and reports of contact.
• Serves as timekeeper for the service; maintains an up-to-date VA policy manual on time and attendance and disseminates any new changes to the regulations to staff as required.
• Directs administrative support services to ensure that inquiries, correspondence, and actions for the area of responsibility are addressed appropriately; develops information papers and correspondence on wide variety of administrative functions.
• Makes arrangements for travel, including preparation of travel requests/orders, vouchers, and accommodations for official travel for the service chief.
• Reviews and interprets new and established directives, instructions, regulations, etc., and delegations of authority for potential impact on program objectives, operating policies, work operations, and progress.
• Responsible for protecting sensitive information from unauthorized release or from loss, alteration, or unauthorized deletion; following applicable regulations and instructions regarding access to computerized files, release of access codes, etc.
• Collects, compiles, and tracks data and information in support of the Section's operations; maintains educational requirements, send reminders to staff regarding delinquent training, and tracks staff education.
• Utilizes various computer software applications including VISTA/SharePoint, word processing, spreadsheets and database programs in performance of daily duties.

Work Schedule: Monday - Friday | 7:30 AM - 4:00 PM CST

Telework: Not Available

Virtual: This is not a virtual position.

Position Description/PD#: Program Support Assistant/ PD708140

Relocation/Recruitment Incentives: Not Authorized

Critical Skills Incentive (CSI): Not Approved

Permanent Change of Station (PCS): Not Authorized