Program Support Assistant

Program Support Assistant

This position is located within Readjustment Counseling Service, and its primary purpose is to provide administrative and clerical support to a multi-disciplinary team providing counseling services to Veterans with readjustment problems. By virtue of the mission of the Vet Center, the incumbent is the only administrative person located on site thus becoming responsible for many of the administrative, fiscal, and supply support functions for the Vet Center team.

Responsibilities

Administrative Duties 50% The work of the positions requires the incumbent to be proficient in the use of various Microsoft Office Suite Programs to include but is not limited to : Word, PowerPoint, Excel and Outlook. These programs are used for creating correspondence, presentations, spreadsheets, develop tracking systems and to communicate with others. RCS has established databases (RCSNet) which the incumbent is responsible for updating assigned Vet Center data on a regular basis. The incumbent is responsible for using other programs or systems such as share drives, share points, Integrated Funds Control, Accounting, and Procurement (IFCAP), Invoice Payment and Processing System (IPPS), and FORCE to carry out the work of the position. All databases are to be kept current and complete, to allow for required reports to be accurate and timely. Incumbent makes suggestions for possible modifications to improve effectiveness and efficiency of database use for the field. The position requires a qualified typist / data entry. Responsible for reviewing and responding to all correspondence or inquiries the Vet Center receives via telephone, e-mail, and regular mail in a timely manner. The incumbent collaborates with Vet Center staff to aid in a complete response to the inquiry. Utilizing critical thinking skills, the incumbent is responsible for ensuring all correspondence has proper grammar, spelling, is error-free and formatting of the document is in accordance with approved RCS style guidelines. Responsible for creating, updating, and maintaining all electronic documents for Vet Center staff, and Vet Center administrative folders in shared and personal folders. Incumbent create, updates, and maintains an electronic staff folder for each employee which may include position description or functional statement, in processing forms, training certificates, licensure, and the performance appraisal, etc.

Program Duties 25% The incumbent provides administrative support for the assigned Vet Center. Incumbent is responsible for ensuring all office equipment is in working order and, if not, works with appropriate staff to have equipment replaced or fixed in a timely manner to include placing work-orders, maintenance request and ensuring repairs are completed. Incumbent works independently establishing workload priorities off standing orders. Incumbent develops and maintains tracking systems on all assigned programs or projects. Provides support to Vet Center staff by making copies, scanning information, and faxing information as requested. Responsible for creating and maintaining the Vet Center brochures, pamphlets, hand-outs, staff business cards and other Vet Center documents which are used locally by staff under the guidance of the Vet Center Director or other staff. The creation of materials is done in compliance with RCS communication and branding guidelines.

Office Duties 25% The incumbent is responsible for providing a welcoming environment and keeping the front lobby neat and orderly. Each day all tables are cleared of any trash, books / magazines are neatly arranged, furniture straightened, and refreshment / coffee area is cleaned and stocked. Any areas that appear to be in need of repair are fixed if possible or removed from lobby area if a safety hazard is present. Incumbent is responsible for contacting the appropriate office to get items back to working order as quickly as possible. Personally greets all visitors to the Vet Center, determines the nature of their visit, identifies Veterans arriving for appointment, confirms appointment, and contacts counselor to inform that client has arrived. The incumbent uses independent judgment and Vet Center training to determine situations which require additional professional guidance by Vet Center staff. If the client appears to be in distress, the incumbent contacts the appropriate Vet Center personnel to handle the Veteran crisis.

Work Schedule : Monday - Friday, 8 : 00 a.m. - 4 : 30 p.m.; some nights and weekends may be required Virtual : This is not a virtual position

Position Description / PD# : Program Support Assistant / PD59893A

Relocation / Recruitment Incentives : Not Authorized

Critical Skills Incentive (CSI) : Not Approved

Permanent Change of Station (PCS) : Not Authorized

Requirements

Conditions of Employment

You must be a U.S. Citizen to apply for this job

Selective Service Registration is required for males born after 12 / 31 / 1959

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 or 2-year trial period during which we will evaluate your fitness and whether 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, 12 / 29 / 2025.

Time-In-Grade Requirement : Applicants who are current Federal employees and have held a GS grade any time in the past 52 weeks must also meet Time-in-Grade requirements by the closing date of this announcement. For a GS-07 position, you must have served 52 weeks at the GS-06 grade. The grade may have been in any occupation, but must have been held in the Federal service. An SF-50 that shows your Time-in-Grade eligibility must be submitted with your application materials. If the most recent SF-50 has an effective date within the past year, it may not clearly demonstrate you possess one-year Time-in-Grade, as required by the announcement. In this instance, you must provide an additional SF-50 that clearly demonstrates one-year Time-in-Grade.

Note : Time-In-Grade requirements also apply to former Federal employees applying for reinstatement as well as current employees applying for Veterans Employment Opportunities Act of 1998 (VEOA) appointment.

You may qualify based on your experience as described below :

GS-07 Specialized Experience : You must have one year of specialized experience equivalent to at least the next lower grade GS-06 level in the normal line of progression for the occupation in the organization. Applicants must meet two out of the three examples of Specialized experience listed below :

Providing administrative and technical support for the management of various programs.

Maintaining databases and utilizing various software programs.

Scheduling appointments and typing a variety of correspondence.

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.

Note : A full year of work is considered to be 35-40 hours of work per week. Part-time experience will be credited on the basis of time actually spent in appropriate activities. Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment.

Physical Requirements : The work is sedentary and requires no special physical demands.

For more information on these qualification standards, please visit the United States Office of Personnel Management's website at https : / / www.opm.gov / policy-data-oversight / classification-qualifications / general-schedule-qualification-standards / .

Education

There is no educational substitution at this grade level.

Additional Information

Receiving Service Credit or 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. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. 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 an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement.

The Interagency Career Transition Assistance Plan (ICTAP