DutiesMajor Duties: - The Program Support Assistant serves as the primary office manager to the Veterans Service Center (VSC) Public Contact Team (PCT) and provides administrative assistance/support to the staff.
- Prepares correspondence for the PCT and VSC.
- Monitors congressional correspondence tracking system, gather reports, review for accuracy and close out completed congressional correspondence.
- Schedules appointments, coordinates meetings, and/or schedules conferences.
- Provides general calendar maintenance clerical services such as maintaining calendars and recording appointments or arranging for meeting and small conference administrative details.
- Independently schedules supervisor/staff member time based on a knowledge of preferences and current commitments.
- Maintains the appointment calendar, schedules appointments, reminds supervisor/staff members of the subject matter prior to the meeting, and makes administrative arrangements as required.
- Attends meetings, prepares meeting minutes, and follows up on action items with appropriate staff members independently.
- Receives all correspondence for the Public Contact Team.
- Replies to mail not requiring the Veteran Service Center Managers attention, routes matters requiring action by management, and follows up to ensure that actions are completed.
- Screens all correspondence prepared for the Veterans Service Center Manager signature for clarity, completeness of reply, and grammatical and procedural correctness.
- Returns inadequate submissions for re-work.
- Uses knowledge, experience, and judgment to coordinate new procedures as directives and requirements change.
- Works closely with senior managers in studying and reviewing administrative activities to improve efficiency and effectiveness.
- Maintains files of all correspondence from the Veteran Service Center Manager and staff.
- Maintains central reference library, by filing materials received, updating circulars, preparing new reference materials and obtaining regulatory and legal documents as required.
- Maintains Travel, Timekeeping and Obligations and serves as the PCT's timekeeper.
- Works with primary timekeeper to ensure that timecards are posted accurately and in a timely manner.
- Gathers and reviews for the PCT's overtime balance for accuracy and completes projected overtime balances.
- Serves as the VSC's alternate travel coordinator. Arranges schedules of visits, assures travel and hotel reservations, and prepares travel vouchers and reports from travel diaries. Maintains balances on obligations.
- Assists staff members in the resolution of problems associated with travel authorities, arrangements, expenditures, reimbursements, documentation, etc.
- Maintains current data concerned with travel regulations, per diem rates by city/area, travel agency information, recommended hotels, etc. This information is used as reference materials and to calculate travel estimates upon requests.
- Performs Office Automation
- Screens all calls and visitors, answering most questions and completing most business involving established policies or routine matters without referring clients or employees to Management and the Office of the Director.
- Involves with high-level contacts with visitors and callers from such organizations as congressional offices, state, and local officials, high-ranking officials in the field, public action groups, and attorneys.
- Utilizes desktop and lap top computers, commercial software and Veterans Benefits Administration specific software programs and procedures, types a variety of information for the VSCM or office staff. This information includes correspondence, reports, letters, transmittals, personnel actions, budget items, and other similar documents.
- Assists in the development of short- and long-term budget submissions which includes equipment acquisition, in addition to managing normal funding requirements for the office.
- Obtains information required on a recurring basis for the Regional Office operation from electronic bulletin boards, Internet sources, e-mail, and other similar sources.
- Compiles necessary data and prepares special and recurring reports. Ensures compliance with Privacy Act and Freedom of Information Act provisions.
- Performs other related duties as assigned.
Work Schedule: Monday through Friday 07:00 am - 03:30 pm PST Compressed/Flexible: Not available Telework: Yes - as determined by the agency policy Virtual: This is not a virtual position Position Description Title/PD#: Program Support Assistant/PD#:41163-0 Relocation/Recruitment Incentives: Not available Financial Disclosure Report: Not required RequirementsConditions of Employment- You must be a U.S. Citizen to apply for this job
- Designated and/or random drug testing may be required
- Selective Service Registration is required for males born after 12/31/1959
- You may be required to serve a probationary period
- Subject to background/security investigation
- Selected applicants will be required to complete an online onboarding process
- If you receive a conditional offer of employment you will be required to complete an OF-306, Declaration for Federal Employment.
- A complete application packet must be received including resume or other supporting documentation.
- All federal employee are required to have federal salary payments made by direct deposit to a financial institution of their choosing.
QualificationsTo qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/28/2024. 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. 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. 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 and/or education as described below: - Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-06 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Specialized experience: is defined as experience in a human services environment or general office administrations performing the following duties: alpha-numeric filing; completing telephone outreach; responding to telephone and written inquiries and scheduling appointments.
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: Sedentary work involves lifting no more than 10 pounds at a time and occasionally lifting or carrying articles like docket files, ledgers, and small tools. Although a sedentary job is defined as one which involves sitting, a certain amount of walking and standing is often necessary in carrying out job duties. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at http://://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/. EducationThere is no educational substitutional for the GS-07 level. Additional informationVA 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.
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. 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.
Special Employment Consideration: VA encourages persons with disabilities to apply, including those eligible for hiring under 5 CFR 213.3102(u), Schedule A, Appointment of persons with disabilities [i.e., intellectual disabilities, severe physical disabilities, or psychiatric disabilities], and/or Disabled veterans with a compensable service-connected disability of 30% or more. Contact the Agency Contact for information on how to apply under this appointment authority via the Selective Placement Coordinator.
The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal/VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified (have a final rating of 85 or more) for this vacancy. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/
Placement Policy: The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion. The
position may be filled by reassignment, change to lower grade, transfer, appointment, or reinstatement. Management may use any one or any combination of these methods to fill the position.
It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.
This job opportunity announcement may be used to fill additional vacancies.
Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.
For more information on the "Who may apply" eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document.
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. 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.
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