Summary The Program Support Assistant position is organizationally aligned under Environmental Management Services (EMS) located at the Jesse Brown VA Medical Center. The primary function of the is to provide a variety of clerical administrative support and/or technical duties; the operation of various Programs within EMS (e.g. Housekeeping Pest Management, Recycling, Textile Care and Sanitation and Waste Management) and the EMS Staff as a whole. Responsibilities Provide general clerical public contact support and administrative support services (e.g. answering the telephone referring visitors or providing information to internal and external customers). Serves as point of contact for customers by phone or in person for the EMS, conducts a preliminary assessment of all calls to determine the urgency of/any need for immediate action and/or assimilates all information messages to forward to the appropriate staff in a timely manner. Responsible for day-to-day administrative needs for EMS and is responsible for all office management functions including receptionist duties, typing, word processing and the use of Microsoft Software (e.g. Outlook Word Excel Power Point OneNote Access etc.) filing and report generation. Reviews documents, reports and/or applications for omissions and inconsistencies and ensures data entry is complete and accurate. Retrieves data, creates queries, gathers information from various data sources, and develops reports within the specified time frames. Performs a wide variety of administrative and program support functions using different skills and abilities including meeting planning, setting up conference calls, recording and generation of meeting minutes, data gathering, conference setup and support, timekeeping/leave administration, report generation, memos, spreadsheets, graphs, and all other presentations. Maintains recurring balances and check balances against fund control point obligations and reconciles orders as received. Utilize different software applications for budgetary tracking and preparation and maintains associated files close-out documents budget amounts. Recommends budget adjustments including restructuring budget allocations or work plans to deal with changing situations such as varying costs for equipment parts or services and changes in the availability of funds. Maintains prudent inventory strategy and safe handling of office equipment and supplies within policy/procedural guidelines. Compiles and prepares weekly, monthly, quarterly and annual schedules and reports related to the operations Responsible for creating, processing, and maintaining attendance and leave records for assigned Time and Leave (T&L} Units. Responsible for accurately setting up, posting, and maintaining assigned Personnel and Accounting integrated Data (PAD} time and leave records on a bi-weekly pay cycle. Ensures complete documentation of all Quality Assurance projects is maintained and easily retrievable when required. Responsible for preparing and executing recurring reports for the service in that the employee assembles material gathers data periodically including statistical records and prepares reports for signature. Compiles data and develops reports to identify training needs, evaluate training programs and track information. Maintains electronic SharePoint records of all training requests and activity. Performs all other duties as assigned. Work Schedule: Monday - Friday 8:00am to 4:30pm Telework: Not Available Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/PD241020 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 To be considered for this position, you must complete all required steps in the process. In addition to the application and questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the job. Selective Service Registration is required for males born after 12/31/1959 Physical Requirements: The work required does not inherently include any physical requirements essential for successful job performance that could not otherwise be performed with accommodation or workplace adjustment. A pre-placement physical evaluation is not required. 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 (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). 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. In determining if your employment advances the public interest, we may consider: your performance and conduct; the needs and interests of the agency; whether your continued employment would advance organizational goals of the agency or the Government; and whether your continued employment would advance the efficiency of the Federal service. Upon completion of your probationary period, your employment will be terminated unless you receive certification, in writing, that 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, 11/10/2026. 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. 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: 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: responsible for providing administrative support functions within a healthcare facility; procurement processes necessary to obtain goods and services for an office; performing automation duties using such software applications such as word processing, spreadsheet, electronic mail, desktop publishing, calendar, database and/or graphics; assisting in the formulation and execution of budget estimates to include updating budget spreadsheets which are used in briefings; collecting, compiling and tracking data and information; and researching reference materials, regulations, and standards to identify appropriate action necessary to correct problems or issues. **** NOTE: EXPERIENCE MUST BE WELL DOCUMENTED AND DETAILED IN RESUME TO QUALIFY FOR THE POSITION. **** 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. 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: http://ope.ed.gov/accreditation/. If 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. For further information, visit: https://sites.ed.gov/international/recognition-of-foreign-qualifications/. Additional Information Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act. Reasonable Accommodation (RA) Requests: If you believe you have a disability (i.e., physical or mental), covered by the Rehabilitation Act of 1973 as amended that would interfere with completing the USA Hire Competency Based Assessments, you will be granted the opportunity to request a RA in your online application. Requests for RA for the USA Hire Competency Based Assessments and appropriate supporting documentation for RA must be received prior to starting the USA Hire Competency Based Assessments. Decisions on requests for RA are made on a case-by-case basis. If you meet the minimum qualifications of the position, after notification of the adjudication of your request, you will receive an email invitation to complete the USA Hire Competency Based Assessments, based on your adjudication decision. You must complete all assessments within 48 hours of receiving the URL to access the USA Hire Competency Based Assessments if you received the link after the close of the announcement. To determine if you need a RA, please review the Procedures for Requesting a Reasonable Accommodation for Online Assessments. This job opportunity announcement may be used to fill additional vacancies. 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 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 for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. 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/.
