The Program Support Assistant (PSA) serves as the principal office assistant performing various administrative and clerical duties in support of the Deputy Chief of Staff (DCOS), secondarily provides administrative support for other members of the office Chief of Staff, Deputy Chief of Staff and Administrative Officer and to the Chief of Staff at the Central Texas Veterans Health Care System. Performs office automation support using multiple automated programs and software.

Duties

MAJOR DUTIES AND RESPONSIBILITIES Prepares a wide variety of recurring and nonrecurring personal and executive correspondence, reports, and other documents from information obtained from the Medical Center staff, files, and other sources for the Office of the Deputy Chief of Staff/Chief of Staff. Routinely composes non-technical correspondence, such as office procedures, requests for information concerning the Medical Center's programs, letters of acknowledgment, commendation, or notification. Establishes and monitors suspense dates and brings to their attention those that cannot be met by requested date. Develops standard or form letters for responding to inquiries and requests for information. Prepares one-­of-a-kind reports from information in various documents, reading correspondence and reports to identify relevant items. Reviews and processes incoming and outgoing correspondence, reports, and other materials submitted for the DCO/CoS signature. The employee screens incoming telephone calls and visitors to the Executive Office. Provides information to callers or visitors from outside the facility. Incumbent utilizes a high degree of discretion and may resolve issues at his/her level as appropriate. Handles requests for information and/or assists in resolving a variety of complaints or requests made by patients and/or their family members. When patients present complaints in person, incumbent makes proper disposition by referring them to the patient representative or other appropriate medical center personnel for assistance. Receives visitors and telephone calls to the office, determines the nature of requests and directs callers to appropriate staff. Provides the information desired when routine or procedural matters are involved .. Manages the calendar of the Deputy Chief of Staff/CoS. Makes appointments based on personal knowledge of the schedule of the Office of the Chief of Staff office. Schedules appointments and meetings without prior approval based on personal knowledge of the supervisor's commitments, priorities, workload and current issues of importance and coordinates with the supervisor as necessary. Makes sure supervisor is fully briefed on the matters to be considered before the scheduled meeting. Makes necessary arrangements such as location, time, contacts participants, ensures all required materials and services are provided, attends the meetings, and reports on the proceedings. Performs a variety of administrative support duties, such as making extensive travel arrangements; making complete arrangements for large conferences; composing complex and technical correspondence, locating and assembling information for various reports, briefings, and conferences; following up with staff members to ensure various commitments made at conferences. Serves as a resource for other services' administrative support staff regarding appropriate formats for reports, correspondence, etc. Establishes and maintains effective working relationships with co-workers, other services, and other secretarial staff through effective listening and interpersonal skills (written, verbal, and non-verbal). This supports teamwork, communication, and the mission of Central Texas Veterans Health Care System. Supports the mission, vision, goals, and values of CTVHCS, organizational assessment teams, and participation in process improvement activities. 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 Asst (OA)/PD068300 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/23/2023. 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-7 position you must have served 52 weeks at the GS-6. 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-6 in the normal line of progression for the occupation in the organization. Examples of specialized experience may include: Knowledge of the Medical Center's clinical and administrative programs goals, priorities, policies, and commitments to perform such tasks as assembling information to be used for reports or responses to inquiries, to compose correspondence; experience advising and instructing administrative and clerical staff concerning the reporting requirements and other clerical and administrative procedures; ability to plan effectively and to organize work for the achievement of the goals and objectives of the service; ability to anticipate and identify problems, an through a high degree of creativity, ingenuity, and initiative, develop appropriate methods for solution; ability to develop reports as needed; exceptional skill in written and oral communication, as well as the ability to establish and maintain cordial and mutually respectful relationships; ability to interact effectively, skillfully, tactfully, and appropriately with all levels of management, visitors, patients, volunteers, dignitaries, etc.; ability to use VISTA, DHCP, Microsoft Word, Excel, PowerPoint, and other related hardware, software, and DHCP applications skillfully. You will be rated on the following Competencies for this position: -Administrative and Management -Technical Competence - Customer Service - Flexibility - Writing 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 generally sedentary, but does involve some material management and frequent walking throughout the campus. Work is in a medical center setting and may involve exposure to contagious diseases. Some duties may involve visits to the CBOCs, Vet Centers, as well as community and organization facilities for meetings. 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.

Contacts

• Address VA Central Texas Health Care System 1901 Veterans Memorial Drive Temple, TX 76504 US
• Name: VISN 17 SSU USAS Group
• Email: [email protected]