The primary purpose of this position to provide a wide variety of administrative, clerical, and technical support to Nutrition and Food Service. The Program Support Assistant in this position performs work that supports budget analysis and administration and the incumbent also uses office automation programs and software such as word processing, spreadsheet and database management in support of the clerical and administrative work as well as copy machine, fax machine, scanner and email.

Duties

Program Support Receives requests for information, advises when the information can be furnished, and provides it personally from files and records or follows up with staff to see that it is provided. Performs work involving the collection, compilation, and /or tracking of data and statistical information in support of the NFS program operation. Organizes data into Access databases or spreadsheet formats. Receives and processes documents and reports in accordance with established procedures. Reviews documents and reports for completeness and enters pertinent information into an automated tracking system or creates spreadsheets/databases to track them. Prepares a wide variety of recurring and nonrecurring correspondence, reports, and other documents. Establishes, updates, and maintains office files and records. Keeps/types meeting minutes, agendas and reports. Collects, assembles, and compiles data for recurring, special, and one-time administrative and management reports. Establishes files, maintains, purges, and disposes of administrative and/or medical records/files in accordance with regulations and procedures. Establishes suspense dates as directed by the supervisor and brings to supervisor's attention those that require prompt attention or those that cannot be met by requested dates. Performs database file searches. Prepares, executes, and/or tracks program specific information. Performs office automation duties using such software applications such as word processing, spreadsheet, electronic mail, desktop publishing, calendar, database, and/or graphics. Assists other users regarding selection of applications, training on a variety of standard application packages, and selection of appropriate formats and procedures for each task. Uses word processing software to execute several office automation functions such as storing and retrieving electronic documents and files; activating printers; inserting and deleting text; formatting letters, reports, and memoranda; and transmitting and receiving emails. Uses spreadsheet software to develop and change spreadsheets in order to graphically display data. Uses email to compose and retrieve correspondence and electronic calendar to access the service Chief's schedule. Uses VA software program to access information in the Medical Center computer system. Uses patient electronic health care record to access and retrieve confidential patient information to facilitate contact and scheduling of patient appointments and consult management. Schedules nutrition clinic appointments, prepares appointment confirmation letters, and enters appointment data. Serves as back-up purchase cardholder and Budget Technician. Clerical Support Receives, schedules, refers, and contacts members of the staff, agency, and persons outside the agency ranging from other government agencies to the general public. Provides clerical contact support such as answering the telephone, referring visitors, or providing information about the office, its functions, and standard operating procedures, and similar information. Screens calls and personally answers calls when the requested information concerns routine and procedural requirements. Screens calls for the supervisor and staff members and determines if the call requires their attention. Supplies requested information to employees on status of reports, suspense dates, procedural requirements, time and pay, etc. Provides follow-up on requests for information. Timekeeping Serves as official timekeeper for the site and maintains service record cards for all employees. Assures that the information is kept up to date. Notifies supervisors when leave limits are exceeded. Posts employee/contracted personnel time and attendance on a daily basis utilizing VA computerized timekeeping software. Processes corrected timecards when necessary. Develops programs for monitoring employee time and attendance. Maintains appropriate and timely timekeeping mandatory training. Tracks daily attendance, overtime and unscheduled hours per employee. Posts timecard exceptions in a timely manner. Monitors and tracks FMLA usage and notifies supervisor when usage exceeds what is approved. Other duties as assigned. Work Schedule: Monday - Friday; 8:00am-4:30pm; Telework as eligible per agency policy. Telework: VA 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. Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/PD99930S Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 11/02/2023. 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 6 position you must have served 52 weeks at the GS 5. 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 specialized experience as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS 5 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include but are not limited to: Performing administrative and clerical support duties in scheduling and coordinating meetings; time keeping and/or other HR related support; Interfacing with patients; Assisting in collecting, assembling, and compiling data for administrative and management reports; ability to research; as well as managerial and financial responsibilities. You will be rated on the following Competencies for this position: Communication Interpersonal Skills Manages and Organizes Information Computer Skills 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 primarily sedentary office work, with the usual demands of a normal office atmosphere. Due to the nature of a mental health patient population, the incumbent must be able to deal appropriately with a wide variety of difficult behavior problems 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]