The Program Support Assistant provides administrative support and assistance for programs within the Mental Health Service Line under the immediate supervision of the Supervisory Administrative Specialist in the Mental Health Services. Performs a variety of administrative/clerical tasks associated with maintaining and supporting the work of the Mental Health Services.

Duties

Duties include, but may not be limited to the following: Clerical and Administrative Support 50% The incumbent demonstrates basic skills in performing administrative duties for the Mental Health Service line with minimal supervision and oversight. Performs a variety of administrative/clerical tasks associated with maintaining and supporting the work of the Mental Health Services. Monitors office workflows, processes all timekeeping for employees under direct alignment of the Chief of Mental Health, approximately 140+ employees, and develops recommendations to improve efficiency. The incumbent works collaboratively with other members of the service and medical center as indicated to fully support and assure the success of the service administrative activities and programs. Assists in the administrative responsibilities for the service, to include data collection, data entry, and reporting. Ensures reports are accurate and communicated in a timely manner. Assist the Secretary with preparation of memoranda, reports and policy revisions. Maintains key control records as assigned. Works with facilities service in preparing electronic work orders as needed. The incumbent will procure and control multiple general support services such as office supplies and office equipment. Ensures an adequate stock of supplies are maintained. Completes annual service equipment inventory and reports any discrepancies to the Supervisory Administrative Specialist. Maintains six-part folders, training records and annual leave roster schedules. Coordinates PIV access for all Mental Health Service line staff. Assist the Secretary with timekeeping for Mental Health Service. Provides training and updated timekeeping information to the service's back up timekeepers and supervisors. Program Support 50% The incumbent receives and works independently on special assignments from the Supervisory Administrative Specialist. Discusses any concerns and provides meaningful recommendations. Updates the departmental fan out/call back roster. Performs work involving the collection, compilation and/or tracking of data and statistical information in support of Mental Health Services program operations. Establishes protocols for incoming data. Employee composes and submits correspondence, reports, and minutes that are completed according to the appropriate format. Serves as the recorder for meetings and prepares agendas and minutes according to medical center policy. Composes routine correspondence on other subjects as outlined in regulations and procedures or as requested. Reviews incoming correspondence. Independently determines which correspondence can be acted upon personally. Processes information requests, correspondence controls and interoffice communications. This may involve collaboration with department staff or other medical center staff to obtain the necessary information. Must be able to understand processes and to appropriately express the findings in a written format. The incumbent responds to telephonic and written inquiries and assures that critical calls and correspondence are forwarded appropriately. The incumbent must be able to triage the call and notify the appropriate staff member of the call and its urgency. Assists Mental Health Services Secretary with arranging meetings, conferences, site visits, and educational events including details such as schedule, agenda, and site details. The employee practices privacy and security procedures according to VA policy. When requested, independently determines what information can be released and does so in accordance with VA security policies and confidentiality regulations. The incumbent performs other duties as assigned by the Mental Health Supervisory Administrative Specialist. Work Schedule: Monday -Friday 8:00a.m. - 4:30 p.m. Compressed/Flexible: Not available Telework: Telework may be approved on an ad-hoc basis or at the supervisors discretion Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/PD02099

Requirements

• You must be a U.S. Citizen to apply for this job
• 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
• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP)
• Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Veterans Health Administration Health Care Personnel (HCP) - See "Additional Information" below for details.

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/27/2023. You may qualify based on your experience and/or education as described below: Specialized Experience: at least (1) one year of specialized experience that equips you with the particular knowledge, skills, and abilities to perform successfully the duties of this positionSpecialized experience is typically in or related to the position. To be creditable, you must have one year of specialized experience equivalent to at least the GS-4 grade level. Examples of Specialized experience include: preparing correspondence, requirements for various reports, and interpreting new instructions and procedures; knowledge of various office automation software processing procedures and function keys to produce a wide range of documents that often require complex formats, such as graphics or tables within text, to edit and reformat electronic drafts, and to update and revise existing databases or spreadsheets; skilled in the use of personal computers, automated office equipment such as printers, fax machines, scanners, paper shredders, and a variety of computer software programs, which include Microsoft Office products (Excel, Word, PowerPoint, Access; etc.). Ability to maintain a customer centric environment through interfacing with public and internal customers, OR, Education: Completion of 4 years of education above High school or a Bachelor's Degree or above in any field (This education must have been obtained in an accredited business, secretarial or technical school, junior college, college or university. One year of full-time academic study is defined as 30 semester hours, 45 quarter hours, or the equivalent in a college or university, or at least 20 hours of classroom instruction per week for approximately 36 weeks in a business, secretarial, or technical school.) Transcripts must be provided with your application if you are relying on education to meet the experience requirements OR, A combination of Education and Experience: Equivalent combinations of successfully completed post-high school education and experience. NOTE: only education in excess of the first 60 semester hours (i.e., beyond the second year) is creditable toward meeting the specialized experience requirement. One full academic year of study (30 semester hours) beyond the second year is equivalent to 6 months of specialized experience. (For example: 6 months of specialized experience at the GS-4 level as outlined above AND 90 semester hours of college) You will be rated on the following Competencies for this position: Administration and Management Clerical Customer Service Education and Training Security 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. Typically, the employee will sit comfortably and do the work. There may be some walking and/or standing, bending, and carrying of light items like paper or books. No special physical demands are required to perform the work. On occasion, the incumbent may be required to walk or ride in an automobile to various locations on and around the university campus. 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 an educational substitution at this grade level.

Completion of 4 years of education above High school or a Bachelor's Degree or above in any field.

This education must have been obtained in an accredited business, secretarial or technical school, junior college, college or university. One year of full-time academic study is defined as 30 semester hours, 45 quarter hours, or the equivalent in a college or university, or at least 20 hours of classroom instruction per week for approximately 36 weeks in a business, secretarial, or technical school. Only education in excess of the first 60 semester hours (i.e., beyond the second year) is creditable toward meeting the specialized experience requirement. One full academic year of study (30 semester hours) beyond the second year is equivalent to 6 months of specialized experience.

Contacts

• Address James E Van Zandt VA Medical Center 2907 Pleasant Valley Boulevard Altoona, PA 16602 US
• Name: Tianna Miller
• Phone: 404-680-6127
• Email: [email protected]