The Program Support Assistant (PSA) position is located within the Public Affairs Department under the Office of the Director of the Butler VA Health Care System, Butler, PA. The incumbent works under the direct supervision of the Public Affairs Officer (PAO). The VA provides career benefits which offer work/life balance and helps prepare you and your family for the unexpected with personal and sick leave option, flexibility, insurance options, retirement, and competitive compensation.

Duties

Major Duties Administrative: The incumbent is proficient in the use of Microsoft office products such as Word, Excel, and PowerPoint and Microsoft Outlook and Teams. Communicate effectively and appropriately via email utilizing Microsoft Outlook and are knowledgeable and proficient in the use of Microsoft Teams for virtual communication. Correspondence development and dissemination, assistance in developing standards of practice (SOP) and medical center policies, database management, preparing agendas and meeting minutes, timekeeping, purchase card management, records management, office supply management, and greeting and responding to visitors (in-person, virtually, or telephone) to the department. Prepare, various correspondence pieces for review and approval by the requestor such as formal and informal letters, memorandums, SOP's, policies, reports, PowerPoint presentations, promotional material, and other correspondence Develop correspondence or communication products independently. Collaborate with the Supervisor and team members to develop program SOP's and policies. Maintains a list of current department medical center memorandums by review date and will communicate in advance when they need to be reviewed and will route per facility policy. Responsible for maintaining all department SOP's, manuals, and policies in a location that is accessible to all team members. Develop and maintain databases primarily utilizing Microsoft Excel for the department. Ensures data is correctly entered into the database platforms and will produce data reports as requested. Perform data analysis from time to time given the nature of the data and reporting venue. Monitor the department SharePoint site(s) and will update information as directed by the supervisor or designee. Responsible for entering department work orders and providing status updates as requested. Responsible for mail pick-up and delivery for the department. Orders and maintains office supplies, promotional supplies, and maintaining equipment inventory for the department. Serve as the department records management liaison and is responsible for the department's record management system in accordance with records management regulations. Participate in record management functions such as trainings and meetings to keep current on changes in records management and will convey changes in practice to the team. Responsible for attending, preparing and distributing agendas and minutes for the department. Technical: Control point clerk and government purchase card holder ensuring all fiscal commitments and obligations are entered timely from the appropriate fund control point using accurate budget object codes and cost centers. Responsive to all audits and requests for reports that confirm compliance with guidance relative to control point clerk and government purchase card holder duties. Coordinates requests and purchases of office operating supplies, generates reports from automated information systems, and completes other administrative tasks essential to the effective and efficient operation of the department. Serves as the primary timekeeper for the department and is responsible for completing all required trainings to ensure the proper access is maintained to manage timecards. Trained and knowledgeable in the use of the Patient Advocate Tracking System-Revised (PATS-R) to enter, track, and respond to PATS-R inquiries assigned to the department. Participate in trainings and other opportunities related to learning and utilizing the PATS-R system. Monitor all PATS-R inquiries assigned to the department to ensure timely responsiveness and closure and report any issues or concerns to the supervisor as soon as possible. Serves as a PIV Sponsor for the department and completes all required actions and education to maintain access. The incumbent performs other duties as directed and assigned by the supervisor or designee. Other duties as required Work Schedule: Monday - Friday, 8:00 - 4:30 Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/PD025780 Relocation/Recruitment Incentives: 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, 11/24/2023. 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 experience as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-05 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 functions, office operations and technology support for an organization Establishing and maintaining filing systems; Experience using automated software applications such as Microsoft Office Suite (Word, Excel, Access and PowerPoint); Typing letters, memos, reports; maintaining calendars and schedules. You will be rated on the following Competencies for this position: ClericalComputer SkillsFlexibilityInterpersonal SkillsOrganizational AwarenessTechnical CredibilityWritten Communication 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: Work is moderately sedentary, although considerably variable. It requires a fair amount of standing, sometimes for long periods, walking, climbing stairs, and bending. Work may require some heavy to moderate lifting, transporting of materials, equipment and supplies for special events and other programs. Due to the diverse nature and scope of the work, it may require occasionally working in extreme temperatures (hot or cold). Driving or riding in a vehicle is also required on a routine basis to provide coverage, trainings, or other support at off-site clinics; attend outside community meetings; and support special events. Travel may also occur in support of outreach events and conferences. The incumbent must attend lengthy meetings both during and after regular scheduled work hours. Travel to other medical center facilities is often necessary. 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: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.

Contacts

• Address VA Butler Healthcare 353 North Duffy Road Butler, PA 16001 US
• Name: Paula Schubele
• Phone: 850-710-0150
• Email: [email protected]