The Program Support Assistant provides clerical and administrative support for all programs in the MH Recovery and Rehabilitation Section-Outpatient Programs within the Mental Health Service. The Program Support Assistant will provide a complete range of program support duties which includes customer service and coordination, data analysis and graphing, special projects, events, and performance measure reporting. .

Duties

The incumbent is specifically responsible for all administrative duties, including managing the MH (Recovery and Rehabilitation Section-Outpatient Programs) Section waiting area and administratively managing the front desks in the MH Recovery and Rehabilitation Section-Outpatient Programs Section. However, the incumbent, may on occasion, be asked to support other areas Mental Health Service in general. The incumbent is responsible for coordinating assigned administrative duties and independently setting day to day priorities. Creates key requests and ePAS requests as warranted. Runs reports, electronic consult tracking, and other various functions. Assists with the preparation of routine and special purpose reports and presentations. Responsible for completing the new vendor paperwork required by fiscal, and the issuance of ID badges for new CWT-TW program participants. Incumbent ensures work and reports are complete, accurate and timely, reviews output for correctness and completeness and makes corrections before work is provided to the Supervisor for the Recovery and Rehabilitation Section or other program supervisors/leads. The incumbent has an excellent working knowledge of the Recovery and Rehabilitation Section operations, directives, and regulations governing technical and administrative activities, complies with office procedures, and addresses any management problems that arise. The incumbent is the technical expert on administrative matters for the Mental Health Recovery and Rehabilitation Section-Outpatient Programs and as such, provides training and guidance to newly hired personnel and acts as the focal point for the implementation of new procedures as they are developed. The incumbent assists the supervisor of their designated site and section in identifying programmatic barriers and opportunities within the primary processes of the work unit and facilitates the improvements under the guidance of the supervisor to resolve process issues. Serves as coordinator for USPEQ customer service quarterly surveys. The incumbent coordinates with supervisors and program managers throughout the service to ensure administrative details are handled in a competent and timely manner Troubleshoots PC, telephone, and fax problems, and submits work orders as appropriate, for problems that employees cannot resolve. Demonstrates knowledge and efficiently uses software programs including Microsoft Word, Excel, Access, PowerPoint, Publisher, Outlook, CPRS, VISTA, NEPEC tools, HOMES, HMIS and any other software pertinent to Homeless Programs Section for data analysis and report processing/building. No software programs are used for clinical purposes. Enters data into various computer programs, including databases, spreadsheets, and proprietary software. Attends Recovery and Rehabilitation Section-Outpatient Programs Section and Program Specific Staff meetings as well as any other Recovery and Rehabilitation Section-Outpatient Programs Section related meetings as assigned; and takes notes, prepares, and distributes minutes as needed/assigned. Serves as timekeeper and LUC. Works closely with the QI Coordinator in reviewing and, maintaining a current competency folder system, alerts the appropriate staff of any deficiencies for assigned staff in Recovery and Rehabilitation Section­ Outpatient Programs Section. Assists other Mental Health Service programs through the continued performance of their duties in another or additional program. Serves as a purchase card holder and complies with all the acquisition regulations, including Federal, VA, and local. The card holder conducts market research to initiate the procurement action utilizing the business targeted by the socioeconomic goal categories, orders are initiated, delivered, and reconciled promptly. Works closely with the Recovery and Rehabilitation Section-Outpatient Programs Section Leadership on staffing productivity and mapping. Responsible for collecting and preparing payroll for Veterans in the Vocational Rehabilitation Transitional Work (TW) program. Maintains fund control points for Outpatient program, overseeing budget and ensuring there is appropriate dollar amounts to meets the needs of the service Work Schedule: Monday thru Friday 8:00 am to 4:30 pm Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/PD93130A 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, 02/06/2024. 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-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: Administrative management, budget tracking support, providing customer service, working with multi-discipline staff handling customer questions; monitoring correspondence and information to ensure deadlines are met; experience collecting and compiling data from various sources to build reports and analyze data; use of software applications to enter and extract data in various format; reviewing publications, directives, distribute and control mail and other materials; reviewing correspondence requirements to check for proper grammar, spelling, punctuation and to review documents for conformance with formats and procedural requirements... You will be rated on the following Competencies for this position: Communication Computer Skills Managing and Organizing Information 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: No special physical characteristics are required of the incumbent. Work includes some bending, extended periods of sitting, kneeling, walking, and carrying light items common to an office environment. 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/.

Contacts

• Address John D Dingell Department of Veterans Affairs Medical Center 4646 John R Street Detroit, MI 48201 US
• Name: Janice Uselton
• Phone: 313 942 5488
• Email: [email protected]