Duties

The Program Support Assistant is responsible for planning, developing, monitoring, and executing actions required to manage the office's administrative functions. Provides support to M&O Supervisor, shop supervisors, managers, and other employees in day-to-day operations, which may include several of the following areas: fiscal management, travel, management information systems, contract administration, property management, procurements, and overall office management.

Duties may include but are not limited too :

• Prepares and managing documents; compiling, tracking, and analyzing information for a wide variety of programs.
• Enters and tracking budget expenditures; purchasing and inventory; establishing, organizing and managing files, documents, and records; providing advanced computer assistance; scheduling meetings; preparing correspondence; managing time and attendance; providing written or oral explanations of administrative and organizational policies.
• Coordinates the implementation of new office policies and systems; maintaining calendars and travel records and arrangements.
• Interprets guidelines, compiles and consolidates information, and prepares reports for assigned programs.
• Provides management assistance on the operations of assigned programs and the interrelationships of such programs.
• Broad understanding of how administrative, financial, and other business support assignments contribute to the activities of the organization's unit.
• Performs various analytical studies, such as space management, travel administration, overtime usage trends, leave usage, etc., with limited review by a higher level or more experienced employee.
• Prepares administrative directives or revisions needed to implement recommendations.
• Collects program information from both Engineering personnel as well as from outside the service, and enters it into information systems.
• Assists employees in entering applicable education events into the ACES system and complete education requests for technicians once approved by the M&O Supervisor.
• The incumbent will be the point of contact for the Education committee and assist with travel requests as needed.
• Tracks all financial, personnel, supply, and other such transactions through the office in both electronic and paper form.
• Reconciles data, validates transactions, and identifies and resolves discrepancies.
• Provides guidance to office on travel regulations and ensuring the office's travel practices meet established criteria. Prepares travel orders and all necessary documentation.
• Enters converted orders to initiate purchase orders for goods and services.
• Assists in the preparation of budget estimates, justification statements, and budget execution plans and provides advice on such matters as the distribution of allotments and availability of budgetary funds for program purposes.
• Plans, coordinates, and accomplishes workload, which includes multiple assignments and priorities that support a variety of internal organizations. Uses a wide variety of computer programs and software applications.
• Prepares administrative articles, reports and briefing items. Applies experience and detailed knowledge to plan and accomplish assignments for projects/programs.
• Responsible for general communication from maintenance & operations, including but not limited to, emails to FES staff, delegation of authority announcements, drafting announcements for Public Affairs, etc.
• Prepares any requested official communications in proper memo format. Performs tasks independently.

Work Schedule: Monday-Friday 7:00 am -3:30 pm or 7:30-4:00 pm
Virtual: This is not a virtual position.
Position Description/PD#: Program Support Assistant/PD512-16102-O
Relocation/Recruitment Incentives: Not authorized.
Permanent Change of Station (PCS): Not authorized.
Financial Disclosure Report: Not required

This is an internal announcement. If you are not a current permanent Facility/VA/Federal employee, you should apply under CBFF-11487204-22-SLS.

Requirements

Conditions of Employment

• 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, 05/27/2022.

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-06 position you must have served 52 weeks at the GS-05. 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 clerical/administrative duties in an office environment; preparing correspondence; maintaining files/records; and using a computer to perform a variety of support tasks to include contract and fiscal management.

You will be rated on the following Competencies for this position:

• Administration and Management
• Accounting
• Analytical Reasoning

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: Incumbent must be able to sit for lengths of time, to reach, stand, stoop and walk for periods of time. Work is typically performed in an adequately lighted and climate-controlled area.

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

Additional information

Receiving Service Credit or Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed.

The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal/VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified : applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/ .

This job opportunity announcement may be used to fill additional vacancies.

Pursuant to VHA Directive 1193.01, VHA health care personnel (HCP) are required to be fully vaccinated against COVID-19 subject to such accommodations as required by law (i.e., medical, religious or pregnancy). VHA HCPs do not include remote workers who only infrequently enter VHA locations. If selected, you will be required to be fully vaccinated against COVID-19 and submit documentation of proof of vaccination before your start date. The agency will provide additional information regarding what information or documentation will be needed and how you can request a legally required accommodation from this requirement using the reasonable accommodation process.

If you are unable to apply online or need to fax a document you do not have in electronic form, view the following link for information regarding an Alternate Application .