Program Support Asst (Vocational Rehabilitation Services)

Hampton, Virginia
Jun 23, 2022
Jun 28, 2022
Full Time

Document and Information Control
Performs a variety of administrative tasks associated with maintaining and supporting the work performed within the VRS Unit. Completes Compensated Work Therapy (CWT) and Incentive Therapy (IT) Payroll accurately, timely and legibly; tracks fund control point debit and credits to assist with monthly budget; monitors contracts for timeliness of payment. Completes billing for CWT program through established system; orders materials to support VRS program functions; makes purchase orders and returns; monitors and controls incoming documents and records, including the coordination of action items with other sections, services, or medical center staff; and follows up to ensure observance of deadlines.

Serves as unit timekeeper, initiating, and maintaining all required records. Receives all telephone calls and correspondence which are then screened based on the basis of knowledge of the program or operations and refers to appropriate personnel for action. Schedules appointments and conferences for the supervisor. Maintains appointment calendars for VRT Chief and initiates timely reminders to assure attendance.

Administrative/Clerical Support
May take minutes of staff meetings as required, committee meetings and transcribes in final format. Types a variety of correspondence in final form, ensuring correct punctuation, capitalization, spelling, grammar, and conformance to style. Maintains the inventory of needed office supplies. Initiates and maintains all necessary documentation for in-service training and continuing education of staff. Establishes and maintains records and files according to written guidelines. Updates Medical Center Memorandums (MCM) and service memorandums. Preparation of narrative and statistical reports, memorandums, and program guides. Prepares requests for personnel actions and maintains personnel related files and records which are relative to competencies, performance ratings, position descriptions, awards, etc. Tracks and keeps the supervisor informed about the VRT budget information. Evaluates and interprets administrative material received in the service, advising the Chief of VRT, Administrative Officer, and other appropriate staff of anything that requires a suspense date or implementation. Maintains the travel schedule of the Mentor/Trainer for the Supportive Employment (SE) Program to ensure that travel requests are completed in a timely manner. Preparation and input of purchase orders for supplies and equipment into the Medical Center IFCAP system.

Data Collection, Research Services and Tracking Support
Performs general program support work such as the collection, compilation, research, and/or tracking of data and program information, and assists in compiling reports for the VRS Unit. Prepares, executes, and/or tracks program specific information, such as a variety of informational requests, congressional inquiries, and grants, within the organizational unit. Utilizes a personal computer with a variety of software applications in order to perform the clerical work and to retrieve information from such databases as: Computerized Patient Record System (CPRS), Ambulatory Care Reporting Program (ACRP) Reports, Outputs and Printout Menu, Patient Care Encounter (PCE) Clinic Reports, Event Capture Menu, Compliance System, Patient Care Services (PCS), and VISTA Control Point Clerks Menu in order to prepare or assist in the preparation of reports.

Performs work related to programmatic information and resource materials in order to support the policy development and/or technical activities of the organization. Performs basic information research functions such as: general files, database searches, various publications in order to extract, summarize, and compile information required for the activities of VRS. Assists in the development of program materials such as hard copy and computer- based brochures and reports, and assists the staff in the use of equipment such as computers, printers, fax machines, copiers, etc. Monitors all aspects of the clerical work and programs and makes recommendations to improve or modify methods for disseminating information and administrative workflow. Schedules staff and/or volunteers as required.

Work Schedule: Monday - Friday, 8:00 am to 4:30 pm. Subject to change based on the needs of the agency.
Virtual: This is not a remote or virtual position.
Position Description/PD#: Program Support Asst (Vocational Rehabilitation Services)/PD026580
Relocation/Recruitment Incentives: Not Authorized
Permanent Change of Station (PCS): Not Authorized
Financial Disclosure Report: Not required


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.


To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 06/27/2022.

Time-In-Grade Requirement: Advancement to positions up to GS-5. Current/past Federal employees may be advanced without time restriction to positions up to GS-5 if the position to be filled is no more than two grades above the lowest grade the employee held within the preceding 52 weeks under his or her latest non-temporary competitive appointment. 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 and/or education as described below:
  • Specialized Experience: You must have one (1) year of specialized experience equivalent to at least the next lower grade (GS-04) in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include but are not limited to: Knowledge of general administrative procedures applicable to human resources, fiscal, supply, and other support functions to order materials and supplies needed for the department and program functions; complete payroll for CWT, I.T. and billing; and complete necessary forms, letters and other correspondence as needed for advanced sick leave and FMLA requests. Demonstrated skill and ability to compile and summarize information and data, identify inaccuracies or anomalies in the information, and make recommendations to resolve discrepancies based on interpretation of applicable regulations and procedures. Knowledge of Vocational Rehabilitation sufficient to screen requests for information and service; provide authorized information from files and records; and refer others to the appropriate staff member as necessary. Knowledge of correct grammar, spelling, punctuation, capitalization, and style. Ability to communicate both orally and in writing. A qualified typist is required. Knowledge of personal computer applications and demonstrated ability to design and maintain spreadsheets and databases using software programs such as Outlook, Word, Excel, PowerPoint, and VA programs such as VISTA, CPRS, and Tempo systems. Includes ability to store and retrieve electronic documents or files, activate a printer, insert and delete text, retrieve data from electronic records, and transmit and receive electronic mail. Knowledge of regular and recurring application of pay and leave laws, rules, regulations, and agency policy regarding entitlements to overtime, differential, hazardous duty, holiday and special rates, and premium pay in order to perform timekeeping duties. OR,
  • Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successful completion of 4 years above high school is needed to qualify. 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. OR,
  • Combination of Education/Experience. Applicants may also combine education and experience to qualify at this level. Equivalent combinations of successfully completed post-high school education and experience may be used to meet total experience requirements. 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.
You will be rated on the following Competencies for this position:
  • Administration and Management
  • Clerical
  • Financial Management
  • Information Management
  • Technical Competence

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 carried out mostly in a climate-controlled office. Occasional duties require lifting, carrying 10+ pounds, sitting, standing, walking, climbing stairs, kneeling, bending, stooping, twisting, pulling/pushing, simple grasping, reaching above shoulder. Conditions during inspections and drills may also include heat, cold, excess humidity, work with chemicals, dust, noise, and fire manipulation.

For more information on these qualification standards, please visit the United States Office of Personnel Management's website at .


A transcript must be submitted with your application if you are basing all or part of your qualifications on education.

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: . 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: .

Additional information

Special Employment Consideration: VA encourages persons with disabilities to apply, including those eligible for hiring under 5 CFR 213.3102(u), Schedule A, Appointment of persons with disabilities [i.e., intellectual disabilities, severe physical disabilities, or psychiatric disabilities], and/or Disabled veterans with a compensable service-connected disability of 30% or more. Contact the Agency Contact for information on how to apply under this appointment authority via the Selective Placement Coordinator.

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 .

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

To ensure compliance with an applicable preliminary nationwide injunction, which may be supplemented, modified, or vacated, depending on the course of ongoing litigation, the Federal Government will take no action to implement or enforce the COVID-19 vaccination requirement pursuant to Executive Order 14043 on Requiring Coronavirus Disease 2019 Vaccination for Federal Employees. Therefore, to the extent a VA job announcement includes language requiring applicants to be fully vaccinated against COVID-19 pursuant to Executive Order 14043, that requirement does not currently apply to this Job Announcement. VA may request information regarding your vaccination status, if selected, for the purposes of implementing other workplace safety protocols, such as masking, physical distancing, testing, travel, and quarantine.

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 .