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Program Support Assistant (OA)

Company: Veterans Affairs, Veterans Health Administration
Location: Columbus
Posted on: May 27, 2023

Job Description:

Summary The position is located at the Department of Veterans Affairs Ambulatory Care Center in Columbus, Ohio, under the Behavioral Health Service. The employee functions as the Program Support Assistant for the Community Outreach Division (COD), which includes, Vocational Services, Health Care for the Homeless Veteran (HCHV), HUD VASH, Veterans Justice Outreach (VJO), and Coordinated Entry (CE) programs. Responsibilities MAJOR DUTIES AND RESPONSIBILITIES Program Support 75% Performs a wide variety of administrative tasks associated with maintaining and supporting the work performed within Community Outreach Division. Such work includes a variety of administrative functions necessary to the smooth management of an office and ranges from correspondence and information control to tracking equipment, supplies, and services. Serves as the primary data entry professional for HUD VASH data into the community HMIS system. Receives and processes documents and reports in accordance with established procedures. Reviews documents, reports, and/or applications for omissions and inconsistencies, and ensures data entry is complete and accurate. Enters pertinent information into an automated tracking system. Maintains an automated system of program-specific data to track suspense on items such as annual progress reports, funding activities, inspection dates for approved residential care homes, HCHV, and facilities, etc. Maintains monthly GSA vehicle log and complete mileage and usage report of vehicles utilized by the division. Provides direct service to social workers in COD programs which utilize the purchase card to procure bus passes, clothing, moving expenses, toiletries, shoes, and household items. Updates and process program brochures for each COD program. Administrative Support 25% Assists with process of Social Work Peer Review and compilation of data and mailings. Provides coverage for ADD and timekeepers and ADPAC's in their absence. Maintains files, data and processing of division program correspondence, as necessary, to VA required Homeless Program Databases. Maintains a complete up-to-date file of all Professional Services Memoranda of COD programs. Updates manual, reference books, and/or software instructions, as necessary, associated with the programs and systems used in the organization. Takes minutes, recordkeeping of official meetings, and provides administrative support to HUD VASH or as directed by the Coordinator, Community Outreach Division. Performs other duties as assigned. Work Schedule: Monday through Friday, 8:00am-4:30pm Position Description/PD#: Program Support Assistant (OA)/91229-0 Recruitment & Relocation Incentives: Not authorized Telework: Authorized Financial Disclosure Report: Not Required Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job All applicants tentatively selected for VA employment in a testing designated position are subject to urinalysis to screen for illegal drug use prior to appointment. Applicants who refuse to be tested will be denied employment with VA. Selective Service Registration is required for males born after 12/31/1959 You may be required to serve a probationary period Pre-employment physical required 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 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-7. 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. Specialized Experience: I have at least one (1) full year of specialized experience that equipped you with the knowledge, skills, and abilities to successfully perform the duties the Program Support Assistant at the GS-7 level, and that is typically in or related to the position to be filled. To be creditable, specialized experience must have been equivalent to at least the next lower grade level (GS-6) in the Federal service. Specialized experience includes, but is not limited to: Maintaining a calendar of appointments, meetings, conferences, and deadlines for the Service Chief. Timely communicates suspense items and maintains a suspense file of due dates for assignments and follows up to ensure that all suspense's are accomplished on or before the due date. Utilizing an electronic time and attendance computer program to perform timekeeping duties for all employees. Determining whether correspondence should be brought to the service Chief, referred to other staff, or handled personally. Communicating effectively with customers, staff and management. Handling conflict and problems in dealing with customers, constructively and appropriately. Typing a variety of documents into final form, ensuring correct grammar, spelling, punctuation, format and style. Performing office automation work on personal computer utilizing multiple programs tocomplete documentation. Utilizing a range of software applications (i.e., Word, Excel, Outlook, etc.) to prepare correspondence. Receiving and reviewing all incoming correspondence. Coordinating meetings and prepares meeting minutes. Maintaining office supplies and equipment. You will be rated on the following Job Elements as part of the assessment questionnaire for this position: Clerical Communications Computer Skills Manages and Organizes Information IMPORTANT: A full year of work is considered to be 35-40 hours of work per week. All experience listed on your resume must include the month and year start/end dates. 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. 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; religious; 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. Physical Requirements: The work is primarily sedentary. Typically, the employee sits comfortably to do the work. However, there may be some walking; standing; bending; carrying of light items such as papers, book, small parts; or driving an automobile, etc. Travel is required to COTA, and occasionally to the community to purchase supplies. No special physical demands are required to perform the work. Education IMPORTANT: A transcript must be submitted with your application if you are basing all or part of your qualifications on 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: 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 Receiving Service Credit for 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. 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. For more information on how to apply using this appointment authority via the Selective Placement Coordinator within the office, contact the facility Human Resources Department at (614) 257-5200. The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation and be found well-qualified (have a final rating of 85 or more before any Veterans preference points) for this vacancy. 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. 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 an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement.

Keywords: Veterans Affairs, Veterans Health Administration, Columbus , Program Support Assistant (OA), Other , Columbus, Ohio

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