Program Support Assistant Job

Summary

This job is open to

• The public

  U.S. Citizens, Nationals or those who owe allegiance to the U.S.

• Career transition (CTAP, ICTAP, RPL)

  Federal employees whose job, agency or department was eliminated and are eligible for priority over other applicants.

Duties

Administrative Duties 50%

• The work of the positions requires the incumbent to be proficient in the use of various Microsoft Office Suite Programs to include but is not limited to: Word, Power Point, Excel and Outlook. These programs are used for creating correspondence, presentations, spreadsheets, develop tracking systems and to communicate with others.
• RCS has established databases (RCSNet) which the incumbent is responsible for updating assigned Vet Center data on a regular basis. The incumbent is responsible for using other programs or systems such as share drives, share points, Integrated Funds Control, Accounting, and Procurement (IFCAP), Invoice Payment and Processing System (IPPS), and FORCE to carry out the work of the position. All databases are to be kept current and complete, to allow for required reports to be accurate and timely.
• Incumbent makes suggestions for possible modifications to improve effectiveness and efficiency of database use for the field. The position requires a qualified typist/data entry.
• Responsible for reviewing and responding to all correspondence or inquiries the Vet Center receives via telephone, e-mail, and regular mail in a timely manner. The incumbent collaborates with Vet Center staff to aid in a complete response to the inquiry. Utilizing critical thinking skills, the incumbent is responsible for ensuring all correspondence has proper grammar, spelling, is error-free and formatting of the document is in accordance with approved RCS style guidelines.
• Responsible for creating, updating, and maintaining all electronic documents for Vet Center staff, and Vet Center administrative folders in shared and personal folders. Incumbent create, updates, and maintains an electronic staff folder for each employee which may include position description or functional statement, in processing forms, training certificates, licensure, and the performance appraisal, etc.
• Assigned as Primary Timekeeper for the Vet Center responsible for the bi-weekly time and leave records.
• Assigned as the Purchase Card Holder for the Vet Center, responsible for preparing and maintaining all all logs, forms, and documentation for the Vet Center use of official vehicles, and purchase card transactions.

• The incumbent provides administrative support for the assigned Vet Center.
• Incumbent is responsible for ensuring all office equipment is in working order and, if not, works with appropriate staff to have equipment replaced or fixed in a timely manner to include placing work-orders, maintenance request and ensuring repairs are completed.
• Incumbent works independently establishing workload priorities off standing orders.
• Incumbent develops and maintains tracking systems on all assigned programs or projects.
• Provides support to Vet Center staff by making copies, scanning information, and faxing information as requested.
• Responsible for creating and maintaining the Vet Center brochures, pamphlets, hand-outs, staff business cards and other Vet Center documents which are used locally by staff under the guidance of the Vet Center Director or other staff.
• The creation of materials is done in compliance with RCS communication and branding guidelines.

• The incumbent is responsible for providing a welcoming environment and keeping the front lobby neat and orderly.
• Each day all tables are cleared of any trash, books/magazines are neatly arranged, furniture straightened, and refreshment/coffee area is cleaned and stocked. Any areas that appear in need of repair are fixed if possible or removed from lobby area if a safety hazard is present. Incumbent is responsible for contacting the appropriate office to get items back to working order as quickly as possible.
• Personally greets all visitors to the Vet Center, determines the nature of their visit, identifies Veterans arriving for appointment, confirms appointment, and contacts counselor to inform that client has arrived.
• The incumbent uses independent judgment and Vet Center training to determine situations which require additional professional guidance by Vet Center staff.
• If the client appears to be in distress, the incumbent contacts the appropriate Vet Center personnel to handle the Veteran crisis.

Requirements

Conditions of Employment

• You must be a U.S. Citizen to apply for this job
• To be considered for this position, you must complete all required steps in the process. In addition to the application and questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the job.
• Selective Service Registration is required for males born after 12/31/1959
• Physical Requirements: The work required does not inherently include any physical requirements essential for successful job performance that could not otherwise be performed with accommodation or workplace adjustment. A pre-placement physical examination is not required.
• 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. Acceptable form(s) of identification will be required to complete pre-employment requirements (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, driver's licenses or state-issued dentification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment.
• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) - See "Required Documents" below for details.

How You Will Be Evaluated

Required Documents

How to Apply

All applicants are encouraged to apply online.

To apply for this position, you must complete the occupational questionnaire and submit the documentation specified in the Required Documents section. The complete application package must be submitted by 11:59 PM (EST) on 08/19/2025 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/12774031.

1. To begin, click Apply Online to create a USAJOBS account or log in to your existing account. Follow the prompts to select your USAJOBS resume and/or other supporting documents and complete the occupational questionnaire.

2. Click Submit My Answers to submit your application package.

NOTE: It is your responsibility to ensure your responses and appropriate documentation is submitted prior to the closing date. You may check the status of your application at any time by logging into your USA Jobs account and clicking on Applications. Information regarding your application status can be found in the USAJobs Help Center.

To return to an incomplete application, log into your USAJOBS account and click Update Application in the vacancy announcement. You must re-select your resume and/or other documents from your USAJOBS account or your application will be incomplete.

Next steps

After the vacancy announcement closes, applicants are evaluated to ensure qualification and eligibility requirements are met. After the review is complete, a referral certificate(s) is issued and applicants will be notified of their status by email.