Program Support Assistant Job in San Luis Obispo, CA

Vacancy No. CBZY-12781178-25-SPH Department Veterans Health Administration
Salary $58,244.00 to $75,722.00 Grade 7 to 7
Perm/Temp Permanent FT/PT Full-time
Open Date 8/12/2025 Close Date 8/18/2025
Job Link Apply Online Who may apply Status Candidates
Locations:
San Luis Obispo, CA


Summary

This position is located within Readjustment Counseling Service, and its primary purpose is to provide administrative and clerical support to a multi-disciplinary team providing counseling services to veterans with readjustment problems. By virtue of the mission of the Vet Center, the incumbent is the only administrative person located on site thus becoming responsible for many of the administrative, fiscal, and supply support functions for the Vet Center team.

This job is open to

Clarification from the agency

This announcement is open to Career Transition Assistance Program (CTAP) eligible VA employees within the local commuting area of the vacancy. Please see the "Qualifications" section for additional information.

Duties

Major duties include, but are not limited to:
Administrative Duties 50%

  • The work of the position 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.
  • 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 creates, 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 logs, forms, and documentation for the Vet Center use of official vehicles, and purchase card transactions.
Program Duties 25%
  • 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.
Office Duties 25%
  • 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.

Work Schedule: Monday - Friday, 8:00 am - 4:30 pm (occasional weekends/evenings/holidays may be required based on the need of the Vet Center)
Compressed Schedule: May be available at supervisors discretion
Virtual: This is not a virtual position.
Position Description/PD#: Program Support Assistant/PD59893A
Relocation/Recruitment Incentives: Not authorized
Critical Skills Incentive (CSI): Not approved
Permanent Change of Station (PCS): Not authorized

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/trial 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)

Qualifications

CTAP is designed to improve your chances of finding a new job in your agency through selection priority.
To receive selection priority, you must:
  • Be "surplus" or "displaced";
  • Have a current performance rating of at least "fully successful" (Level III) or equivalent;
  • Occupy a position in the same local commuting area of the vacancy;
  • Apply for a specific vacancy at or below your current grade level with no greater promotion potential than your current position;
  • Meet the application deadline in the announcement; and
  • Be found "well qualified" for the job.

You are "surplus" if you:
  • Are in the competitive service;
  • Are in tenure group I (career) or tenure group II (career-conditional); and
  • Have an official notice from your agency saying that your position is no longer needed. This notice could be:
  • a "Certificate of Expected Separation" (CES);
  • an agency certification that you are in a surplus organization or occupation;
  • a notice that your position is being abolished; or
  • a letter saying you are eligible for discontinued service retirement.
You are "displaced" if you:
  • Are in the competitive service;
  • Are in tenure group I (career) or tenure group II (career-conditional); and
  • Have an official notice from your agency saying you will be separated by reduction in force. This notice could be:
  • a specific reduction in force separation notice; or
  • a notice of proposed removal because you declined a directed reassignment or transfer of function out of the local commuting area.
You are generally NOT eligible for selection priority if you are:
  • In the excepted service;
  • Downgraded or reassigned due to reduction in force, but not separated;
  • In a different local commuting area from the vacancy;
  • In a temporary or term position in the competitive service;
  • In an agency that is not in the Executive branch;
  • In an agency that does not follow OPM hiring procedures (this includes Postal Service, legislative and judicial branch agencies); or
  • In the Senior Executive Service (SES).

For additional information on CTAP, see https://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/ctap_guideline.pdf.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 08/18/2025.

You must 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-06, in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to:
  • Utilizing a computer and various Microsoft Office Suite programs such as Word, PowerPoint, Excel and Outlook to create correspondence, presentations, spreadsheets, developing tracking systems, and communicating with others.
  • Using knowledge of correspondence procedures and publication guidelines pertaining to the style and format of documents to effectively and accurately prepare a variety of correspondence.
  • Using knowledge of office procedures and related administrative requirements to establish approaches for efficient office management, making travel arrangements, procuring supplies and equipment, serving as timekeeper, etc.
  • Preparing and maintaining logs, forms, and documentation for use of official vehicles, purchase card transactions, building/office leases, janitorial services, meeting minutes, training compliance, safety and security documents, etc.
  • Working with local Contracting Office for items such as Fee Contract Providers, cleaning contracts, security contracts, and building lease contracts.
  • Coordinating functions directly related to recruitment actions and staffing.
  • Collaborating on formulating the annual budget, mid-year budget review, and the projection of remaining fiscal year funds.
  • Scheduling routine maintenance for assigned government vehicles and ensuring said maintenance is conducted by a certified and approved automobile mechanic shop.
  • Maintaining calendar for supervisor and/or other staff using personal knowledge of workload and current issues of importance.
  • Using personal communication skills to personally greet visitors determining the nature of their visit through initial screening and responding accordingly.
  • Planning and organizing meetings, conferences, and workshops to include developing formal agendas, managing all logistical items, scheduling speakers, promoting the event, etc.
  • Coordinating volunteer and work study onboarding to include maintaining sign-in sheets, verifying time, assigning appropriate tasks, etc.

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: The work does not inherently include physical requirements essential for successful job performance that could not otherwise be performed with a workplace accommodation.

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.

Additional information

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

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.

Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.

Candidates should be committed to improving the efficiency of the Federal government, passionate about the ideals of our American republic, and committed to upholding the rule of law and the United States Constitution.

Benefits

A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.

Review our benefits

Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.

How You Will Be Evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE.

Narrative responses are not required at this time. If you are referred for consideration, you may be asked to submit additional job related information, which may include, but not limited to; responses to the knowledge, skills and abilities; completion of a work sample, and/or contact for an interview. Your resume and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect your rating or consideration for employment.

The Department of Veterans Affairs performs pre-employment reference checks as an assessment method used in the hiring process to verify information provided by a candidate (e.g., on resume or during interview or hiring process); gain additional knowledge regarding a candidate's abilities; and assist a hiring manager with making a final selection for a position.

For more information on the "Who may apply" eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document.

Placement Policy: The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion. The position may be filled by reassignment, change to lower grade, transfer, appointment, or reinstatement. Management may use any one or any combination of these methods to fill the position.

It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.

Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.

Required Documents

To apply for this position, you must provide a complete Application Package which includes:

  • Proof of CTAP eligibility
  • Most recent performance appraisal
  • Resume
  • SF-50/ Notification of Personnel Action



The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position. Please make sure you have included other documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's (current/former Federal employees), documentation to support Veterans Preference claims, or ICTAP/CTAP documentation (for displaced Federal employees). You will not be contacted for additional information.
  • Cover Letter
  • Proof of CTAP eligibility
  • Most recent performance appraisal
  • Resume
  • Separation Notice (RIF)
  • SF-50/ Notification of Personnel Action
  • Transcript


If you are relying on your education to meet qualification requirements:

Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education.

Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.

How to Apply

All applicants are encouraged to apply online. To apply for this position, you must complete the questionnaire and submit the documentation specified in the Required Documents section below. The complete application package must be submitted by 11:59 PM (ET) on 08/18/2025 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/12781178.

  1. To begin, click Apply Online to create a USA JOBS account or log in to your existing account. Follow the prompts to select your USA JOBS 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.

The Career Transition Assistance Plan (CTAP) provides eligible displaced 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 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/.

During the application process you may have an option to opt-in to make your resume available to hiring managers in the agency who have similar positions. Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions.

Agency contact information

VHA National Recruitment Center
Address
Readjustment Counseling Service
120 SE 6th Avenue, Ste. 102
Topeka, KS 66603
US

Next steps

Once your online application is submitted you will receive a confirmation notification by email. After we receive application packages (including all required documents) and the vacancy announcement closes, we will review applications 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. Referred applicants will be notified as such and may be contacted directly by the hiring office for an interview. All referred applicants receive a final notification once a selection decision has been made.

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.

NOTE: Participation in the seasonal influenza program is a condition of employment and a requirement for all Department of Veterans Affairs Health Care Personnel (HCP). It is a requirement that all HCP to receive annual seasonal influenza vaccination or obtain an exemption for medical or religious reasons. Wearing a face mask is required when an exemption to the influenza vaccination has been granted. HCP in violation of this directive may face disciplinary action up to and including removal from federal service. HCP are individuals who, during the influenza season, work in VHA locations or who come into contact with VA patients or other HCP as part of their duties. VHA locations include, but are not limited to, VA hospitals and associated clinics, community living centers (CLCs), community-based outpatient clinics (CBOCs), domiciliary units, Vet centers and VA-leased medical facilities. HCP include all VA licensed and unlicensed, clinical and administrative, remote and onsite, paid and without compensation, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, researchers, volunteers and health professions trainees (HPTs) who are expected to perform any or all of their work at these facilities. HPTs may be paid or unpaid and include residents, interns, fellows and students. HCP also includes VHA personnel providing home-based care to Veterans and drivers and other personnel whose duties put them in contact with patients outside VA medical facilities.


Note: We cannot accept applications on behalf of Federal Agencies. Application instructions are listed within the Job Description.


© 2006-2025, exclusive of U. S. government job opportunity announcements