Duties

Major Duties:

• routine administrative and clerical work through use of office automation systems, including electronic mail, word processing, data base and spreadsheet software; preparing documents, statistical reports and correspondence
• resolves problems associated with administrative and clerical work of the office.
• The employee assists in the development of new or enhanced procedures and programs related to data entry and the processing and retrieval of data.
• Maintains databases to accurately reflect status of organizational charts and employee staffing, as well as any applicable recruiting needs or proposals. Initiates appropriate documents to process new actions, renewals, and cancellations. Processes employee gains, losses, inter-unit transfers and details.
• Reviews outgoing correspondence for procedural and grammatical accuracy.
• Responsible for trifold maintenance and coordination. Prepares new or revised education materials, competency documents, Position Descriptions, and Functional Statements for employee orientation and continuing education. Responsible for running monthly TMS reports and disseminating results to management. Ensures timely preparation and filing of records/reports for employees, including Phase II orientation documentation, individual unit competency folders, and other requested materials.
• Initiates, signs, and follows-up on completion of various types of work orders for assigned services
• Through supervisory guidance, the Program Support Assistant researches/prepares/compiles responses to surveys, investigation, recurring administrative reports, and employment inquiries, as required by the Division. Supports management in preparing responses to requests for information and/or site surveys from regulatory agencies including JC, OIG and national service organizations.
• Maintain knowledge on directives/instructional materials pertaining to administrative and clerical practices. Composes correspondence relating to administrative matters and other information/data sources. Collaborate with management team members to schedule and coordinate interviews for prospective employees. This includes reviewing and/or developing job postings, interview packets, interview scoring, and assisting management with returning interview related materials to Human Resources.
• Collaborate with management team members to schedule and coordinate interviews for prospective employees. This includes reviewing and/or developing job postings, interview packets, interview scoring, and assisting management with returning interview related materials to Human Resources. Maintains an accurate record of messages on matters requiring referral, compliance, or follow-up action. Obtains information from appropriate sources to fulfill requests within her/his scope of responsibility.
• Maintains records on all correspondence and action documents for which she/he is responsible, providing necessary follow-up for timely reply or action. Performs a periodic inventory of files and documents within the office and arranges for the destruction of outdated materials. Maintains prudent inventory, storage, and safe handling of office equipment and supplies, within policy/procedural guidelines.
• Provides alternate coverage for Office Administrative Assistant in cases of planned or emergency absences. Collaborate with management officials to develop and print master schedules for employees working in the Outpatient-Acute Care Nursing Division.
• The Program Support Assistant is responsible for creating, processing and maintaining attendance and leave records for assigned Time and Leave (T&L) units within the Division. Division employees may work full time or part time on regular, compressed, flexible, and/or intermittent tours of duty. Division employees represent multiple position levels under Title 38, Hybrid Title 38, and Title 5.

Requirements

Conditions of Employment

• You must be a U.S. citizen to apply for this job
• Subject to a background/suitability investigation
• May serve a probationary period
• Selective Service Registration is required for males born after 12/31/1959
• A complete application package; Resume, Transcripts, etc.
• Selected applicants will be required to complete an online onboarding process

How You Will Be Evaluated

• 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.

• Required Documents

  As a new or existing federal employee, you and your family may have access to a range of benefits. Your benefits depend on the type of position you have - whether you're a permanent, part-time, temporary or an intermittent employee. You may be eligible for the following benefits, however, check with your agency to make sure you're eligible under their policies.

  Documents Accepted:

  • Cover Letter
  • Other (1)
  • Resume
  • SF-50/ Notification of Personnel Action
  • Transcript

  Documents Required:
  

  • Resume

  Please review the above list(s) to ensure you have included all necessary documents required for your application.Not every applicant will require the same documents, therefore it is the applicants responsibility to ensure that their application package includes all necessary documents to determine qualifications and eligibility for appointment, such as a copy of your SF-50, transcript, ICTAP/CTAP documentation (for displaced Federal employees).You will not be contacted for additional information. Applicants will be deemed ineligible if supporting documentation is not submitted.
  Veterans' Preference: Since the Direct-Hire Recruitment Authority is being used, traditional Veterans' Preference rules do not apply. Qualified veterans will, however, be given full consideration for this position.
  Applications are accepted online. Applying online will allow you to review and track the status of your application.

• 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 02/16/2024 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/12310201.
  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. To verify your application is complete, log into your USAJOBS account, https://my.usajobs.gov/Account/Login, select the Application Status link and then select the More Information link for this position. The Details page will display the status of your application, the documentation received and processed, and any correspondence the agency has sent related to this application. Your uploaded documents may take several hours to clear the virus scan process.
  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.

  Agency contact information

  Trisha Juanez

  Phone

  414-384-2000 X44342

  Email

  Trisha.Juanez@va.gov

  Address

  Clement J Zablocki Veterans Administration Medical Center
  5000 West National Avenue
  Milwaukee, WI 53295
  US

  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.

• Fair and Transparent

  The Federal hiring process is set up to be fair and transparent. Please read the following guidance.

  • Equal Employment Opportunity (EEO) Policy
  • Reasonable accommodation policy
  • Financial suitability
  • Selective Service
  • New employee probationary period
  • Signature and false statements
  • Privacy Act
  • Social security number request

Required Documents

Clarification from the agency

ALL US CITIZENS DIRECT HIRE AUTHORITY: This position is being filled using Direct-Hire Authority (5 CFR 337.201) for this occupation.