Program Support Assistant

Summary

The incumbent serves as a Program Support Assistant (PSA) for the Clinical Services (CS) of the Erie Veterans Affairs Medical Center (EVAMC) which includes both Primary Care-Erie and CBOCs. The position will report to the Administrative Officer - CBOC's and have second level reporting to the Chief - Clinical Services. The incumbent completes and coordinates a wide variety of administrative - clerical and customer service tasks essential to the executive administration of the Service Line.

Qualifications

To qualify for this position - applicants must meet all requirements by the closing date of this announcement - 05/18/2026. GS-6 grade level: One year of specialized experience (equivalent to the GS-5 grade level in the federal service); experience that equipped the applicant with the particular knowledge - skills and abilities (KSA's) and other characteristics to perform successfully the duties of the position - and that is typically in or related to the work of the position to be filled - in the normal line of progression for the occupation in the organization. Specialized experience includes: Performing administrative functions - office operations and technology support for an organization; Establishing and maintaining filing systems; Experience using automated software applications such as Microsoft Office Suite (Word - Excel - Access and PowerPoint); typing letters - memos - reports; Maintaining calendars and schedules. There is no educational substitution for the GS-06 level. 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. 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/.

Duties

• Duties and Responsibilities of the Primary Care Clinical Services (PCCS) Program Support Assistant include: Performs primary timekeeping duties for time and leave units within CS
• includes daily posting of attendance - tracking of exceptions and timecard certification by supervisors
• Serves as CS record liaison
• Establishes - maintains - and revises office and electronic filing systems with the appropriate level of security
• Organizes - maintains - processes and disposes of routine and confidential paper and electronic files - MSDS sheets - contingency plans - policies and standard operating procedures - personnel actions - faxes - webpages and SharePoint content
• coordinates correspondence and communication flow including that of a sensitive nature
• Coordinates with facility record manager as needed
• Runs the Action Required report and filters the No Status report for CS
• maintains consistent communication with clinicians to resolve incomplete visits - incomplete and no status encounters - and incorrect duplicate visits on a regular basis
• Assists the Administrative Officer - CBOC with equipment inventory - locating and documenting CS equipment across multiple sites ensuring necessary identification labels are in place
• May serve on special committees - initiatives or projects in either a lead or supporting role
• Enters work orders when needed
• assists with supply purchases by coordinating with end user to identify exact product needed and follow through the procurement process
• Responsible for managing key inventory and submitting requests when keys are needed
• Consults with and provides education - guidance and technical advice to all service line staff including PC Erie and CBOC partners regarding scheduling - consult management - unsigned notes - encounter completion - missed opportunities - PACT team assignments - Secure Messaging escalation - scheduling - Electronic Wait List management - New Enrollee Appointment Requests - and other related items/initiatives
• Identifies and recommends ways of eliminating - combining - simplifying or improving administrative and clerical office procedures and processes with attention to solutions that reduce waste and enable real-time support using various technology and software applications
• Works in concert with all staff - clinical and administrative - using considerable tact - diplomacy - civility and courtesy
• Makes all necessary arrangements for CS staff when needed for travel and education requests
• educates staff on proper documents needing completion and formally prepares and submits requests to CS and facility leadership for review
• Schedules meetings and manages meeting logistics to include distributing agendas and setting up video teleconferencing systems and telephone lines
• Transcribes minutes and documents in prescribed format for review/approval by meeting facilitator and distributes to appropriate staff
• Ensures correct punctuation - spelling - grammar and formatting are used and maintains confidentiality
• Oversees CS documentation related to Home Health authorizations from non-VA healthcare agencies
• Coordinates with EVAMC Non-VA Care department to track CS open cases
• Follows up with clinicians to obtain proper signatures to close out pending orders - tracking progression throughout process
• Prepares CS correspondence using Microsoft Suite products - such as Word - Excel - PowerPoint - and Outlook
• ensures correct punctuation - capitalization - spelling - grammar - and conformance to style - using familiarity with medical terminology and departmental processes
• Retrieves data from various sources (including Decision Support System (DSS) and VHA Support Service Center (VSSC) - VISTA - CPRS - PCMM - Pyramid) to include in service line correspondence
• Assists with items related to the program and administrative work of the PCSL in support of the Primary Care Medical Director
• Understands and assists the service line Automated Data Processing Application Coordinator (ADPAC)
• Ensures completion of pre-requisite training for all PCSL employees
• Serves as the PCSL TMS coordinator - completing administrative duties to ensure employee accounts reflect the correct supervisor - reset passwords and retrieve various types of training reports - coordinating with Education and OIT as needed
• Performs other related duties as assigned
• Work Schedule: Monday - Friday
• 7:30am - 4:00pm Telework: Ad-hoc
• This position may be authorized for telework
• Telework eligibility will be discussed during the interview process
• Virtual: This is not a virtual position
• Position Description/PD#: Program Support Assistant/PD014180 Relocation/Recruitment Incentives: Not Approved Permanent Change of Station (PCS): Not Authorized