Program Support Assistant

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.

Qualifications

To qualify for this position - applicants must meet all requirements by the closing date of this announcement - 12/03/2025.You may qualify based on your experience and/or education as described below: GS-07 Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-06 level in the normal line of progression for the occupation in the organization. Applicants must meet two out of the three examples of Specialized experience listed below: Providing administrative and technical support for the management of various programs. Maintaining databases and utilizing various software programs. Scheduling appointments and typing a variety of correspondence. Preferred experience: Working with Federal Financial Systems (budgets) 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

• 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
• 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 Virtual: This is not a virtual position
• Position Description/PD#: Program Support Assistant/PD59893A Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized