Summary This position is organizationally aligned to the Environmental Management Service at the William S. Middleton VA Medical Center, Madison, Wisconsin (607) - a Level 1b Complexity VHA Facility. The Program Support Assistant (PSA) serves as the primary support to the team in a wide variety of general administrative and clerical functions which includes customer service and coordination, and computer applications support. Responsibilities Office Operations Support(55%) Schedules appointments, coordinates meetings, and/or schedules conferences. Provides general clerical services relative to calendar maintenance such as updating calendars and recording appointments and arranging for meetings. Schedules others time based on knowledge of preferences and current commitments. Maintains the appointment calendars, reminds supervisor/staff members of appointments, makes administrative arrangements as required. Supports staff in day-to-day operations, which may include assisting with travel requests for staff and supporting volunteers assisting the program. Identifies problem areas requiring attention of management. Assists with outreach planning. As the primary point of contact throughout the medical center and Community Outreach Clinics, the incumbent fields questions and inquiries, answers general questions and refers other questions as appropriate to management. Receives visitors and telephone calls in a professional and confidential manner. Monitors and controls business papers, correspondence and records including the coordination of action papers with office staff. Responsible for the execution of Human Resources administrative assistant responsibilities pertaining to recruitment, selection, promotion, and awards. Helps with recruitment by coordinating selection panels, making appointments, preparing materials for interviews, organizing, and retaining interview questions and rating grids and by maintaining files. Assists management by collecting data, tracking required measures of performance, and running various office reports. Modifies and maintains automated systems for tracking program effectiveness. Manages and maintains databases for recording employee information, such as OHRS. Computer Applications Support (25%) Serves as the primary Automated Data Package Application Coordinator (ADPAC) for providing administrative, technical, analytical, and Automated Data Processing (ADP) support. The incumbent maintains a log of computer locations, enters work orders, completes requests for computer access, menu changes, trouble shoots technical problems. Attends Facility ADPAC meetings. Provides information to staff regarding changes/improvements for computer programs utilized by the staff. Provides technical assistance for staff regarding computer/printer problems and refers issues that cannot be resolved to OI&T for resolution. Serves as point of contact for computers, printers, and telephones to include submission and tracking of OI&T Requests. Assists in the training for staff regarding use of computer applications to include Vista, CPRS, Outlook, Word, Access, Power Point and Excel. This requires a thorough knowledge of a wide range of computer programs and VHA business rules to provide support for staff. Supports Public Key Infrastructure (PKI) and Rights Management access for all staff to ensure we follow security requirements. This involves completing PKI requests, initial set-up and updates as required and on-going education for staff as needed. Clerical Support (20%) Processes and prepares incoming and outgoing materials such as correspondence, reports, memoranda, suspense's, and other forms of written communication. Composes, drafts, and edits correspondence. Reviews documents for accuracy, spelling, and format assuring final submissions are error free, meet timelines, and appear professional. May review the work of others, making corrections and mentoring other clerical staff. Manages calendars, schedules appointments, coordinates meetings, and/or schedules conferences for multiple individuals. Attends assigned meetings, prepares meeting minutes, and follows up on action items with appropriate staff members. Collaborates with medical center services and programs. Provides clerical support for research as assigned. Serves as the subject matter expert and is responsible for the maintenance of roster management. The incumbent will function as a timekeeper. Performs other related duties as assigned. Work Schedule: Monday-Friday 7:00am-3:30pm Telework: Ad-Hoc Position Description/PD#: Admin Support Assistant/PD252600 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 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) As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider: your performance and conduct; the needs and interests of the agency; whether your continued employment would advance organizational goals of the agency or the Government; and whether your continued employment would advance the efficiency of the Federal service. Upon completion of your probationary period period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest. Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 02/16/2026. You may 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-05 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Communication and interpersonal relations, including the ability to appropriately and courteously relate to internal and external customers. Maintenance of confidentiality of patient/employee information, electronic and print. The medical center performance improvement program. How to work and function in the medical center in a safe manner, including infection control and the correct operation of equipment. This position requires knowledge of pertinent directives, policies and precedents which affect the program goals and objectives, work processes and administrative operations of the medical center. Knowledge of hospital policies and procedures in required to facilitate interaction between different services. Knowledge of medical terminology and technical data. Working knowledge of personal computers and use of software: Windows, Microsoft Word, Access, Excel, Power Point, and the VISTA Computer System, CPRS. Knowledge of Internet/Intranet and Outlook computer applications for daily communication, on and off station. Knowledge of security processes to include Public Key Infrastructure (PKI) and Rights Management. Knowledge of medical center programs as they relate to Environmental Management Service and the services provided. Knowledge of the goals, priorities, and policies to assemble information to be used for reports and responses in inquiries, to compose correspondence related to Environmental Management Services. Ability to prioritize multiple important assignments and communicate effectively with Supervisor and others in addressing needs of the medical center. Ability to plan, organize and coordinate work. The incumbent must have the ability to analyze and solve problems in a positive, goal-oriented manner and to make clear, well-defined recommendations. The incumbent must have the ability to communicate verbally and in writing with a variety of people from diverse backgrounds and varying levels of understanding. 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 Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/. If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: https://sites.ed.gov/international/recognition-of-foreign-qualifications/. Additional Information 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. Reasonable Accommodation (RA) Requests: If you believe you have a disability (i.e., physical or mental), covered by the Rehabilitation Act of 1973 as amended that would interfere with completing the USA Hire Competency Based Assessments, you will be granted the opportunity to request a RA in your online application. Requests for RA for the USA Hire Competency Based Assessments and appropriate supporting documentation for RA must be received prior to starting the USA Hire Competency Based Assessments. Decisions on requests for RA are made on a case-by-case basis. If you meet the minimum qualifications of the position, after notification of the adjudication of your request, you will receive an email invitation to complete the USA Hire Competency Based Assessments, based on your adjudication decision. You must complete all assessments within 48 hours of receiving the URL to access the USA Hire Competency Based Assessments if you received the link after the close of the announcement. To determine if you need a RA, please review the Procedures for Requesting a Reasonable Accommodation for Online Assessments. Receiving Service Credit for Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed. This job opportunity announcement may be used to fill additional vacancies. The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide 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 ICTAP and 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/.
