Summary The Primary Purpose of this Position is: To perform a variety of clerical and administrative support work for the Health Care for Homeless Veterans (HCHV) Programs; and, to perform office automation support using multiple automated programs and software such as word processing, databases, spreadsheets, and graphics in support of the clerical and administrative work. Responsibilities Duties may include but are not limited to: Prepares a wide variety of recurring and nonrecurring correspondence, reports, and other documents. Composes nontechnical correspondence, such as office procedures instructions, work order requests, supply requests, program brochures, distribution of event announcements and registration forms, suspense requests and submissions on program data, and memorandums of requests for information. Gathers data and consolidates for the supervisor information for a variety of reports such as workload, vehicle mileage, safety inspection, stakeholder satisfaction, patient admission roster, and community involvement reports. Enters and retrieves program data into automated management information systems to consolidate and prepare a variety of reports such as, stakeholder satisfaction surveys, project after action reports, encounter data, and program outcome data in accordance with established reporting procedures. Gathers and summarizes information from files and documents for supervisor's or other staff members' use in responding to inquiries, recognizing which information is or is not relevant to the issue at hand. Types and proofreads/edits documents for correct grammar, spelling, capitalization, punctuation, and format. Distributes correspondence regarding event announcements and registration to stakeholders, then uses data entry to tracks and monitors registration forms and attendance of program events. Receives telephone calls and greets visitors. Ascertains the nature of the calls or visits. Based upon knowledge of the Mental Health Services and its programs and operations, refers telephone calls and visitors to staff or office as appropriate. Schedules appointments for program with appropriate staff as needed. Personally answers nontechnical requests for information such as status of reports, suspense dates for matters requiring compliance, and similar information readily available from files or from knowledge of the Mental Health and Comprehensive Homeless Centers. Provides follow-up on requests for information. Processes incoming mail. Screens incoming mail and electronic messages to identify what needs to be brought to the attention of the supervisor, referred to appropriate staff, rerouted to other organizations/offices, or handled personally. Routes and distributes mail to appropriate individuals. Opens and reads mail that is undesignated and determines proper routing by subject matter. Delivers mail to other offices. Reviews outgoing correspondence for procedural and grammatical accuracy, conformance with administrative requirements, and factual correctness. Advises the writer of any deviations or inadequacies. Performs other clerical and administrative work in support of the HCHV Programs. Establishes, updates, and maintains office records of various @types that may be needed or will assist in the efficient operation of the office. Provides advice and guidance on clerical and procedural requirements and instructions to staff members assigned to the Program. Reviews and updates office procedures to ensure effective and efficient operations regarding the clerical, procedural, and administrative work. Uses varied functions of multiple office automation software to produce a wide range of documents, formats, etc. Specific assignments require a varying number and sequence of steps and use of different functions from one assignment to another. Uses word processing software to create, copy, edit, store, retrieve, and print forms, memos, and letters and lengthy reports; uses existing database or spreadsheet software to create, enter, revise, sort or calculate, and retrieve data for reports; and uses graphics software to provide graphs and charts for reports and presentations. Assists in developing look and format of reports and in identifying and solving problems in existing methods or procedures. Assists in developing training aids for use by office members and providing them with hands-on training. May create elementary macros to simplify and expedite assignments and provide instructions on their use to others in the office. Performs simple troubleshooting of system and/or software problems encountered by the staff. Transmits and receives documents and messages electronically using personal computers or workstations that are networked or linked to other computers or workstations. Uses automated software packages to enter and track new and completed Release of Information request forms from all veterans that are program specific. Copies medical records for release to partnering or contracted agencies. Work Schedule: Monday-Friday, 8:00am-4:30pm Telework: Not Authorized Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant (Office Automation)/PD08477A 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 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. Physical Requirements: The work required does not inherently include any physical requirements essential for successful job performance that could not otherwise be performed with accommodation or workplace adjustment. A pre-placement physical examination is not required. 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, 03/17/2026. You may qualify based on your experience and/or education as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-4 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Preparing a wide variety of recurring and nonrecurring correspondence, reports, and other related materials; Review and process incoming and outgoing correspondence, regulations, and directives; Reviews and finalizes correspondence/documents to final draft; Proficient in various office automation software and processing procedures; Receive telephone calls, greet visitors, determine nature of call or visit; Provides customer service to meet the needs of customers constructively and appropriately.. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have four years above high school. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond high school . 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 A transcript must be submitted with your application if you are basing all or part of your qualifications on 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/. NOTE: If your school has changed names, or is no longer in existence, you must provide this information in your application. NOTE: If your school was accredited at the time of graduation but is no longer listed on the website, you must provide documentation of accreditation with your application packet. 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/.
