Job Details

Program Support Assistant

This position is located at the Department of Veterans Affairs (VA), Veterans Health Administration (VHA), VA Medical Center, in the Nutrition and Food Services Department (N&FS) as a Program Support Assistant to the Associate Chief (Clinical Nutrition), Nutrition & Food Service. The primary purpose of this position is to provide a wide variety of administrative, clerical, and technical support to Nutrition and Food Service.

Responsibilities include but are not limited to:

• Receiving requests for information, advising when the information can be furnished, and providing it personally from files and records or following up with staff to see that it is provided.
• Performing work involving the collection, compilation, and/or tracking of data and statistical information in support of the NFS program operation.
• Serving as official timekeeper for the site and maintaining service record cards for all employees.
• Assurance that the information is kept up to date and notifying supervisors when leave limits are exceeded.
• Posting employee/contracted personnel time and attendance on a daily basis utilizing VA computerized timekeeping software.
• Processing corrected timecards when necessary and developing programs for monitoring employee time and attendance.
• Maintaining appropriate and timely timekeeping mandatory training and tracking daily attendance, overtime, and unscheduled hours per employee.
• Monitoring and tracking FMLA usage and notifying supervisor when usage exceeds what is approved.
• Reviewing documents and reports for completeness and entering pertinent information into an automated tracking system or creating spreadsheets/databases to track them.
• Preparing a wide variety of recurring and nonrecurring correspondence, reports, and other documents.
• Establishing, updating, and maintaining office files and records and keeping meeting minutes, agendas, and reports.
• Performing database file searches and preparing, executing, and/or tracking program specific information.
• Performing office automation duties using software applications such as word processing, spreadsheet, electronic mail, desktop publishing, calendar, database, and/or graphics.
• Knowledge of standard office equipment, such as computers, copiers, fax machines, and office automation systems to perform a substantial range of office automation support.
• A fully qualified typist is required.
• Uses word processing software to execute several office automation functions such as storing and retrieving electronic documents and files; activating printers; inserting and deleting text; formatting letters, reports, and memoranda; and transmitting and receiving emails.
• Serves as the primary ADPAC and TMS Administrator for NFS.
• Assures NFS employees are up-to-date and have met all mandatory training.
• Orients and trains all NFS employees on computer use.
• Acts as a liaison between OI&T, and other services such as Employee Education Services.
• Serves as service resource person to troubleshoot computer hardware problems, resolve software problems, and work with OI&T to upgrade computer functions.
• Prepares and submits documentation for training and travel episodes.
• Serves as back-up purchase cardholder and Budget Technician.
• Comprehensive knowledge of the Nutrition and Food Service rules, procedures, and operations applicable to clerical assignments to receive telephone calls, greet visitors and personally answer substantive nontechnical requests for information; provide information gathered from files or other records to prepare correspondence, reports, and other documents; establish and maintain program files/records; and review and process the program mail.
• Knowledge of grammar, spelling, capitalization, punctuation, and commonly used specialized terminology to prepare material correctly.

Assignments are given with information on general administrative changes, deadlines, and priorities. For work that has not previously been automated, the supervisor defines overall objectives. Employee uses judgment in locating and selecting the most appropriate guidelines, references, and procedures for application and in making minor deviations to adapt the guidelines to specific cases. Employee determines which of several established alternatives to use. Situations to which the existing guidelines cannot be applied or significant proposed deviations from the guidelines are referred to the supervisor.

Work Schedule: M-F specific timeframe is negotiable

Requirements

Conditions of Employment

You must be a U.S. Citizen to apply for this 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.

Effective May 7, 2025, driver's licenses or state-issued identification 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 or 2-year trial period during which we will evaluate your fitness and whether 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, 03/16/2026.

MINIMUM QUALIFICATIONS GS-06: Do you possess at least one (1) full year of specialized experience that equipped you with the knowledge, skills, and abilities to successfully perform the duties the Program Support Assistant that is typically in or related to the position to be filled. To be creditable, specialized experience must have been equivalent to at least the next lower grade level (GS-5) in the Federal service. Specialized experience includes experience where you were responsible for providing administrative support; collecting, compiling and tracking data and information; processing documents and reports; establishing, updating and maintaining office files and records; performing automation duties using such software applications such as word processing, spreadsheet, electronic mail, desktop publishing, calendar, database and/or graphics; and providing information and customer service. Typing Requirement. Must possess the ability to type at least 40 words per minute.

Preferred experience: Outpatient scheduling using ISS, Timekeeping using VATAS, Sending VVC links, Utilizing Secure Messaging.

You will be rated on the following Competencies for this position:

• Communication
• Computer Skills
• Interpersonal Skills
• Manages and Organizes Information

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.

Note: A full year of work is considered to be 35-40 hours of work per week. Part-time experience will be credited on the basis of time actually spent in appropriate activities. Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment.

Physical Requirements: The work area is usually an adequately lighted, heated and ventilated office of medical facility setting. The work environment involves everyday risks or discomforts that require normal safety precautions. The sedentary and may require some walking, standing, bending, carrying and/or lifting of light items like papers or books. The work requires light to moderate levels/times performing keyboarding to prepare correspondence.

For more information on these qualification standards, please visit the United States Office of Personnel Management's website at .

Education

There is no educational substitution at this grade level.

Additional Information

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. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. 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.