Program Support Assistant

Summary

The Program Support Assistant serves as the primary office manager to the Veterans Service Center (VSC) Public Contact Team (PCT) and provides administrative assistance/support to the staff. Prepares correspondence for the PCT and VSC. Monitors congressional correspondence tracking system, gather reports, reviews for accuracy and close out completed congressional correspondence. Schedules appointments, coordinates meetings, and/or schedules conferences.

This job is open to

• Internal to an agency
  
  Current federal employees of this agency.
• Career transition (CTAP, ICTAP, RPL)
  
  Federal employees who meet the definition of a "surplus" or "displaced" employee.

Clarification from the agency

"This vacancy announcement is open ONLY to current, permanent Veterans Benefits Administration (VBA) OR Department of Veterans Affairs (VA) employees and current/former VA employees who are CTAP eligible."

Duties

Major Duties:

• The Program Support Assistant serves as the primary office manager to the Veterans Service Center (VSC) Public Contact Team (PCT) and provides administrative assistance/support to the staff.
• Prepares correspondence for the PCT and VSC.
• Monitors congressional correspondence tracking system, gather reports, review for accuracy and close out completed congressional correspondence.
• Schedules appointments, coordinates meetings, and/or schedules conferences.
• Provides general calendar maintenance clerical services such as maintaining calendars and recording appointments or arranging for meeting and small conference administrative details.
• Independently schedules supervisor/staff member time based on a knowledge of preferences and current commitments.
• Maintains the appointment calendar, schedules appointments, reminds supervisor/staff members of the subject matter prior to the meeting, and makes administrative arrangements as required.
• Attends meetings, prepares meeting minutes, and follows up on action items with appropriate staff members independently.
• Receives all correspondence for the Public Contact Team.
• Replies to mail not requiring the Veteran Service Center Managers attention, routes matters requiring action by management, and follows up to ensure that actions are completed.
• Screens all correspondence prepared for the Veterans Service Center Manager signature for clarity, completeness of reply, and grammatical and procedural correctness.
• Returns inadequate submissions for re-work.
• Uses knowledge, experience, and judgment to coordinate new procedures as directives and requirements change.
• Works closely with senior managers in studying and reviewing administrative activities to improve efficiency and effectiveness.
• Maintains files of all correspondence from the Veteran Service Center Manager and staff.
• Maintains central reference library, by filing materials received, updating circulars, preparing new reference materials and obtaining regulatory and legal documents as required.
• Maintains Travel, Timekeeping and Obligations and serves as the PCT's timekeeper.
• Works with primary timekeeper to ensure that timecards are posted accurately and in a timely manner.
• Gathers and reviews for the PCT's overtime balance for accuracy and completes projected overtime balances.
• Serves as the VSC's alternate travel coordinator. Arranges schedules of visits, assures travel and hotel reservations, and prepares travel vouchers and reports from travel diaries. Maintains balances on obligations.
• Assists staff members in the resolution of problems associated with travel authorities, arrangements, expenditures, reimbursements, documentation, etc.
• Maintains current data concerned with travel regulations, per diem rates by city/area, travel agency information, recommended hotels, etc. This information is used as reference materials and to calculate travel estimates upon requests.
• Performs Office Automation
• Screens all calls and visitors, answering most questions and completing most business involving established policies or routine matters without referring clients or employees to Management and the Office of the Director.
• Involves with high-level contacts with visitors and callers from such organizations as congressional offices, state, and local officials, high-ranking officials in the field, public action groups, and attorneys.
• Utilizes desktop and lap top computers, commercial software and Veterans Benefits Administration specific software programs and procedures, types a variety of information for the VSCM or office staff. This information includes correspondence, reports, letters, transmittals, personnel actions, budget items, and other similar documents.
• Assists in the development of short- and long-term budget submissions which includes equipment acquisition, in addition to managing normal funding requirements for the office.
• Obtains information required on a recurring basis for the Regional Office operation from electronic bulletin boards, Internet sources, e-mail, and other similar sources.
• Compiles necessary data and prepares special and recurring reports. Ensures compliance with Privacy Act and Freedom of Information Act provisions.

Performs other related duties as assigned.

Work Schedule: Monday through Friday 07:00 am - 03:30 pm PST

Compressed/Flexible: Not available

Telework: Yes - as determined by the agency policy

Virtual: This is not a virtual position

Position Description Title/PD#: Program Support Assistant/PD#:41163-0

Relocation/Recruitment Incentives: Not available

Financial Disclosure Report: Not required

Requirements

Conditions of Employment

• You must be a U.S. Citizen to apply for this job
• Designated and/or random drug testing may be required
• Selective Service Registration is required for males born after 12/31/1959
• You may be required to serve a probationary period
• Subject to background/security investigation
• Selected applicants will be required to complete an online onboarding process
• If you receive a conditional offer of employment you will be required to complete an OF-306, Declaration for Federal Employment.
• A complete application packet must be received including resume or other supporting documentation.
• All federal employee are required to have federal salary payments made by direct deposit to a financial institution of their choosing.

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/28/2024.

Time-In-Grade Requirement: Applicants who are current Federal employees and have held a GS grade any time in the past 52 weeks must also meet time-in-grade requirements by the closing date of this announcement. For a GS-07 position you must have served 52 weeks at the GS-06. The grade may have been in any occupation, but must have been held in the Federal service. An SF-50 that shows your time-in-grade eligibility must be submitted with your application materials. Note: Time-In-Grade requirements also apply to former Federal employees applying for reinstatement as well as current employees applying for Veterans Employment Opportunities Act of 1998 (VEOA) appointment. 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 grades GS-06 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Specialized experience: is defined as experience in a human services environment or general office administrations performing the following duties: alpha-numeric filing; completing telephone outreach; responding to telephone and written inquiries and scheduling appointments.

Screen-Out Element: Your qualifications will first be evaluated against the prescribed screen out element, which usually appears as question 1 in the on-line questionnaire. Those applicants who appear to possess at least the minimal acceptable qualification requirement are considered for further rating; those who do not are rated ineligible and are eliminated.

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/Working Conditions: Sedentary work involves lifting no more than 10 pounds at a time and occasionally lifting or carrying articles like docket files, ledgers, and small tools. Although a sedentary job is defined as one which involves sitting, a certain amount of walking and standing is often necessary in carrying out job duties.

For more information on these qualification standards, please visit the United States Office of Personnel Management's website at http://://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/.edule-qualification-standards/.

Education

There is no educational substitutional for the GS-07 level.

Additional information

VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process.

The Career Transition Assistance Plan (CTAP) provide eligible displaced Federal/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 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/.

Placement Policy: The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion. The position may be filled by reassignment, change to lower grade, transfer, appointment, or reinstatement. Management may use any one or any combination of these methods to fill the position.

It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.This job opportunity announcement may be used to fill additional vacancies.

Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.

Financial disclosure not required.

For more information on the "Who may apply" eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document.

If you are unable to apply online or need to fax a document you do not have in electronic form, view the following link for information regarding an Alternate Application.

• Benefits
  
  A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.
  
  Review our benefits
  
  Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.

How You Will Be Evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE.

To apply for this position, you must provide a complete Application Package including the documents detailed below. Your resume and supporting documentation will be verified. Failure to submit the documents as specified may result in lack of consideration for this job announcement.

Narrative responses are not required at this time. If you are referred for consideration, you may be asked to submit additional job related information, which may include, but not limited to; responses to the knowledge, skills and abilities; completion of a work sample, and/or contact for an interview. Your resume and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect your rating or consideration for employment.

You will be evaluated on the following Rating Factors listed below:

Rating Factors:

1. Technology Application: Uses machines, tools, instruments, or equipment effectively; uses computers and computer applications to analyze and communicate information in the appropriate format.
2. Customer Service: Works with clients and customers (that is, any individuals who use or receive the services or products that your work unit produces, including the general public, individuals who work in the agency, other agencies, or organizations outside the Government) to assess their needs, provide information or assistance, resolve their problems, or satisfy their expectations; knows about available products and services; is committed to providing quality products and services
3. Standards: Knowledge of standards that either are compliant with or derived from established standards or guidelines.
4. Reasoning: Identifies rules, principles, or relationships that explain facts, data, or other information; analyzes information and makes correct inferences or draws accurate conclusions.

• Benefits
  
  A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.
  
  Review our benefits
  
  Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.
• Required Documents
  
  As a new or existing federal employee, you and your family may have access to a range of benefits. Your benefits depend on the type of position you have - whether you're a permanent, part-time, temporary or an intermittent employee. You may be eligible for the following benefits, however, check with your agency to make sure you're eligible under their policies.
  
  To apply for this position, you must provide a complete Application Package with required documents as listed below:
  
  Resume: detailing specialized experience and competencies as they relate to this position.
  
  • • For each position in your resume, you must specify the start and end dates (month/year) and a description of duties. If the position was Federal, you should also indicate the grade level. Resumes containing a general summary of all positions held, not specifying start/end dates, and/or not including documentation supporting Federal grade level(s) are insufficient to determine basic qualifications.
  • Your most recent NON-AWARD SF-50. The SF-50 must indicate proof of status and should identify your position title, series, grade, step, salary, tenure, and type of service (Competitive or Excepted).
  • Your SF-50 reflecting when you entered your highest grade (e.g., Promotion, Appointment, etc.) in order to verify time-in-grade requirements.
  • Additional Documents Accepted:
    
    • Most recent Performance Appraisal (VA Form 0750)
    • Award SF-50s
    • Documentation to be considered under non-competitive eligibility (if applicable) such as a member- 4 DD-214, civil service preference letter, or Schedule A letter. [if offering applicants to bypass TIG]
    • CTAP documentation - RIF notice, SF-50 showing VA employee, and performance appraisal.
  
  Please use this checklist to make sure you have included all documents required for your application. You will not be contacted for additional information.
  
  Veterans' Preference: When applying for Federal Jobs, eligible Veterans should claim preference for 5pt (TP), 10pt (CP/CPS/XP), or for Sole Survivor Preference (SSP) in the questionnaire. You must provide a legible copy of your DD214(s) which shows dates and character of service (honorable, general, etc.). If you are currently serving on active duty and expect to be released or discharged within 120 days you must submit documentation related to your active duty service which reflects the dates of service, character of service (honorable, general, etc.), and dates of impending separation. Additionally, disabled veterans and others eligible for 10-point preference (such as widows or mothers of eligible Veterans) must also submit an SF-15 "Application for 10 Point Veteran Preference" with required proof as stated on the form.
  
  Documentation is required to award preference. For more information on Veterans' Preference, please visit http://www.fedshirevets.gov/job/vetpref/index.aspx.
  
  
  If you are relying on your education to meet qualification requirements:
  
  Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from
  schools accredited by accrediting institutions recognized by the U.S. Department of Education.
  
  Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.
• How to Apply
  
  All applicants are encouraged to apply online. To apply for this position, you must complete the questionnaire and submit the documentation specified in the Required Documents section below. The complete application package must be submitted by 11:59 PM (ET) on 10/28/2024 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/12579756.
  
  1. To begin, click Apply Online to create a USA JOBS account or log in to your existing account. Follow the prompts to select your USA JOBS resume and/or other supporting documents and complete the occupational questionnaire.
  2. Click Submit My Answers to submit your application package.
  
  NOTE: It is your responsibility to ensure your responses and appropriate documentation is submitted prior to the closing date.
  
  To verify your application is complete, log into your USA JOBS account, https://my.usajobs.gov/Account/Login, select the Application Status link and then select the more information link for this position. The Application page will display the status of your application, the documentation received and processed, and any correspondence the agency has sent related to this application. Your uploaded documents may take several hours to clear the virus scan process. To return to an incomplete application, log into your USA JOBS account and click Update Application in the vacancy announcement. You must re-select your resume and/or other documents from your USA JOBS account or your application will be incomplete.
  
  Agency contact information
  
  Megan Berner
  
  Phone
  
  515-323-7575 X3245
  
  Fax
  515-362-7358
  Email
  
  megan.berner@va.gov
  
  Address
  
  Los Angeles Regional Benefit Office
  
  Federal Building, 11000 Wilshire Boulevard
  
  Los Angeles, CA 90024
  
  US
  
  Next steps
  
  Once your online application is submitted you will receive a confirmation notification by email. After we receive application packages (including all required documents) and the vacancy announcement closes, we will review applications to ensure qualification and eligibility requirements are met. After the review is complete, a referral certificate(s) is issued and applicants will be notified of their status by email. Referred applicants will be notified as such and may be contacted directly by the hiring office for an interview. All referred applicants receive a final notification once a selection decision has been made.
  
  You may check the status of your application at any time by logging into your USA Jobs account and clicking on Applications. Information regarding your application status can be found in the USAJobs Help Center.
  
  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 (TJO). Please visit the Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP), https://www.va.gov/EMPLOYEE/docs/The-Fair-Chance-to-Compete-Act.pdf.
• Fair and Transparent
  
  The Federal hiring process is set up to be fair and transparent. Please read the following guidance.
  
  
  • Criminal history inquiries
  • Equal Employment Opportunity (EEO) Policy
  • Financial suitability
  • New employee probationary period
  • Privacy Act
  • Reasonable accommodation policy
  • Selective Service
  • Signature and false statements
  • Social security number request

Required Documents

To apply for this position, you must provide a complete Application Package with required documents as listed below:

Resume: detailing specialized experience and competencies as they relate to this position.

• • For each position in your resume, you must specify the start and end dates (month/year) and a description of duties. If the position was Federal, you should also indicate the grade level. Resumes containing a general summary of all positions held, not specifying start/end dates, and/or not including documentation supporting Federal grade level(s) are insufficient to determine basic qualifications.
• Your most recent NON-AWARD SF-50. The SF-50 must indicate proof of status and should identify your position title, series, grade, step, salary, tenure, and type of service (Competitive or Excepted).
• Your SF-50 reflecting when you entered your highest grade (e.g., Promotion, Appointment, etc.) in order to verify time-in-grade requirements.
• Additional Documents Accepted:
  
  • Most recent Performance Appraisal (VA Form 0750)
  • Award SF-50s
  • Documentation to be considered under non-competitive eligibility (if applicable) such as a member- 4 DD-214, civil service preference letter, or Schedule A letter. [if offering applicants to bypass TIG]
  • CTAP documentation - RIF notice, SF-50 showing VA employee, and performance appraisal.

Please use this checklist to make sure you have included all documents required for your application. You will not be contacted for additional information.

Veterans' Preference: When applying for Federal Jobs, eligible Veterans should claim preference for 5pt (TP), 10pt (CP/CPS/XP), or for Sole Survivor Preference (SSP) in the questionnaire. You must provide a legible copy of your DD214(s) which shows dates and character of service (honorable, general, etc.). If you are currently serving on active duty and expect to be released or discharged within 120 days you must submit documentation related to your active duty service which reflects the dates of service, character of service (honorable, general, etc.), and dates of impending separation. Additionally, disabled veterans and others eligible for 10-point preference (such as widows or mothers of eligible Veterans) must also submit an SF-15 "Application for 10 Point Veteran Preference" with required proof as stated on the form.

Documentation is required to award preference. For more information on Veterans' Preference, please visit http://www.fedshirevets.gov/job/vetpref/index.aspx.


If you are relying on your education to meet qualification requirements:

Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from
schools accredited by accrediting institutions recognized by the U.S. Department of Education.

Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.

How to Apply

All applicants are encouraged to apply online. To apply for this position, you must complete the questionnaire and submit the documentation specified in the Required Documents section below. The complete application package must be submitted by 11:59 PM (ET) on 10/28/2024 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/12579756.

1. To begin, click Apply Online to create a USA JOBS account or log in to your existing account. Follow the prompts to select your USA JOBS resume and/or other supporting documents and complete the occupational questionnaire.
2. Click Submit My Answers to submit your application package.

NOTE: It is your responsibility to ensure your responses and appropriate documentation is submitted prior to the closing date.

To verify your application is complete, log into your USA JOBS account, https://my.usajobs.gov/Account/Login, select the Application Status link and then select the more information link for this position. The Application page will display the status of your application, the documentation received and processed, and any correspondence the agency has sent related to this application. Your uploaded documents may take several hours to clear the virus scan process. To return to an incomplete application, log into your USA JOBS account and click Update Application in the vacancy announcement. You must re-select your resume and/or other documents from your USA JOBS account or your application will be incomplete.

Agency contact information

Megan Berner

Phone

515-323-7575 X3245

Fax
515-362-7358
Email

megan.berner@va.gov

Address

Los Angeles Regional Benefit Office

Federal Building, 11000 Wilshire Boulevard

Los Angeles, CA 90024

US

Next steps

Once your online application is submitted you will receive a confirmation notification by email. After we receive application packages (including all required documents) and the vacancy announcement closes, we will review applications to ensure qualification and eligibility requirements are met. After the review is complete, a referral certificate(s) is issued and applicants will be notified of their status by email. Referred applicants will be notified as such and may be contacted directly by the hiring office for an interview. All referred applicants receive a final notification once a selection decision has been made.

You may check the status of your application at any time by logging into your USA Jobs account and clicking on Applications. Information regarding your application status can be found in the USAJobs Help Center.

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 (TJO). Please visit the Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP), https://www.va.gov/EMPLOYEE/docs/The-Fair-Chance-to-Compete-Act.pdf.

Fair & Transparent

The Federal hiring process is set up to be fair and transparent. Please read the following guidance.

• Criminal history inquiries
• Equal Employment Opportunity (EEO) Policy
• Financial suitability
• New employee probationary period
• Privacy Act
• Reasonable accommodation policy
• Selective Service
• Signature and false statements
• Social security number request