Program Support Assistant (Office Automation)

Duties may include but are not limited to:

1. (5%) Outreach and Teaching - The incumbent is responsible for scheduling preparing materials and assisting with employee engagement and Veteran appreciation activities organized by the outpatient clinics. This includes serving as the point of contact for multiple community stakeholders to include Veteran support organizations workforce solutions and other local agencies supporting these events. The incumbent will be responsible for coordinating presentations from the Clinic leadership to new employees. Incumbent must demonstrate tactfulness diplomacy and politeness to all individuals seeking assistance or information.

2. (30%) Clinic Correspondence - The incumbent will be responsible for incoming and outgoing materials such as correspondence reports memoranda suspense congressional requests guidelines report of contacts request for supplies performance appraisals performance standards and other forms of written communications.

3. (30%) Program Data Management- The incumbent is responsible for assisting the Clinic Leadership in fulfilling national and local requirements to include tracking patient and stakeholder data data gathering needed for recurring and non-recurring statistical reports and program audits. The incumbent is also responsible for properly recording and tracking performance measure data for the clinic utilization to include accessing and compiling data from VSSC and other data cubes as appropriate.

4. (5%) Dispatcher- The incumbent will monitor of all required equipment will be kept and tracked on an inventory as appropriate. Receives all incoming mail for the clinic. Screens reviews and dispatches mail to clinical staff and determine priorities and proper routing within the service ensuring the AO CMO and NM are advised of all matters requiring their attention. Serves as Liaison with Facility Management and employees for all maintenance problems such as heating air conditioning faulty plumbing and lighting located within the clinic. Enters work orders for maintenance issues as items are identified.

5. (5%) Clinic Computer Formats - The incumbent in collaboration with HAS staff is responsible for the development and implementation of new clinic computer formats as needed by staff trainees and coordinates such clinics. The incumbent is responsible for initiating EPAS requests for all new staff arriving at perspective clinic and work in collaboration with services to ensure proper menus and keys are issued based on occupations.

6. (10%) Record Keeping - The incumbent maintains accurate and current records as needed per VHA/VCB requirements. The incumbent is responsible for ensuring that all electronic database and all other records are maintained in a suitable and complete fashion. The incumbent will follow all procedures consistent with meeting JCAHO OIG and/or other applicable standards in force at the time. Establishes maintains and dispositions administrative files. Maintains the filing system which includes correspondence reports personnel and training records project files publications and directive material.

7. (10%) The incumbent attends and takes minutes for various meetings chaired or organized by the CMO AO and NM. The incumbent also assists with maintenance of the Outpatient Clinic SharePoint sites service line folders and program materials needed for Veteran distribution and all activities.

8. (5%) The incumbent maintains all materials administrative and publication files to include the most current copies of VATVCBHCS and VHA Policies and Procedures; the incumbent assists staff members when they in need of locating specific policies.


Work Schedule: 8:00 am - 4:30 pm (Monday through Friday)
Telework: This position may be authorized for Ad-Hoc telework. Telework eligibility will be discussed during the interview process. This is an onsite position. Ad-hoc Telework may be offered when deemed necessary by the department. (Employees who telework on an occasional episodic or short-term basis must complete required telework training and a telework agreement.)
Virtual: This is not a virtual position.
Position Description/PD#: Program Support Assistant (Office Automation)/PD00383A
Relocation/Recruitment Incentives: Not Authorized
Permanent Change of Station (PCS): Not Authorized

• 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 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
• 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 ( Effective May 7 2025 drivers 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)

• 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.

To qualify for this position applicants must meet all requirements by the closing date of this announcement 08/27/2026.

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- 06 position you must have served 52 weeks at the GS- 05. 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. If the most recent SF-50 has an effective date within the past year it may not clearly demonstrate you possess one-year time-in-grade as required by the this instance you must provide an additional SF-50 that clearly demonstrates one-year time-in-grade. 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.

Proficiency Requirements: In addition to meeting experience or education requirements applicants for these positions must show possession of the following skills as appropriate. Applicants may meet these requirements by passing the appropriate performance test presenting a certificate of proficiency from a school or other organization authorized to issue such certificates by the Office of Personnel Management local office or by self-certifying their proficiency. Performance test results and certificates of proficiency are acceptable for 3 years. Agencies may verify proficiency skills of self-certified applicants by administering the appropriate performance test.
40 words per minute typing speed.

• 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: Knowledge of medical terminology and usages spelling grammar and composition. Ability to perform plan and organize work. Skill in use of Microsoft Work Outlook and Excel programs Scheduling; Statistical and analytical processes and deductive reasoning to conduct problem and trend identification and resolution. Skill in applying basic data gathering methods such as standard interviewing or surveying techniques to collect various types of factual information. OR
• Education: Graduate education may be credited in those few instances where the graduate education is directly related to the work of the position. OR
• Combination: Equivalent combinations of education and experience are qualifying for this grade level and position for which both education and experience are acceptable. Equivalent combinations of successfully completed post-high school education and experience may be used to meet total experience requirements at this grade level GS- 06.

1. Demonstrated experience providing administrative or secretarial support in a healthcare or outpatient clinic setting.
2. Proficiency using Microsoft Office Suite (Word Excel Outlook PowerPoint) for scheduling correspondence and document creation.
3. Experience working with Electronic Health Records (EHR) systems (such as CPRS Vista Epic or similar).
4. Knowledge of medical terminology relevant to outpatient/clinic environments.
5. Strong customer service skills including experience interacting with patients visitors and multidisciplinary medical staff.
6. Proven ability to maintain confidentiality of protected health information (PHI) in accordance with HIPAA and VA regulations.
7. Experience managing multiple phone lines scheduling appointments and maintaining patient records with attention to detail.
8. Familiarity with VA systems or previous VA experience is highly desirable.
9. Ability to prioritize workload meet deadlines and manage frequent interruptions in a fast-paced clinic environment.
10. Excellent oral and written communication skills.