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U.S. Department of Veterans Affairs · 2 hours ago

Program Support Assistant

Portland, ME

Full-time

Onsite

Entry Level

1+ years exp

U.S. Department of Veterans Affairs is seeking a Program Support Assistant to provide a wide range of staff assistance to the Vet Center Director and other office staff members. The role involves administrative duties, program support, and maintaining a welcoming environment for visitors.

GovernmentMedicalNational SecurityPublic Safety

Comp. & Benefits

Responsibilities

The work of the positions requires the incumbent to be proficient in the use of various Microsoft Office Suite Programs to include but is not limited to: Word, Power Point, Excel and Outlook

These programs are used for creating correspondence, presentations, spreadsheets, develop tracking systems and to communicate with others

RCS has established databases (RCSNet) which the incumbent is responsible for updating assigned Vet Center data on a regular basis

The incumbent is responsible for using other programs or systems such as share drives, share points, Integrated Funds Control, Accounting, and Procurement (IFCAP), Invoice Payment and Processing System (IPPS), and FORCE to carry out the work of the position

All databases are to be kept current and complete, to allow for required reports to be accurate and timely

Incumbent makes suggestions for possible modifications to improve effectiveness and efficiency of database use for the field

The position requires a qualified typist/data entry

Responsible for reviewing and responding to all correspondence or inquiries the Vet Center receives via telephone, e-mail, and regular mail in a timely manner

The incumbent collaborates with Vet Center staff to aid in a complete response to the inquiry

Utilizing critical thinking skills, the incumbent is responsible for ensuring all correspondence has proper grammar, spelling, is error-free and formatting of the document is in accordance with approved RCS style guidelines

Responsible for creating, updating, and maintaining all electronic documents for Vet Center staff, and Vet Center administrative folders in shared and personal folders

Incumbent create, updates, and maintains an electronic staff folder for each employee which may include position description or functional statement, in processing forms, training certificates, licensure, and the performance appraisal, etc

Serves as primary timekeeper utilizing VA Time and Attendance System

The incumbent provides administrative support for the assigned Vet Center

Incumbent is responsible for ensuring all office equipment is in working order and, if not, works with appropriate staff to have equipment replaced or fixed in a timely manner to include placing work-orders, maintenance request and ensuring repairs are completed

Incumbent works independently establishing workload priorities off standing orders

Incumbent develops and maintains tracking systems on all assigned programs or projects

Provides support to Vet Center staff by making copies, scanning information, and faxing information as requested

Responsible for creating and maintaining the Vet Center brochures, pamphlets, hand-outs, staff business cards and other Vet Center documents which are used locally by staff under the guidance of the Vet Center Director or other staff

The creation of materials is done in compliance with RCS communication and branding guidelines

The incumbent is responsible for providing a welcoming environment and keeping the front lobby neat and orderly

Each day all tables are cleared of any trash, books/magazines are neatly arranged, furniture straightened, and refreshment/coffee area is cleaned and stocked

Any areas that appear in need of repair are fixed if possible or removed from lobby area if a safety hazard is present

Incumbent is responsible for contacting the appropriate office to get items back to working order as quickly as possible

Personally greets all visitors to the Vet Center, determines the nature of their visit, identifies Veterans arriving for appointment, confirms appointment, and contacts counselor to inform that client has arrived

The incumbent uses independent judgment and Vet Center training to determine situations which require additional professional guidance by Vet Center staff

If the client appears to be in distress, the incumbent contacts the appropriate Vet Center personnel to handle the Veteran crisis

Qualification

Microsoft Office SuiteDatabase managementCritical thinkingTyping/data entryTimekeepingCommunication skillsOrganizational skills

Required

One year of specialized experience equivalent to at least the next lower grade GS-06 in the normal line of progression for the occupation in the organization

Proficient in the use of various Microsoft Office Suite Programs including Word, Power Point, Excel, and Outlook

Responsible for updating assigned Vet Center data on a regular basis in established databases (RCSNet)

Qualified typist/data entry

Responsible for reviewing and responding to all correspondence or inquiries the Vet Center receives via telephone, e-mail, and regular mail in a timely manner

Utilizing critical thinking skills to ensure all correspondence has proper grammar, spelling, is error-free, and formatting of the document is in accordance with approved RCS style guidelines

Responsible for creating, updating, and maintaining all electronic documents for Vet Center staff and Vet Center administrative folders in shared and personal folders

Serves as primary timekeeper utilizing VA Time and Attendance System

Responsible for ensuring all office equipment is in working order and works with appropriate staff to have equipment replaced or fixed in a timely manner

Develops and maintains tracking systems on all assigned programs or projects

Responsible for creating and maintaining the Vet Center brochures, pamphlets, hand-outs, staff business cards, and other Vet Center documents

Responsible for providing a welcoming environment and keeping the front lobby neat and orderly

Greets all visitors to the Vet Center, determines the nature of their visit, identifies Veterans arriving for appointment, confirms appointment, and contacts counselor to inform that client has arrived