Program Support Assistant

Program Support Assistant

The Program Support Assistant position is to provide a wide variety of administrative, clerical, and technical support to Support Services within the Business Office/ Health Administration Service. Duties will include, but not be limited to the following:

• Support training activities by helping provide information and demonstrations on mailroom, telephone operation, reproduction functions, equipment use, and safety procedures.
• Support scheduling activities and help ensure appropriate staff coverage throughout all units and campuses.
• Provide resolution and information for minor customer and staff issues. Keep supervisor abreast of workload and service issues.
• Monitor ongoing work tasks and process LEAF requests. Assists in producing mail expenditure reports and reproduction reports for supervisor as needed.
• Monitor section working conditions and environmental factors to help maintain an overall safe workspace. Refer to supervisor for safety issues.
• Respond to a high volume of calls efficiently and promptly.
• Responds to all emergency situations that may occur, alerting the supervisor and proper Medical Center Staff and outside authorities.
• Operate and maintain the overhead paging system, which is used to notify key personnel as a notification system for fires, cardiac arrests, and psychiatric crises, and disasters.
• Interpret and relay information recorded, provide back-up call to Boston Fire Department, current alarm company, notify Medical Center Police and other key personnel.
• Sort internal and external mail for delivery and complete delivery routes in accordance with facility procedures.
• Assess and prepares outgoing mail to establish proper handling, adequate postage, and application of special services, or use of alternate carrier.
• Analyzes incoming mail for the necessity control and/or date stamping.
• Prepares outgoing mail for processing by sorting prior to mail being metered.
• Operate the Reproduction Unit and handle the routine operation and maintenance of all equipment assigned to the Unit.
• Evaluate available duplication options to choose the most cost-effective approach within guidelines provided by management.
• Maintains reproduction log and provides weekly productivity statistics.
• Maintains the reproduction supply inventory to ensure continuity of service.
• Evaluates copies to be reproduced to preclude duplications of effort and to insure clarity of finished product.
• Responsible for all aspects of reproduction services including copying, collating, and fastening all copies as requested.
• Provide coverage at other VA Boston campuses as needed.
• Knowledge of telecommunications including incoming and outgoing lines used for local, long distance, overseas calls, and to connect to other campuses.

Work Schedule: West Roxbury: 12:00a- 8:00a, 8:00a- 4:30p, 4:00p- 12:00a. (including weekends and holidays). Jamaica Plain: 7:30a- 4:00p (Monday- Friday); Full-Time, 40 hours per week.

Telework: Not Authorized.

Virtual: This is not a virtual position.

Recruitment Incentive: Not Authorized.

Permanent Change of Station (PCS): Not authorized.

Position Description Title/PD#: Program Support Assistant/PD03500A

Physical Requirements: Work is performed in an office setting; work is sedentary with some walking, standing, bending, and carrying of light items.

Preferred Experience: Customer service oriented with excellent communication skills, Attention to detail with the ability to manage multiple tasks including in high stress situations.

Notifications: This is not a Bargaining Unit position. This position is in the Competitive Service. Current and former Federal employees must submit copies of their most recent SF-50, (Notice of Personnel Action). The SF-50 must identify the position title, series, grade, step, tenure and type of service (Competitive or Excepted). In some cases, more than one SF-50 may be required to show a higher grade previously held. Award 50's do not provide sufficient information and will not be accepted. This position is being filled using Direct-Hire Authority (5 CFR 337.201) for this occupation. Veterans preference does not apply to this announcement. Veterans are encouraged to apply. Interchange Agreements with Other Merit System: Employees who occupy medical or medical-related positions and were appointed under 38 U.S.C. 4701(1) or (3) [formerly 38 U.S.C. 4104 (1) and (3)] must be serving in a full-time position without time limit and have served continuously for at least one year in this other merit system to be eligible to convert to the Title 5 System. Some exceptions to this rule may apply if you have previously acquired tenure under a Title 5 appointment.