Program Support Assistant

Program Support Assistant

Major Duties:

• Receives requests for information, advises when the information can be furnished, and provides it personally from files and records or follows up with staff to see that it is provided.
• Performs work involving collection, compilation, and/or tracking of data and statistical information in support of the NFS program operation. Organizes data into Access databases or spreadsheet formats. Receives and processes documents and reports in accordance with established procedures. Reviews documents and reports for completeness and enters pertinent information into an automated tracking system or creates spreadsheets/databases to track them.
• Prepares a wide variety of recurring and nonrecurring correspondence, reports, and other documents. Establishes, updates, and maintains office files and records. Keeps/types meeting minutes, agendas and reports. Collects, assembles and compiles data for recurring, special, and one-time administrative and/or medical records/files in accordance with regulations and procedures. Establishes suspense dates as directed by the supervisor and brings to supervisor's attention those that require prompt attention to those that cannot be met by requested dates.
• Performs database file searches. Prepares, executes, and/or tracks program specific information. Performs office automation duties using such software applications such as word processing, spreadsheet, electronic mail, desktop publishing, calendar, database, and/or graphics. Assists other users regarding selection of applications, training on a variety of standard application packages, and selection of appropriate formats and procedures each task. 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. Uses spreadsheet software to develop and change spreadsheets in order to graphically display data.
• Receives, schedules, refers, and contacts members of the staff, agency, and persons outside the agency ranging from other government agencies to the general public. Provides clerical contact support such as answering the telephone, referring visitors, or providing information about the office, its functions, and standard operating procedures, and similar information.
• Schedules appointments, coordinates meetings, and/or arranges conferences. Must follow through on administrative details. Maintains the appointment calendar, schedules appointments, reminds supervisor/staff members of the subject matter prior to meetings, and makes administrative arrangements as required.
• Serves as official timekeeper for the site and maintains service record cards for all employees. Assures that the information is kept up to date. Notifies supervisors when leave limits are exceeded. Posts employee/contracted personnel time and attendance on a daily basis utilizing VA computerized timekeeping software. Processes corrected timecards when necessary. Develops programs for monitoring employee time and attendance. Maintains appropriate and timely timekeeping mandatory training. Tracks daily attendance, overtime and unscheduled hours per employee. Posts timecard exceptions in a timely manner. Monitors and tracks FMLA usage and notifies supervisor when usage exceeds what is approved.
• Performs all other duties as assigned.

Work Schedule: Monday - Friday, 7:00am - 3:30pm

Virtual: This is not a virtual position.

Position Description/PD#: Program Support Assistant/ PD99930S

Relocation/Recruitment Incentives: Not Authorized

Critical Skills Incentive (CSI): Not Approved

Permanent Change of Station (PCS): Not Authorized