Program Assistant (Analysis/OA)

Full Job Description

This position is located at the VA San Diego Healthcare System in the Nursing Service.

The primary purpose of the position is to provide time keeping and supply and equipment ordering for Nursing Service, which is comprised of over 1,000 employees both clinical and administrative.

The employee will be part of the Nursing Service administrative team providing general administrative support to the entire service and serve as a backup to other nursing service administrative staff.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 04/20/2026.

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-6 position you must have served 52 weeks at the GS-5; for a GS-7 position you must have served 52 weeks at the GS-6.

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 announcement.

In 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.

You may qualify based on your experience as described below: GS-6 Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade, GS-5, in the normal line of progression for the occupation in the organization.

Examples of specialized experience would typically include, but are not limited to: office administration, developing administrative processes, scheduling meetings, document preparation, data tracking and management, running reports, creating spreadsheets, analyzing data, and research.

GS-7 Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade, GS-6, in the normal line of progression for the occupation in the organization.

Examples of specialized experience would typically include, but are not limited to: office administration, developing administrative processes, scheduling meetings, document preparation, data tracking and management, running reports, creating spreadsheets, analyzing data, research, budget and fiscal management, payroll operations, timekeeping, procurement, office management, and preparation and maintenance of periodic and special reports.

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

Major Duties:

The incumbent provides administrative support to Nursing Service.

This includes but is not limited to running reports, creating spreadsheets, analyzing data, tracking data, developing administrative processes, scheduling meetings, monitoring Nursing Service FCPs, ensuring accurate accounting and appropriate budget management, providing reports and analysis, overseeing procurement including purchase of nursing service equipment, office supplies and service memberships, maintaining approximately 100 timecards and tracking service extended leave packets.

Duties include, but are not limited to: Prepares monthly managerial reports including status of funds reports, overtime, timekeeping exceptions, leave balances and workload evaluation reports such as staffing, productivity, spending reports, and other cost control reports.

Provides coverage for Nursing Service administrative staff during times of absences and staffing shortages.

Analyzes accounting transactions including the verification of the accuracy and completeness of the accounting data ensuring compliance with VA's accounting regulations.

Receives and analyzes various types of documents to determine propriety, validity, budget, expenditure limitation, completeness and correctness of account data.

Prepares all necessary documents for transfer of funds, supplemental budget requests and status of funds reports. Reconciles purchase card charges within the established time limits.

Resolves disputes of unknown or incorrect charges also within the established time limits.

Provides approving official with all pertinent purchase card documents for approval by the same and maintains documentation as required for 6 years and 3 months.

Prepares all requisitions using the appropriate purchasing method (Prime Vendor, open purchase, contract) and payment method (purchase order or credit card).

Maintains the current vendor file to ensure vendor information is accurate and complete so that vendors may be paid promptly under the Financial Resources Management Service (FRMS) system.

Complies with Federal and VA Acquisition Regulation and policies, as well as local procedures, including but not limited to the following: socioeconomic goals, mandatory sources, Central Contractor Registration (CCR), Federal Procurement Data Systems (FPDS, Item master File, Vendor File, and Unauthorized Commitment and Delinquent Obligation.

Maintains all records such as schedules, leave slips, overtime authorization, sick and annual leave usage, and reports related to timekeeping activities including attendance records.

Ensures time and attendance sheets and timecards are consistent and investigates and corrects inconsistencies.

Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met.

Selection at a lower grade level does not guarantee promotion to the full performance level. Work Schedule: Monday-Friday, 7:30am-4:00pm Virtual: This is not a virtual position.

Position Description/PD#: Program Assistant (Analysis/OA)/PD13256A Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized