Program Support Assistant

Full Job Description

This position functions as Program Support Assistant to the staff who work in the Environmental Management Service (EMS), which is a multifaceted organization that includes responsibilities for maintenance and repair, utility operations, environmental sanitation, pest control, linen distribution, safety and occupational health, construction, space planning, and other related duties at the James J Peters VA Medical Center.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 02/18/2026.

You may qualify based on your experience as described below: 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: Experience in an administrative, clerical role in an office and/or hospital, clinic setting.

Knowledge of time keeping procedures or comprehensive experience as a timekeeper managing timecards and running reports in a timekeeping system.

Experience in working with office and computerized automated systems to provide access to training, tracking employee trainings, ordering service supplies, creating publications and documents, requesting service and employee equipment's such as computers, laptops and phones etc.

Knowledge of inventory management for a department. Knowledge of all areas of purchasing for a department and completing appropriate documentation.

Incumbent should have extensive computer skills, extensive knowledge of Microsoft office Suite and other computer applications.

Extensive experience in providing customer service such as answering phones, distributing mail and typing correspondences.

Experience writing official correspondences; knowledge of proper grammar and spelling.

Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social).

Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment.

You will receive credit for all qualifying experience, including volunteer experience. Note: A full year of work is considered to be 35-40 hours of work per week.

Part-time experience will be credited on the basis of time actually spent in appropriate activities.

Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment.

Physical Requirements: The work requires sitting, walking, standing, bending and lifting. The work places no special physical demands of the employee.

Work Environment: The work is normally performed in an office environment with adequate heating and lighting. The work environment involves the normal risks and discomforts typical of an office.

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 general natures of the duties of this position are technical, administrative, and clerical.

The work requires knowledge of the procedures and techniques involved in carrying out the work of the various organizational units that comprise EMS and involve the application of procedures and practices within the framework of established guidelines.

Lists the major duties and responsibilities of this position may include but are not limited to: The incumbent serves as the primary timekeeper for the Environmental Management Service (EMS).

The incumbent reviews timekeeping exceptions in all T&L units and coordinates with other timekeepers and supervisors to ensure that all timekeeping exceptions are resolved in a timely manner.

The incumbent is responsible for preparing timekeeping reports for the review by the Hospital Housekeeping Officer or other management officials.

The types of reports include overtime hours and costs, compensatory time, leave without pay (L WOP) usage, leave balances, and absent without official leave (AWOL) employees.

The incumbent ensures that timesheets are posted in a timely manner and maintains files on all T &L units. The incumbent serves as TMS coordinator for EMS.

The position requires giving access codes and training to the employees to access the web site and courses and keeping track of employee mandatory training.

The incumbent oversees stock inventory for EMS and establishes to adjust stock levels and reorder points using various formulas and procedures. The incumbent serves as a Purchasing Agent for EMS.

The incumbent makes purchases for Environmental Management Section, Interior Design Aesthetics Section and signage supplies.

The incumbent is responsible for the Sanitation Section, Interior Design and Aesthetics section.

The incumbent plays major role in reporting balances of fund control points and requesting the funds, transferring funds from control points for the projects.

Incumbent plays a major role in contacting the vendors for the quotations and searching for new vendors for supplies.

The incumbent is responsible for the Environmental graphics and directional signage program throughout the Medical Center.

This responsibility includes detem1ining signage needs to meet the requirements of the station, contracting for fabrication and installation of signage, and making the necessary arrangements for change and replacement of signs.

The incumbent fabricates signs as required, using computerized sign-making equipment.

The incumbent coordinates the installation of new directional and room identification signage at the completion of all construction projects.

The incumbent must ensure that all rooms have accurate signs installed, coordinating with the Projects and Planning Section as required, to update room numbers on architectural as-built drawings.

The incumbent performs surveys of the Medical Center on a monthly basis to determine if permanent signs are required to replace paper or temporary signs installed by Medical Center staff.

The incumbent is also responsible for managing the work orders for the signage activity to ensure that the work orders are completed and closed out in a timely manner.

Performs other duties as assigned or required. Work Schedule: Mon - Fri, 8am to 4:30pm Telework: No Virtual: This is not a virtual position.

Position Description/PD#: Program Support Assistant/PD05333O Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized