Program Support Assistant

Full Job Description

The incumbent is assigned to the Mental Health Service (MHS) and is responsible for a variety of administrative duties associated with providing comprehensive technical, administrative, and clerical services to the MHS; assisting staff with mandatory tracking and reporting of service data; preparation of program materials and reports; receives and processes documents and reports in accordance with established procedures; ordering and inventorying program supplies, and other duties as assigned.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 02/09/2026.

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-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: 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: Administrative support functions within a healthcare facility; Experienced with procurement processes necessary to obtain goods and services for an office; Performing automation duties using such software applications such as word processing, spreadsheet, electronic mail, desktop publishing, calendar, database and/or graphics; Assisting in the formulation and execution of budget estimates to include updating budget spreadsheets which are used in briefings; Collecting, compiling and tracking data and information; Researching reference materials, regulations, and standards to identify appropriate action necessary to correct problems or issues.

You will be rated on the following Competencies for this position: Customer Service Accountability Administration and Management Decision Making Flexibility Interpersonal Skills Knowledge Management Oral Communication Planning and Execution Computer Skills Database Management Systems Manages and Organizes Information 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 required does not inherently include any physical requirements essential for successful job performance that could not otherwise be performed with accommodation or workplace adjustment.

A pre-placement physical examination is not required.

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:

Duties include, but are not limited, to: Administrative Support (40%) Develops reporting procedures, sampling techniques, and measurements at various points in the transaction process or business cycle to identify problem areas or inherent weaknesses in work processes, procedures, information systems and content.

Monitors indicators to provide objective evidence of the effectives of quality procedures and controls. Identifies operational activities that meet, exceed, or fail to meet established criteria.

Uses standard qualitative and quantitative measurement techniques to report on status to assigned subject areas.

Monitor's quality program implementation and indicators designed to prevent erroneous transactions and ineffective work practices and to verify adherence to quality plans and requirements.

Evaluates policy reviews as needed, writing policies and monitors policies, standard operating procedures, and charters related to Mental Health Services, Mental Health Intensive Case Management, Post Traumatic Stress Disorder, Psychosocial Rehabilitation Recovery Center, Substance Use Disorder programs, Vocational Rehabilitation, Smoking Cessation, Military Sexual Trauma, and Suicide Prevention.

Works closely with the Administrative Officer playing a key role in strategic planning for the facility programs.

Coordinates information for the Service Line Programs and plays a role in monitoring access to care and Veteran satisfaction.

Helps coordinate educational programming related to care for Veterans enrolled in the multiple program areas. Collects data and develops performance reports.

Analyzes monthly and quarterly performance reports for problem areas and trends. Coordinates between services lines/program areas and analyzes outreach efforts to ensure access to needed care.

Monitors success in all areas of gender specific performance.

Serves as the Automated Data Processing Applications Coordinator (ADPAC) for the Mental Health service line and supports staff to ensure access to needed programs and applications.

Incumbent supports service line in various administrative functions such as creating Agendas with input from the Program Manager(s), facilitating Meetings and taking minutes and reviewing Equipment and Inventory lists with supervisors and entering orders for equipment purchases us EER/CPRC system.

Monitor of Programs, Policies and Procedures (30%) Monitors developed programs to ensure that quality provisions and metrics which are planned, created, and implemented to identify, prevent, and correct unsatisfactory conditions and elements which influence the regulatory correctness and responsiveness of transactions and services.

Develops training materials, presentations, and information packages based on samples or guidance from senior staff, local and national committees, develops materials to convey program information to target audience.

The incumbent will complete data gathering and complete reports, including but not limited to reports for the outpatient Mental Health, Mental Health Intensive Case Management Clinic, Post Traumatic Stress Disorder Clinic, Psychosocial Rehabilitation Recovery Center, Substance Use Disorder programs, Vocational Rehabilitation, Smoking Cessation, Military Sexual Trauma, and Suicide Prevention compliance.

The incumbent will provide administrative assistance with Mental Health contracts.

Program Support and Special Projects (30%) Investigates and analyzes quality trends or condition and initiates corrective actions, monitors qualitative and quantitative measurements to identify quality program trends.

Indefinites area requiring further analysis. Recommends approaches to senior staff.

Designs studies, training programs and organizational strategies for identifying opportunities to improve customer service and process quality.

Identified discrete steps of simple transaction processes or routine business practices that might be opportunities for applying standard quality improvement techniques.

Analyzes data and develops monthly performance reports to inspect numbers of Veterans enrolled in within Mental Health Programs.

Develops monthly reports identifying effectiveness of all program modalities. Develops monthly performance reports to study outliers of Veterans within the Programs.

Develops quarterly performance reports to evaluate the success of outreach efforts and assignment to Mental Health Programs. Develops quarterly performance reports to evaluate Veteran satisfaction.

Develops quarterly performance reports to evaluate education and information needs, as well as obstacles to care expressed by Veterans. Performs other duties as assigned.

Preferred Experience: At least one year current experience as an AMSA at the Dayton VAMC or one year current experience in Mental Health Service Work Schedule: 8am-4:30pm Monday through Friday Virtual: This is not a virtual position.

Position Description/PD#: Program Support Assistant/PD170530