Program Support Assistant (OA)

Full Job Description

This position is organizationally aligned under the Acute Care Nursing - Inpatient Division, Management Team Section at the Clement J. Zablocki VA Medical Center, Milwaukee, WI (695).

The primary purpose of this position requires the incumbent to provided administrative support in the Office of the Division Manager, and to perform clerical and assistant duties for Nurse Managers, Supervisors, and other support staff.

Incumbent serves as the primary timekeeper within the division. To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/13/2026.

You may qualify based on your experience and/or education as described below: GS 5 Specialized Experience: Do you possess at least (1) one full year of specialized experience equivalent to at least the next lower grade level (GS-4) in Federal service that equipped you with the particular knowledge, skills and abilities to perform successfully the duties of the position, and that is typically in or related to the position to be filled.

Specialized experience includes: Working with computer programs including Microsoft Word, Excel, Access, and PowerPoint, database programs and office equipment.

Planning and organizing the activities of an office including reception duties, distributing mail, maintaining schedules, arranging conferences/meetings, preparing correspondence, documents and reports.

Demonstrating proper use of grammar, punctuation, spelling, and clerical procedures. OR Education: Applicants may substitute education for the required experience.

To qualify based on education for this grade level you must have completed a full 4 year course of study, above high school, leading to a bachelor's degree in a field for which high school graduation or the equivalent is the normal pre-requisite.

(TRANSCRIPTS REQUIRED) OR Combination: Applicants may also combine education and experience to qualify at this level.

You must have a combination of specialized experience and education beyond the second year of undergraduate level coursework.

(TRANSCRIPTS REQUIRED) Typing Proficiency: Must be able to type at least 40 words per minute 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:

Major Duties: Routine administrative and clerical work through use of office automation systems, including electronic mail, word processing, data base and spreadsheet software; preparing documents, statistical reports and correspondence Resolves problems associated with administrative and clerical work of the office.

The employee assists in the development of new or enhanced procedures and programs related to data entry and the processing and retrieval of data.

Maintains databases to accurately reflect status of organizational charts and employee staffing, as well as any applicable recruiting needs or proposals.

Initiates appropriate documents to process new actions, renewals, and cancellations. Processes employee gains, losses, inter-unit transfers and details.

Reviews outgoing correspondence for procedural and grammatical accuracy. Responsible for trifold maintenance and coordination.

Prepares new or revised education materials, competency documents, Position Descriptions, and Functional Statements for employee orientation and continuing education.

Responsible for running monthly TMS reports and disseminating results to management.

Ensures timely preparation and filing of records/reports for employees, including Phase II orientation documentation, individual unit competency folders, and other requested materials.

Initiates, signs, and follows-up on completion of various types of work orders for assigned services Through supervisory guidance, the Program Support Assistant researches/prepares/compiles responses to surveys, investigation, recurring administrative reports, and employment inquiries, as required by the Division.

Supports management in preparing responses to requests for information and/or site surveys from regulatory agencies including JC, OIG and national service organizations.

Maintain knowledge on directives/instructional materials pertaining to administrative and clerical practices.

Composes correspondence relating to administrative matters and other information/data sources. Collaborate with management team members to schedule and coordinate interviews for prospective employees.

This includes reviewing and/or developing job postings, interview packets, interview scoring, and assisting management with returning interview related materials to Human Resources.

Collaborate with management team members to schedule and coordinate interviews for prospective employees.

This includes reviewing and/or developing job postings, interview packets, interview scoring, and assisting management with returning interview related materials to Human Resources.

Maintains an accurate record of messages on matters requiring referral, compliance, or follow-up action.

Obtains information from appropriate sources to fulfill requests within her/his scope of responsibility.

Maintains records on all correspondence and action documents for which she/he is responsible, providing necessary follow-up for timely reply or action.

Performs a periodic inventory of files and documents within the office and arranges for the destruction of outdated materials.

Maintains prudent inventory, storage, and safe handling of office equipment and supplies, within policy/procedural guidelines.

The Program Support Assistant is responsible for creating, processing and maintaining attendance and leave records for assigned Time and Leave (T&L) units within the Division.

Division employees may work full time or part time on regular, compressed, flexible, and/or intermittent tours of duty.

Division employees represent multiple position levels under Title 38, Hybrid Title 38, and Title 5. Work Schedule: Days, variable start times. Virtual: This is not a virtual position.

Position Description/PD#: Program Support Assistant (OA)/PD23107A Relocation/Recruitment Incentives: Not Authorized. Critical Skills Incentive (CSI): Not Authorized.

Permanent Change of Station (PCS): Not Authorized.