Program Support Assistant (Office Automation)

Full Job Description

The Primary Purpose of this Position is: To perform a variety of clerical and administrative support work for the Health Care for Homeless Veterans (HCHV) Programs; and, to perform office automation support using multiple automated programs and software such as word processing, databases, spreadsheets, and graphics in support of the clerical and administrative work.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/17/2026.

You may qualify based on your experience and/or education as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-4 in the normal line of progression for the occupation in the organization.

Examples of specialized experience would typically include, but are not limited to: Preparing a wide variety of recurring and nonrecurring correspondence, reports, and other related materials; Review and process incoming and outgoing correspondence, regulations, and directives; Reviews and finalizes correspondence/documents to final draft; Proficient in various office automation software and processing procedures; Receive telephone calls, greet visitors, determine nature of call or visit; Provides customer service to meet the needs of customers constructively and appropriately..

OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have four years above high school.

OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond high school .

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 may include but are not limited to: Prepares a wide variety of recurring and nonrecurring correspondence, reports, and other documents.

Composes nontechnical correspondence, such as office procedures instructions, work order requests, supply requests, program brochures, distribution of event announcements and registration forms, suspense requests and submissions on program data, and memorandums of requests for information.

Gathers data and consolidates for the supervisor information for a variety of reports such as workload, vehicle mileage, safety inspection, stakeholder satisfaction, patient admission roster, and community involvement reports.

Enters and retrieves program data into automated management information systems to consolidate and prepare a variety of reports such as, stakeholder satisfaction surveys, project after action reports, encounter data, and program outcome data in accordance with established reporting procedures.

Gathers and summarizes information from files and documents for supervisor's or other staff members' use in responding to inquiries, recognizing which information is or is not relevant to the issue at hand.

Types and proofreads/edits documents for correct grammar, spelling, capitalization, punctuation, and format.

Distributes correspondence regarding event announcements and registration to stakeholders, then uses data entry to tracks and monitors registration forms and attendance of program events.

Receives telephone calls and greets visitors. Ascertains the nature of the calls or visits.

Based upon knowledge of the Mental Health Services and its programs and operations, refers telephone calls and visitors to staff or office as appropriate.

Schedules appointments for program with appropriate staff as needed.

Personally answers nontechnical requests for information such as status of reports, suspense dates for matters requiring compliance, and similar information readily available from files or from knowledge of the Mental Health and Comprehensive Homeless Centers.

Provides follow-up on requests for information. Processes incoming mail.

Screens incoming mail and electronic messages to identify what needs to be brought to the attention of the supervisor, referred to appropriate staff, rerouted to other organizations/offices, or handled personally.

Routes and distributes mail to appropriate individuals. Opens and reads mail that is undesignated and determines proper routing by subject matter. Delivers mail to other offices.

Reviews outgoing correspondence for procedural and grammatical accuracy, conformance with administrative requirements, and factual correctness. Advises the writer of any deviations or inadequacies.

Performs other clerical and administrative work in support of the HCHV Programs.

Establishes, updates, and maintains office records of various types that may be needed or will assist in the efficient operation of the office.

Provides advice and guidance on clerical and procedural requirements and instructions to staff members assigned to the Program.

Reviews and updates office procedures to ensure effective and efficient operations regarding the clerical, procedural, and administrative work.

Uses varied functions of multiple office automation software to produce a wide range of documents, formats, etc.

Specific assignments require a varying number and sequence of steps and use of different functions from one assignment to another.

Uses word processing software to create, copy, edit, store, retrieve, and print forms, memos, and letters and lengthy reports; uses existing database or spreadsheet software to create, enter, revise, sort or calculate, and retrieve data for reports; and uses graphics software to provide graphs and charts for reports and presentations.

Assists in developing look and format of reports and in identifying and solving problems in existing methods or procedures.

Assists in developing training aids for use by office members and providing them with hands-on training.

May create elementary macros to simplify and expedite assignments and provide instructions on their use to others in the office.

Performs simple troubleshooting of system and/or software problems encountered by the staff.

Transmits and receives documents and messages electronically using personal computers or workstations that are networked or linked to other computers or workstations.

Uses automated software packages to enter and track new and completed Release of Information request forms from all veterans that are program specific.

Copies medical records for release to partnering or contracted agencies. Work Schedule: Monday-Friday, 8:00am-4:30pm Telework: Not Authorized Virtual: This is not a virtual position.

Position Description/PD#: Program Support Assistant (Office Automation)/PD08477A Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized