Program Support Assistant

Program Support Assistant

Department: Department of Veterans Affairs

Location(s): Erie, Pennsylvania

Salary Range: $45409 - $59031 Per Year

Job Summary: The incumbent serves as a Program Support Assistant (PSA) for the Clinical Services (CS) of the Erie Veterans Affairs Medical Center (EVAMC) which includes both Primary Care-Erie and CBOCs. The position will report to the Administrative Officer, CBOC's and have second level reporting to the Chief, Clinical Services. The incumbent completes and coordinates a wide variety of administrative, clerical and customer service tasks essential to the executive administration of the Service Line.

Major Duties:

• Duties and Responsibilities of the Primary Care Clinical Services (PCCS) Program Support Assistant include: Performs primary timekeeping duties for time and leave units within CS; includes daily posting of attendance, tracking of exceptions and timecard certification by supervisors. Serves as CS record liaison. Establishes, maintains, and revises office and electronic filing systems with the appropriate level of security. Organizes, maintains, processes and disposes of routine and confidential paper and electronic files, MSDS sheets, contingency plans, policies and standard operating procedures, personnel actions, faxes, webpages and SharePoint content; coordinates correspondence and communication flow including that of a sensitive nature. Coordinates with facility record manager as needed. Runs the Action Required report and filters the No Status report for CS; maintains consistent communication with clinicians to resolve incomplete visits, incomplete and no status encounters, and incorrect duplicate visits on a regular basis. Assists the Administrative Officer, CBOC with equipment inventory, locating and documenting CS equipment across multiple sites ensuring necessary identification labels are in place. May serve on special committees, initiatives or projects in either a lead or supporting role. Enters work orders when needed; assists with supply purchases by coordinating with end user to identify exact product needed and follow through the procurement process. Responsible for managing key inventory and submitting requests when keys are needed. Consults with and provides education, guidance and technical advice to all service line staff including PC Erie and CBOC partners regarding scheduling, consult management, unsigned notes, encounter completion, missed opportunities, PACT team assignments, Secure Messaging escalation, scheduling, Electronic Wait List management, New Enrollee Appointment Requests, and other related items/initiatives. Identifies and recommends ways of eliminating, combining, simplifying or improving administrative and clerical office procedures and processes with attention to solutions that reduce waste and enable real-time support using various technology and software applications. Works in concert with all staff, clinical and administrative, using considerable tact, diplomacy, civility and courtesy. Makes all necessary arrangements for CS staff when needed for travel and education requests; educates staff on proper documents needing completion and formally prepares and submits requests to CS and facility leadership for review. Schedules meetings and manages meeting logistics to include distributing agendas and setting up video teleconferencing systems and telephone lines. Transcribes minutes and documents in prescribed format for review/approval by meeting facilitator and distributes to appropriate staff. Ensures correct punctuation, spelling, grammar and formatting are used and maintains confidentiality. Oversees CS documentation related to Home Health authorizations from non-VA healthcare agencies. Coordinates with EVAMC Non-VA Care department to track CS open cases. Follows up with clinicians to obtain proper signatures to close out pending orders, tracking progression throughout process. Prepares CS correspondence using Microsoft Suite products, such as Word, Excel, PowerPoint, and Outlook; ensures correct punctuation, capitalization, spelling, grammar, and conformance to style, using familiarity with medical terminology and departmental processes. Retrieves data from various sources (including Decision Support System (DSS) and VHA Support Service Center (VSSC), VISTA, CPRS, PCMM, Pyramid) to include in service line correspondence. Assists with items related to the program and administrative work of the PCSL in support of the Primary Care Medical Director. Understands and assists the service line Automated Data Processing Application Coordinator (ADPAC). Ensures completion of pre-requisite training for all PCSL employees. Serves as the PCSL TMS coordinator, completing administrative duties to ensure employee accounts reflect the correct supervisor, reset passwords and retrieve various types of training reports, coordinating with Education and OIT as needed. Performs other related duties as assigned. Work Schedule: Monday - Friday; 7:30am - 4:00pm Telework: Ad-hoc; This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/PD014180 Relocation/Recruitment Incentives: Not Approved Permanent Change of Station (PCS): Not Authorized

Qualifications: To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 05/18/2026. GS-6 grade level: One year of specialized experience (equivalent to the GS-5 grade level in the federal service); experience that equipped the applicant with the particular knowledge, skills and abilities (KSA's) and other characteristics to perform successfully the duties of the position, and that is typically in or related to the work of the position to be filled, in the normal line of progression for the occupation in the organization. Specialized experience includes: Performing administrative functions, office operations and technology support for an organization; Establishing and maintaining filing systems; Experience using automated software applications such as Microsoft Office Suite (Word, Excel, Access and PowerPoint); typing letters, memos, reports; Maintaining calendars and schedules. There is no educational substitution for the GS-06 level. 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. 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/.

How to Apply: Please read the entire announcement and all the instructions before you begin an application. To apply for this position, you must complete the initial online application, to include the initial online questionnaire and submission of the required documentation specified in the How to Apply and Required Documents section. The complete application package must be submitted by 11:59 PM (ET) on the closing date of the announcement to receive consideration. To preview the application questionnaire, click https://apply.usastaffing.gov/ViewQuestionnaire/12951785. The application process is as follows: To begin, click Apply Online to create a USA JOBS account or log in to your existing account. Follow the prompts to select your USA JOBS resume and/or other supporting documents. Answer the questions presented in the application and attach all necessary supporting documentation. Click the Submit Application button prior to 11:59 PM (ET) on the announcement closing date, 05/18/2026. If you are required to complete any USA Hire Assessments, you will be notified after submitting your application. The notification will be provided in your application submission screen and via email. The notification will include your unique assessment access link to the USA Hire system and the completion deadline. Additionally, in USAJOBS you can click "Track this application" to return to your assessment completion notice. Access USA Hire using your unique assessment link. Access is granted through your USAJOBS login credentials. Review all instructions prior to beginning your assessments. You will have the opportunity to request a testing accommodation before beginning the assessments should you have a disability covered under the Rehabilitation Act of 1973 as amended. Set aside at least 3 hours to take the USA Hire Assessments; however, most applicants complete the assessments in less time. If you need to stop the assessments and continue later, you can re-use your unique assessment link. NOTE: Your responses to the USA Hire Assessments will be reused for one year (in most cases) from the date you complete an assessment. If future applications you submit require completion of the same assessments, your responses will be automatically reused. Visit the USA Hire Applicant Resource Center for practice assessments and assessment preparation resources at https://support-usahire.opm.gov/hc/en-us. To update your application, including supporting documentation: During the announcement open period, return to your USAJOBS account, find your application record, and click Edit my application. This option will no longer be available once the announcement has closed. To view the announcement status or your application status: https://help.usajobs.gov/how-to. Your application status page is where you can view your application status, USA Hire assessment completion status, and review your notifications sent by the hiring agency regarding your application. Beginning September 27, 2025, Federal agencies will only accept resumes up to two pages in length to comply with the Merit Hiring Plan. Resumes longer than two pages will result in ineligibility for further consideration for the position. USAJOBS will not allow you to upload or build resumes longer than two pages, and you will need to update the resumes in your profile before applying for a job. Resumes should include information relevant to the knowledge, skills, abilities, and competencies of the position to which you are applying. VA is unable to make assumptions about qualifications if not clearly listed. Resumes must be legible so they can be reviewed for eligibility, minimum qualifications and other position requirements listed in the job announcement. Your resume must be 5MB or less. We recommend saving and uploading your resume as a PDF to maintain formatting and number of pages. We also accept GIF, JPG, JPEG, PNG, RTF, TXT, PDF, ODT or Word (DOC or DOCX). We do not accept PDF portfolio files. We recommend using a sans-serif font size like Lato, if available. Other widely available options are Calibri, Helvetica, Arial, Verdana, Open San Source Sans Pro, Roboto or Noro Sans. Make your page margins 0.5 inches. Consider using 14-point size font for titles and 10-point for the main text in your resume. The resume builder can help you create a resume using these recommendations and uses the information in your USAJOBS profile to help you get started. Helpful Hints for Creating a Two-Page Resume: Prioritize most relevant and recent experience Use concise, results focused language Align language from the job announcement Focus on demonstrating skills and competencies Remove outdated or unrelated experience Use the USAJOBS resume builder Additional guidance on this new requirement and resume building tools can be found at https://help.usajobs.gov/faq/application/documents/resume/page-limit.

Application Deadline: 2026-05-18