Program Support Assistant (OA)

Program Support Assistant (OA)

Department: Department of Veterans Affairs

Location(s): Milwaukee, Wisconsin

Salary Range: $42601 - $55382 Per Year

Job Summary: 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.

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.

Qualifications: 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/.

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/12904224. 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, 03/13/2026. 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: 2026-03-13