Program Support Assistant (OA)

The Program Support Assistant (OA) position is located in the Office of the Mental Health Service line at the VA Southern Oregon Rehabilitation Center and Clinics at White City, Oregon. The primary purpose of the position is to provide program and administrative support to the Administrative Officer.

The Program Support Assistant (OA) provides technical and program support on all administrative and management functions including but not limited to: planning, programming, assessments, inspections, budgeting, training, data processing, personnel, equipment, property and logistics management, reporting and general office management. The Program Support Assistant (OA) is responsible for tracking financial, personnel, supply, contracting, procurement and other administrative transactions for the department. Major duties include but are not limited to: Assists with personnel management functions in recruitment and staffing, incentive awards, employee relations, and training. Prepares various personnel action and recruitment forms to be submitted to human resources. Performs necessary research related to human resources management issues. Makes recommendation to the AC in projecting staffing plans, appraisals, and training requests. Maintains service organizational chart and functional statements/position descriptions. Prepares and monitors various workload and cost reports. Analyzes each cost item pertaining to labor, training, travel, space requirements, equipment, pay estimates for contractors, supplies, purchases, etc., to determine proper sequence required for each action. Develops monthly variance reports and submits to the Administrative Officer for review and approval. Coordinates the submission of reports of survey, budgets, management briefing, and other similar reports from the subunits. Monitors fiscal resources of the organization, assisting the Administrative Officer in projection. Prepares requests for replacement or new equipment with appropriate justifications. Maintains office equipment, prepares requests for repair, and processes documents necessary for payment. Serves as the focal point in the office for processing training requests. Schedules and monitors program meetings, to include development and communication of agendas and minutes. Assists the AO with studies of quality improvement, manpower, space, and equipment utilization. Assists management and technical subject matter experts in various subunits with collecting data and metrics that are leveraged within a variety of operational reports that support the program and/or the combined organization's routine needs. Establishes protocols for incoming data, organizes computerized data sets, and retrieves computerized data. Performs work related to the acquisition and/or development of program information and resource materials/personnel. Identifies and conducts special project needs. Establishes, implements, and monitors control and filing systems for documents, pending actions, and completed actions. Maintains calendars and schedules meetings/appointment. Assists with the planning, coordination, and implementation of special event activities and development of informational handouts, brochures, and guideline materials. Interprets VA administrative policies, assists in developing or implementing local policies, defining administrative requirements and/or providing advice to management on related issues. Provides general clerical public contact support services such as answering the telephone, referring visitors, or providing information about the office, its functions, and standard operating procedures, as well as similar information. Processes incoming and outgoing materials such as correspondence, reports, emails, memoranda, and other forms of written communication. Performs other related duties as assigned. Work Schedule: Monday - Friday, 8:00am to 4:30pm PST Telework: Not authorized. Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant (OA)/PD902260 Relocation/Recruitment Incentives: Not authorized. Critical Skills Incentive (CSI): Not approved. Permanent Change of Station (PCS): Not authorized.

You must be a U.S. Citizen to apply for this job To be considered for this position, you must complete all required steps in the process. In addition to the application and questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the job. Selective Service Registration is required for males born after 12/31/1959 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. Subject to background/security investigation Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, driver's licenses or state-issued identification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment. Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider: your performance and conduct; the needs and interests of the agency; whether your continued employment would advance organizational goals of the agency or the Government; and whether your continued employment would advance the efficiency of the Federal service. Upon completion of your probationary period period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.