Program Support Assistant

The Program Support Assistant for the Engineering Service Line providing clerical and administrative support to the engineering staff. The employee does a variety of clerical work as it pertains to the general mission of the Engineering Service, with a primary emphasis on overseeing the work order preventative maintenance (PM) program in (MAXIMO). The employee is responsible for the timely submission of the bimonthly payroll and for ensuring the accuracy of pay to each employee. ["Nature of Assignment: The employee has a strong understanding of Engineering Service mission, policies, and programs, as well as VA administrative procedures and correspondence standards. They are familiar with Medical Center structure and the roles of Engineering supervisors to communicate effectively. The employee is knowledgeable in payroll and timekeeping and can prepare education, training, and travel requests. They are skilled in shorthand, transcription, dictation, word processing, Maximo, filing, and written and verbal communication. They can manage reception duties, phone procedures, and general administrative tasks. Basic data entry, retrieval, and computer terminal operation are required. The employee performs timekeeping, training and travel processing, and diverse clerical tasks. Working in a complex engineering environment, they research and analyze data, resolve ambiguities, complete missing information, and adjust to changing service needs. The position ensures accurate records within Engineering Service and requires handling a high volume of calls and visitors daily. Level of Responsibility: The employee is responsible for accurately posting and transmitting time and leave records to Fiscal Service and answering questions from staff, supervisors, and payroll. The Administrative Officer provides guidance only when unusual issues arise and reviews work occasionally to ensure compliance with policies. The employee follows established references such as MP-3, DM&S Supplement, VA Circulars, Information Letters, and Medical Center and Engineering Service policies. When guidelines do not apply, the employee uses judgment and consults a supervisor if a situation requires significant deviation. The role involves frequent contact with personnel across all services, neighboring VA facilities, vendors, contractors, and local officials through phone, email, and in-person communication to exchange information, schedule meetings, and support Engineering staff. Work is mainly sedentary with occasional bending, walking, and carrying light items. The office environment may be uncomfortable at temperature extremes due to mandated seasonal limits. Clerical/Timekeeping: - Serves as Program Support Assistant under the Administrative Officer's general supervision - Uses word processing to prepare and edit correspondence, reports, and documents - Distributes mail, reports, policies, letters, and memoranda - Maintains a proactive suspense system to monitor service compliance - Acts as primary or backup timekeeper for several T/Ls, supporting about 170 employees - Ensures timely and accurate submission of bimonthly payroll - Posts timekeeping entries accurately to prevent late transmittals or payroll errors - Provides backup support to the Administrative Officer and Chief of Engineering Service - Schedules appointments, meetings, and conferences - Greets visitors, screens calls, and provides general administrative support - Prepares agendas and records meeting minutes for transcription Administrative: - Cross-trained to provide coverage for the Budget/Fiscal Assistant - Updates Delegation of Authority documents and engineering rosters, including the phone directory - Maintains working knowledge of work order processing for coverage during staff absences - Familiar with terminology and processes unique to Engineering Service - Reviews correspondence for accuracy, formatting, routing, and compliance with VA and Medical Center policies - Establishes and maintains files according to VA regulations and directives - Receives phone calls and directs them to the appropriate personnel - Maintains suspense files for routine reports, including extra-view reporting to the director's office - Provides support to the Chief of Engineering, Administrative Officer, and other assigned personnel - Serves as receptionist for the engineering suite - Composes routine, nontechnical correspondence - Performs other related duties as assigned Customer Service- Meets customer needs while supporting VA missions- Communicates with Veterans, representatives, visitors, and VA staff in a courteous, tactful, and respectful manner- Provides consistent information in line with established policies and procedures- Handles customer conflicts and problems constructively and appropriately Work Schedule: 7:00AM- 3:30PM Monday- Friday. Work Schedule is subject to change based on agency need Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/PD052620 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Authorized Permanent Change of Station (PCS): Not Authorized PCS Appraised Value Offer (AVO): 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. A transcript must be submitted with your application if you are basing all or part of your qualifications on education. Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/. If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.

Company: Veterans Health Administration | Location: Atlanta, Georgia,