Program Support Assistant

2 weeks ago

Buffalo, New York, United States Veterans Health Administration Full time
This is a bargaining unit position

VA offers a comprehensive total rewards package: VA Total Rewards
Work Schedule: 8:00 am - 4:00 pm, M-F

Telework:
No

Duty Location Status:
VAMC Buffalo

Position Description Title/PD#:
Program Support Assistant (OA)/ PD20F82O

Relocation/Recruitment Incentives:
Not authorized

Critical Skills Incentive (CSI): Not authorized
Permanent Change of Station (PCS): Not Authorized

Financial Disclosure Report:
Not required

Physical Demands:
The work is primarily sedentary with occasional walking, standing and handling items such as paper and
books.

Major Duties:
Meets the needs of customers while supporting VA missions.

Consistently communicates and treats customers (Veterans, their representatives, visitors, and all VA staff) in a courteous, tactful, and respectful manner.

Responsible for assisting personnel with applications for Without Compensation (WOC) appointments, following through with Human Resources to ensure applications are processed timely, and tracking requirements for WOC appointees.

Supports the Associate Chief of Staff and Administrative Officer by performing essential tasks such as processing incoming and outgoing correspondence and independently composing written communication; e.g., meeting minutes, letters and emails and preparing reports relating to WOC applications, education tracking, inventory control and key distribution, calendar management, scheduling meetings and routing documents for signatures.

Serves as the records liaison for the research department, develops and maintains a file plan to ensure proper storage of research records and facilitates the process for off-site storage as required by the Records Manager and local policy.

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.

The incumbent screens calls for the Supervisor and staff members and determines if the call requires their attention.

He/She responds to inquiries when the information is easily given from knowledge of the subject, or can be easily obtained; i.e., reports, suspense dates, procedural requirements.

Obtains and monitors the use of services, supplies and equipment for the office. Serves as a designated purchase card holder to place purchase orders for office supplies and research equipment.

Specific duties include:
maintains complete and accurate records of all equipment.

listed on Electronic Inventory Lists assigned to Research Service, completes requested reports on inventory as mandated by VA policy in the established timeframe and keeps accurate records.

While there are a variety of daily assignments, they consist predominantly of routine procedural tasks.

Work involves using different types of software for differing needs; e.g., Microsoft Office and VISTA, VATAS and EPAS, as well as the research software program.

The purpose of the work is to facilitate communications and operations within the Research Service by providing necessary information to Research and Medical Center staff as well as the larger research community by performing such duties as answering phone calls, receiving visitors, scheduling meetings and entering work orders.

Protects printed and electronic files containing sensitive data in accordance with the provisions of the Privacy Act of 1974 and other applicable laws, federal regulations, VA statutes and policy, and VHA policy.

Protects the data from unauthorized release or from loss, alteration, or unauthorized deletion.

Follows applicable regulations and instructions regarding access to computerized files, release of access codes, etc., as set out in the computer access agreement that the employee signs.

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