Program Support Assistant

U.S. Department of Veterans Affairs; Nashville (TN); On-site; USD 42,000 - 54,000; Full time

Job summary

U.S. Department of Veterans Affairs seeks a Program Support Assistant to provide a wide range of administrative functions for the Environmental Management Service.

The role includes coordinating procurement and delivery of supplies, generating and disseminating work orders, processing time and attendance, and assisting supervisors with memo formulation and other duties. The incumbent will support EMS leadership through data extraction for reports, maintain accurate records, respond to routine

Qualifications

• Proven clerical and administrative support experience (typing, editing, preparing correspondence, memoranda, reports)
• Prepare and analyze reports for leadership
• Maintain time and attendance records; use MS Office applications for daily tasks
• Extract and summarize information from publications/databases as needed
• Demonstrate strong interpersonal and communication skills with staff and leadership
• Familiarity with budget expenditure records and procurement processes
• Understand basic personnel procedures and travel regulations to support EMS team

Responsibilities

• Provide clerical and administrative support to EMS leadership.
• Assist with personnel, equipment, reports, maintenance, and safety programs for TVHS.
• Support Supervisors with routine clerical tasks and daily activities.
• Answer phones, greet visitors, and route inquiries to appropriate staff.
• Schedule appointments and manage calendars for Chief and section managers.
• Maintain budget records and reconcile expenditures.
• Verify receipt of ordered items and resolve discrepancies.
• Receive and screen mail, draft routine replies, and route for action.
• Maintain suspense records and track correspondence and actions.
• Stay current with regulations affecting EMS and inform leadership of personnel concerns.
• Arrange travel plans, including reservations and travel orders.
• Serve as Timekeeper for EMS across multiple sites and shifts.

Skills

Typing

Editing

Correspondence preparation

Report preparation

Timekeeping

MS Office

Communications

Tools

Decision Support Software

Vista

ASISTS

Job description

Summary

The incumbent provides a wide variety of administrative tasks for the Environmental Management Service associated with maintaining and supporting work performed within the service. The work involves providing support to the EMS leadership team by coordinating procurement and delivery of supplies and materials; generation and dissemination of work orders; processing time and attendance for employees; assisting supervisors with approved memo formulation - and other duties.

Summary

The incumbent provides a wide variety of administrative tasks for the Environmental Management Service associated with maintaining and supporting work performed within the service. The work involves providing support to the EMS leadership team by coordinating procurement and delivery of supplies and materials; generation and dissemination of work orders; processing time and attendance for employees; assisting supervisors with approved memo formulation - and other duties.

Qualifications

To qualify for this position - applicants must meet all requirements by the closing date of this announcement - 11/02/2026. Time-In-Grade Requirement: Applicants who are current Federal employees and have held a GS grade any time in the past 52 weeks must also meet time-in-grade requirements by the closing date of this announcement. For a GS-06 position you must have served 52 weeks at the GS-05. The grade may have been in any occupation - but must have been held in the Federal service. An SF-50 that shows your time-in-grade eligibility must be submitted with your application materials. If the most recent SF-50 has an effective date within the past year - it may not clearly demonstrate you possess one-year time-in-grade - as required by the announcement. In this instance - you must provide an additional SF-50 that clearly demonstrates one-year time-in-grade. Note: Time-In-Grade requirements also apply to former Federal employees applying for reinstatement as well as current employees applying for Veterans Employment Opportunities Act of 1998 (VEOA) appointment. You may qualify based on your experience as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-5 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include - but are not limited to: Specialized experience includes - but is not limited to: Provide clerical and administrative support - including typing - editing - and preparing correspondence - memoranda - reports - and other documents. Compile - analyze - and prepare reports for leadership. Uses software applications to draw information related to workload - e.g. Decision Support Software - Vista - and ASISTS - to prepare/assist in preparation of reports. Demonstrate strong interpersonal and communication skills when interacting with patients - staff - professional personnel - and senior leadership. Maintains time and attendance records and controls. Demonstrate proficiency with Microsoft Office applications - including Word - Excel - and PowerPoint. Research publications and/or databases to extract - summarize - and compile information. 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/.
Duties

• Major Duties include but are not limited too: The incumbent provides a wide variety of administrative tasks for the Environmental Management Service associated with maintaining and supporting work performed within the service
• Such work includes administrative services such as validating - assisting - advising - and consulting with clinical and administrative services on such matters as personnel - equipment - administrative reports - maintenance - and safety program for TVHS
• The incumbent participates actively in support of the Service by ensuring that they support the Supervisors with minor clerical and the administrative portions of their daily work
• Incumbent dispatch and receive calls - greets visitors - and directs to staff members
• Incumbent responds to routine and non-routine technical requests for information
• Screen sales calls - schedules appointments according to openings on the Chief's and section manager's calendars
• Incumbent assists the Administrative Officer and Program Specialist in the maintenance and reconciling of budget expenditure records which consists of six different Fund Controls
• Maintain accurate records of obligations - purchase orders - voucher numbers ensuring necessary adjustments or price changes are made
• Incumbent verifies receipt of items that were ordered have been delivered and follows up and reconciles discrepancies
• The incumbent performs work in support of Environmental Management Service by receiving all incoming mail for the service - reviewing or screening all mail to determine priorities and proper routing within the office - making certain that Environmental Management Service Managers and Supervisors are advised of all matters needing their attention and by personally composing replies to routine correspondence not requiring attention of other staff members
• The incumbent maintains suspense records on all correspondence and action documents and follows up to ensure timely replies
• and review outgoing correspondence prepared for signature of the Chief of the service - for proper format - attachments - dates - etc
• The incumbent is responsible for staying current with and interpreting medical center and VA regulations and policies as they affect Environmental Management Service
• The incumbent keeps the service Chief informed of personnel concerns - such as employee debts - retirement - health and life insurance - pay - leave - work schedules - changes in assignments - reduction-in-force - safety - training - and other personnel matters
• Processes new employees and makes initial orientation - prepares service appointment documents - and counsels employees on training opportunities
• The incumbent makes travel arrangements - including schedules - reservations - travel orders and vouchers for the Environmental Management Service
• Serves as a Timekeeper for EMS with a dispersion of EMS workforce at three sites which consist of multiple shifts (three shifts - in addition to CBOCs) - the employee must be extremely organized to handle the volume timecards and their subsequent corrections
• Knowledge of the basic administrative travel regulations - sufficient to handle employee travel requirements
• knowledge of timekeeping - and time and leave guidelines - sufficient to accurately report and obtain information
• and knowledge of basic personnel procedures to prepare and record various requests and/or information and data
• Independently procures or manages the procurement of supplies - equipment and services such as technical equipment parts - a wide variety of environmental sanitization chemicals - consumables and non-standard specialized items for EMS
• Employee must maintain systematic - accurate and user friendly filing management system
• The incumbent is obligated to protect sensitive data and to use such data and information derived from it only in the execution of official duties
• Work Schedule: Monday- Friday
• 7:30 am - 4:00 pm Virtual: This is not a virtual position
• Position Description/PD#: Program Support Assistant/PD70879A Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized