Program Support Assistant

U.S. Department of Veterans Affairs; Rockford (IL); On-site; USD 50,000 - 70,000; Full time

Job summary

U.S. Department of Veterans Affairs, Readjustment Counseling Service, is seeking an administrative support specialist to assist a multi-disciplinary team of counselors serving veterans with readjustment issues.

The role is on-site and centers on keeping documentation, calendars, and communications organized while supporting fiscal and supply tasks. The incumbent will manage Vet Center databases, produce timely correspondence, and help maintain compliance with branding guidelines.

Qualifications

• Experience providing administrative and clerical support for programs.
• Proficiency with Microsoft Office Suite (Word, PowerPoint, Excel, Outlook).
• Ability to manage calendars, correspondence, and data entry with accuracy.

Responsibilities

• Proficient use of Microsoft Office to create correspondence, presentations, and tracking systems.
• Maintain Vet Center databases and update Vet Center data.
• Handle office supply, fiscal, and procurement tasks; serve as primary timekeeper and purchase card holder.
• Provide front-desk support, welcome visitors, and route inquiries to counselors.

Skills

Administrative support

Data entry

Scheduling

Microsoft Office

SharePoint

Timekeeping

Procurement

Tools

IFCAP

IPPS

SharePoint

Job description

Summary

This position is located within Readjustment Counseling Service - and its primary purpose is to provide administrative and clerical support to a multi-disciplinary team providing counseling services to veterans with readjustment problems. By virtue of the mission of the Vet Center - the incumbent is the only administrative person located on site thus becoming responsible for many of the administrative - fiscal - and supply support functions for the Vet Center team.

Qualifications

To qualify for this position - applicants must meet all requirements by the closing date of this announcement - 11/10/2026. You may qualify based on your experience as described below: GS-07 Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-06 level in the normal line of progression for the occupation in the organization. Applicants must meet two out of the three examples of Specialized experience listed below: Providing administrative and technical support for the management of various programs. Maintaining databases and utilizing various software programs. Scheduling appointments and typing a variety of correspondence. Preferred Experience: Office systems (microsoft office - sharepoint...) basic book keeping Time and attendance calendar management 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

• Administrative Duties 50% The work of the positions requires the incumbent to be proficient in the use of various Microsoft Office Suite Programs to include but is not limited to: Word - Power Point - Excel and Outlook
• These programs are used for creating correspondence - presentations - spreadsheets - develop tracking systems and to communicate with others
• RCS has established databases (RCSNet) which the incumbent is responsible for updating assigned Vet Center data on a regular basis
• The incumbent is responsible for using other programs or systems such as share drives - share points - Integrated Funds Control - Accounting - and Procurement (IFCAP) - Invoice Payment and Processing System (IPPS) - and FORCE to carry out the work of the position
• All databases are to be kept current and complete - to allow for required reports to be accurate and timely
• Incumbent makes suggestions for possible modifications to improve effectiveness and efficiency of database use for the field
• The position requires a qualified typist/data entry
• Responsible for reviewing and responding to all correspondence or inquiries the Vet Center receives via telephone - e-mail - and regular mail in a timely manner
• The incumbent collaborates with Vet Center staff to aid in a complete response to the inquiry
• Utilizing critical thinking skills - the incumbent is responsible for ensuring all correspondence has proper grammar - spelling - is error-free and formatting of the document is in accordance with approved RCS style guidelines
• Responsible for creating - updating - and maintaining all electronic documents for Vet Center staff - and Vet Center administrative folders in shared and personal folders
• Incumbent create - updates - and maintains an electronic staff folder for each employee which may include position description or functional statement - in processing forms - training certificates - licensure - and the performance appraisal - etc
• Assigned as Primary Timekeeper for the Vet Center responsible for the bi-weekly time and leave records
• Assigned as the Purchase Card Holder for the Vet Center - responsible for preparing and maintaining all all logs - forms - and documentation for the Vet Center use of official vehicles - and purchase card transactions
• Program Duties 25% The incumbent provides administrative support for the assigned Vet Center
• Incumbent is responsible for ensuring all office equipment is in working order and - if not - works with appropriate staff to have equipment replaced or fixed in a timely manner to include placing work-orders - maintenance request and ensuring repairs are completed
• Incumbent works independently establishing workload priorities off standing orders
• Incumbent develops and maintains tracking systems on all assigned programs or projects
• Provides support to Vet Center staff by making copies - scanning information - and faxing information as requested
• Responsible for creating and maintaining the Vet Center brochures - pamphlets - hand-outs - staff business cards and other Vet Center documents which are used locally by staff under the guidance of the Vet Center Director or other staff
• The creation of materials is done in compliance with RCS communication and branding guidelines
• Office Duties 25% The incumbent is responsible for providing a welcoming environment and keeping the front lobby neat and orderly
• Each day all tables are cleared of any trash - books/magazines are neatly arranged - furniture straightened - and refreshment/coffee area is cleaned and stocked
• Any areas that appear in need of repair are fixed if possible or removed from lobby area if a safety hazard is present
• Incumbent is responsible for contacting the appropriate office to get items back to working order as quickly as possible
• Personally greets all visitors to the Vet Center - determines the nature of their visit - identifies Veterans arriving for appointment - confirms appointment - and contacts counselor to inform that client has arrived
• The incumbent uses independent judgment and Vet Center training to determine situations which require additional professional guidance by Vet Center staff
• If the client appears to be in distress - the incumbent contacts the appropriate Vet Center personnel to handle the Veteran crisis
• Work Schedule: Monday-Friday
• 8:00a-4:30p Telework: Available on an ad-hoc basis Position Description/PD#: 59893A Relocation/Recruitment Incentives: Not authorized Permanent Change of Station (PCS): Not authorized