Program Support Asst (OA)

U.S. Department of Veterans Affairs; Ann Arbor (MI); On-site; USD 45,000 - 60,000; Full time

Job summary

The U.S. Department of Veterans Affairs in Ann Arbor, MI, seeks an Administrative Clerk to provide clerical and technical support to Nutrition and Food Service. The role involves data entry, word processing, scheduling, and coordination with internal staff, using office automation tools.

Responsibilities include maintaining files, preparing reports, timekeeping, and assisting in budget-related tasks. Strong typing, grammar, and Microsoft Office proficiency are essential for timely service

Qualifications

• Typing speed 40 wpm and ability to type accurately.
• Experience with office automation software and document formatting.
• Knowledge of grammar, spelling, capitalization, punctuation.

Responsibilities

• Receives requests for information and provides it from files and records.
• Maintains office files and records; updates and tracks data.
• Prepares recurring and nonrecurring correspondence, reports, and documents.

Skills

Typing 40 wpm

Office automation

Data entry

Grammar/spelling

Education

High school diploma

Tools

Microsoft Word

Excel

Access

Email systems

Job description

Summary

The primary purpose of this position is to provide a wide variety of administrative - clerical - and technical support to Nutrition and Food Service. The incumbent in this position performs work that support budget analysis and administration and the incumbent also uses office automation programs and software such as word processing - spreadsheet and database management in support of the clerical and administrative work as well as copy machine - fax machine - scanner and email.

Qualifications

To qualify for this position - applicants must meet all requirements by the closing date of this announcement - 09/28/2026. 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-6 position you must have served 52 weeks at the GS-5. 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-05 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include - but are not limited to: office automation software processing procedures and function keys and the similarities and difference among software types to produce a wide range of documents such as graphics or tables within text - to edit and reformat electronic drafts and to update and revise existing databases or spreadsheets.

Knowledge of office equipment such as computers - copiers - fax machines - and office automation systems to perform a substantial range of office automation support.

A fully qualified typist is required.

Knowledge of grammar - spelling - capitalization - punctuation - and commonly used specialized terminology to prepare material correctly.

Proficiency Requirement: Office Automation Clerk/Assistant- In addition to meeting experience or education requirements - applicants for these positions must show possession of the following skills - as appropriate.

Applicants may meet these requirements by passing the appropriate performance test - presenting a certificate of proficiency from a school or other organization authorized to issue such certificates by the Office of Personnel Management local office - or by self-certifying their proficiency. Performance test results and certificates of proficiency are acceptable for 3 years. Agencies may verify proficiency skills of self-certified applicants by administering the appropriate performance test. 40 words per minute typing speed. Typing speed must be annotated on resume for self-certification.

Preferred Experience: Experience with administrative tasks - managing documents and reports - software utilization - timekeeping - and meeting minutes. ???????Applicants must be eligible under the VA Interchange Agreement - having served continuously for at least one year in the other merit system under this interchange agreement. For more information regarding the VA Interchange Agreement please visit: https://www.opm.gov/policy-data-oversight/hiring-authorities/competitive-hiring/. 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 and Responsibilities: Receives requests for information - advises when the information can be furnished - and provides it personally from files and records or follows up with staff to see if it is provided
• Performs work involving the collection - compilation - and/or tracking of data and statistical information in support of the Nutrition and Food Service program operation
• Organizes data into Access databases or spreadsheet formats
• Receives and processes documents and reports for completeness and enters pertinent information into an automated tracking system or creates spreadsheets/databases to track them
• Prepares a wide variety of recurring and nonrecurring correspondence - reports - and other documents
• Establishes - updates - and maintains office files and records
• Keeps/types recurring - special - and one-time administrative and management reports
• Establishes files - maintains - purges - and disposes of administrative and/or medical records/files in accordance with regulations and procedures
• Establishes suspense dates as directed by the supervisor and brings to supervisor's attention those that require prompt attention or those that cannot be met by requested dates
• Performs database file searches
• Prepares - executes - and/or tracks program specific information
• Performs office automation duties using such software applications such as word processing - spreadsheet - electronic mail - desktop publishing - calendar - database - and/or graphics
• Assists other users regarding selection of applications - trainings on a variety of standard application packages and selection of appropriate formats and procedures for each task
• Uses word processing software to execute several office-automation functions such as storing - and retrieving electronic documents and files
• activating printers
• inserting and deleting text
• formatting letters - reports - and memoranda
• and transmitting and receiving emails
• Uses spreadsheet software to develop and change spreadsheets in order to graphically display data
• Uses email to compose and retrieve correspondence and electronic calendar to access the information in the Medical Center computer system
• Uses patient electronic health care record to access and retrieve confident patient information to facilitate contact and scheduling of patient appointments and consult management
• Schedules nutrition clinic appointments - prepares appointment confirmation letters - and enters appointment data
• Receives - schedules - refers - and contacts members of the staff - agency - and persons outside the agency ranging from other government agencies to the general public
• Schedules appointment - coordinates meetings - and/or arranges conference
• Must follow through on administrative details
• Maintains the appointment calendar - schedules appointments - reminds supervisor/staff members of the subject matter prior to meetings - and makes administrative arrangements as required
• Assists the Chief - Nutrition and Food Service and other managers in handling all Union and Human Resources correspondence and personnel management documentation
• Generates appropriate documents to address suspense file issues
• Serves as official timekeeper for the site and maintains service records cards for all employees
• Assures that the information is kept up to date
• Notifies supervisors when leave limits are exceeded
• Post employee/contracted personnel time and attendance on a daily basis utilizing VA computerized timekeeping software
• Monitors and tracks FMLA usage and notifies supervisor when usage exceeds what is approved
• Typing Speed must be stated on resume
• *This is a requirement for eligiblity
• Work Schedule: Mon - Fri - 7:30am - 4:00pm Virtual: This is not a virtual position
• Position Description/PD#: Program Support Asst (OA)/PD99930A 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