Management Assistant Oa Jobs (NOW HIRING)

Summary
West Palm Beach VA Medical Center is looking for Program Support Assistant (OA) who serves to the Section Chief of HUD VASH within Social Work Service. Principal duties and responsibilities cover a wide variety of secretarial and administrative functions to facilitate delivery of clinical care oversight for inpatient and outpatient care in Social Work Service HUD VASH area.
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Duties
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Program Support Assistant (OA) functions under Principal duties and responsibilities cover a wide variety of secretarial and administrative functions to facilitate delivery of clinical care oversight for inpatient and outpatient care in Social Work Service HUD VASH area. They will will be required to be well motivated and to demonstrate a concern for the successful and effective delivery of health care within the service and the Medical Center. This position requires to be continuously innovative and show initiative in assuming new responsibilities as the situation demands. In addition to the knowledge base with which this individual assumes this position, it is anticipated that he/she will continually upgrade his/her knowledge through reading, experience and through additional technical training to support the operations, growth, and fulfillment of established goals for the Social Work Service and the Medical Center.
Additional Duties Include But Not Limited To:

• Accepts and supports the guiding principles of the Social Work Service and the Medical Center.
• Ensures all objectives and deadline are met.
• Performs assigned duties in a manner that promotes quality health care, outstanding customer service and the maintenance of an environment committed to serving the Veteran.
• Actively supports the team concept and functions as a team player.
• Provide support for the Social Work Service within the HUD VASH Section, insuring accurate and timely reporting data on clinical care delivery, resource planning in the form of space, equipment and supplies, resource allocation and expenditures within the Service, and in coordination with the AO, maintenance of the Service's clinicians' credentialing and privileging.
• Participates in management and administrative review of essential services and concerns.
• Closely supports the HUD VASH Section of Social Work.
• Answers and responds to personal and telephone inquiries relating to administrative issues and monitors progress on all Service deadlines.
• Assists with updating and filing of changes, regulations, official publications, as well as maintaining administrative files for the department in accordance with VA guidelines.
• Acts as back up to the Services record liaison personnel.
• Updates all personnel folders with Competencies, Functional Statements, Performance Appraisals, CARF and all other documents needed to pass the annual audit and other accreditations.
• Reviews high level technical and classified documents and correspondence, checking for errors in composition and policy.
• Communicates new policies or policy changes to Section Chief of HUD VASH within the Social Work Service personnel, as appropriate for areas specific to the incumbent' s scope.
• Prepares as requested through the Section Chiefs of HUD VASH, a variety of materials including letters, memoranda, policies, proficiencies and reports.
• Responsible for compiling, and timely submission of tracking reports upon request; maintains control records on incoming items requiring action and follows up to assure timely responses.
• Maintains electronic tracking logs, administrative suspense items, and transaction records for all areas of oversight.
• Maintains computer literacy and general knowledge of computer packages utilized in administration support functions.
• Educates community resources about VA HUD VASH Program, guidelines, and policy.
• Will assist in concert with AO' s, the coordination of all Social Work Service projects which involve remodeling or new construction in the HUD VASH Sections.
• Prepare Space Modification Requests for submission to the Space Committee with accompanying memos of notification to the AFGE.
• Will assist with coordinating the acquisition of a variety of service and items for space assigned to the Social Work Service, including telephones, additional equipment needs, furnishings, fixtures and computer hardware; Professional Staff renewals of certification and other practice required documentation.
• Assist in preparing key requests and entering electronic work orders to engineering and biomedical engineering and works with AO's to maintain records of keys assigned.
• Will provide back-up coverage for the Service Secretary and Administrative Officer(s); assist in the maintenance of the Service database(s) to provide current staff lists, contact information, and credentialing, Licensing/Profession Certifications information.

Work Schedule: Monday through Friday, 7:30 am to 4:00 pm.
Virtual: This is not a virtual position.
Position Description/PD#: Program Support Assistant (OA)/PD030040
Relocation/Recruitment Incentives: Not Authorized.
Critical Skills Incentive (CSI): Not Approved.
Permanent Change of Station (PCS): Not Authorized.
Requirements
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Conditions of employment

• You must be a U.S. Citizen to apply for this job
• Selective Service Registration is required for males born after 12/31/1959
• 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 or 2-year trial 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 or trial period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.
Qualifications
To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 09/18/2026.
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-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: Advanced knowledge of and experience with multiple computer programs; Oral and written communication skills and the ability to work with others; Extensive knowledge and understanding of the organization; Able to Develops and prepares reports, briefings, special papers, and summaries from data ; Managing multiple projects, prioritizing, and meets deadlines; Experience in researching and analyzing problems, issues, or program requirements and administrative issues; Experience with writing technical documents.

You will be rated on the following Competencies for this position:

• Communication: Expresses information (for example, ideas or facts) to individuals or groups effectively, taking into account the audience and nature of the information (for example, technical, sensitive, controversial); makes clear and convincing presentations; listens to others, attends to nonverbal cues, and responds appropriately.
• Computer Skills: Uses computers, software applications, databases, and automated systems to accomplish work.
• Interpersonal Skills: Shows understanding, friendliness, courtesy, tact, empathy, cooperation, concern, and politeness to others; relates well to different people from varied backgrounds and different situations.
• Planning and Evaluating: Determines objectives and strategies; coordinates with other parts of the organization to accomplish goals; monitors and evaluates the progress and outcomes of operational plans; anticipates potential threats or opportunities.
• Writing: Recognizes or uses correct English grammar, punctuation, and spelling; communicates information (for example, facts, ideas, or messages) in a brief, clear, and organized manner; produces written information, which may include technical material, that is appropriate for the intended audience.

Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience.
Note: A full year of work is considered to be 35-40 hours of work per week. Part-time experience will be credited on the basis of time actually spent in appropriate activities. Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment.
Physical Requirements: The work is primarily sedentary, but involves walking and lifting of office equipment and supplies.
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/.
Education
There is no educational substitution at this grade level.
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/.
Additional information
This job opportunity announcement may be used to fill additional vacancies.
If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement.
Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.
Whole Health Statement: The VA Sunshine Healthcare Network (VISN 8) advocates for a Whole Health System of care in each of the Medical Centers. This is an approach to healthcare that empowers and equips people to take charge of their health and well-being and live their lives to the fullest. As an employee operating in a Whole Health System of care, you will operate in a model that is based in a partnership across time, seeking to create a personalized health plan for each Veteran. This is done in the context of healing relationships and healing environments and a connection back to the Veteran's community. This aligns with the Veterans Health Administration (VHA) Mission Statement to Honor America's Veterans by providing exceptional health care that improves their health and well-being.
Candidates should be committed to improving the efficiency of the Federal government, passionate about the ideals of our American republic, and committed to upholding the rule of law and the United States Constitution.
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