Operation Support Assistant Oa Jobs (NOW HIRING)

Summary
The Program Support Assistant (OA) functions as a timekeeper and documents SWS staff time and leave as required following STVHCS policy and national regulation. The incumbent tracks, monitors and provides time and leave reports, as requested by SWS Management. The incumbent provides support and timekeeper related guidance to lower-level administrative support staff to ensure accurate time and attendance to meet Payroll audits. The incumbent uses VISTA to access and compile information.
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Duties
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Duties may include but are not limited to:
Program Resources Services and Support

• Performs work related to the acquisition and development of program information and resource materials/personnel to support the policy development and technical activities of the organization;
• Assists with projects in support of the policy development and technical program activities;
• Assembles and summarizes information and other materials from other sources;
• Develops resource materials, such as hard copy and computer-based brochures and reports;
• Monitors all aspects of the operating programs and makes recommendations to improve or modify methods for disseminating information to intended audiences;
• Serves as an Automated Data Processing Application Coordinator (ADPAC) to support SWS staff in the acquisition of equipment such as telephones, computers, printers, fax machines, laptops, cellular phones, tablets from the Office of Information Technology (OIT);
• Appropriately orders and maintains an orderly and adequate level of program supplies;
• Ensures lower level ADPACs are appropriately informed and abreast of changes to ensure accurate and timely submission of equipment requests;
• Manages day to day workload of lower-level administrative support staff to avoid equipment delays;
• Functions as an alternate travel arranger utilizing the federal travel program to assist SWS staff with travel orders, including travel vouchers and authorizations;
• Closely monitors travel requests to ensure approved travel orders are submitted accurately and timely and received prior to scheduled travel;
• Serves as the knowledge expert in guiding lower-level administrative support staff troubleshooting assistance to ensure accurate and timely travel authorizations and vouchers.

Provides Administrative Assistance for Case Management

• Provides assistance to Chief, Assistant Chief, and Administrative Officer, clinical professionals and other staff members;
• Performs proficient clerical and administrative support, ensuring appropriate administrative processes are maintained in SWS;
• Maintains accurate paper and electronic records of cases in accordance with records control schedule;
• Compiles recurring and special reports as required by SWS programs;
• Serves as the records liaison and monitors lower-level administrative support staff record management.

Information Receptionist

• Receives calls and routes callers, patients, and visitors;
• Provides information about the organization as well as SWS programs;
• Receives and provides forms and assists patients and visitors with administrative completion of forms or documents;
• Provides general telephone and visitor referral services;
• Directs patients, visitors, and callers to appropriate program/staff based on specific request or by ascertaining the nature of the call;
• Personally provides information of a routine nature. Inquiries vary widely and information given requires explanation of office functions, describing specific requirements, providing basic instructions or a similar degree of detail. Inquiries received require evaluation to determine the most useful and appropriate information, resolve inconsistencies in available information or provide alternatives;
• Obtains information to prioritize and make decisions regarding caller referral based on specific caller needs;
• Obtains caller information and resolves problems independently when possible;
• Ensures timely clinical response to patients/callers with potential emergent or urgent care needs through prompt identification of the problem and appropriate clinical referral;
• Interacts with customers, family members, visitors and co-workers in a courteous, tactful, helpful manner, exercising mature judgment and diplomacy;
• Receives, schedules, and refers external customers (to include community agencies, other government agencies, and general public) to appropriate SWS staff/programs;
• Acts as liaison to other managers and staff within the organization and provides accurate advice on procedures, reports, requirements and other matters necessary to implement SWS program policies, directives and instructions;
• Performs all necessary functions for the efficient operation of SWS;
• Maintains calendars, schedules appointments, coordinates meetings, and schedules conferences between various SWS program staff and all staff disciplines throughout the STVHCS;
• Ensures follow-up appointments and actions are scheduled and complete timely;
• Assures effective administration of functional operations;
• Performs other duties as assigned.

Work Schedule: Monday - Friday, 8:00am - 4:30pm
Telework: Available on an Ad-hoc basis.
Virtual: This is not a virtual position.
Position Description/PD#: Program Support Assistant (OA)/PD001060
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.
• Physical Examination: May be required, depending on the needs of the organization.
• 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, 09/09/2026.
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-7 position you must have served 52 weeks at the GS-6. 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-6 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Knowledge and ability to apply patient privacy regulations and release of information procedures; knowledge of medical terminology and usages; ability to plan effectively, set priorities, coordinate activities, have a high degree of skill in oral and written communications; skill in use of Microsoft Work, Outlook, and Excel programs, scheduling, and other VISTA packages; knowledge to perform accurate and appropriate timekeeping functions; and skill in applying basic data gathering methods, such as standard interviewing or surveying techniques, to collect various types of factual information..

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

• Analytical Reasoning
• Communication
• Managing Human Resources
• Managing Resources

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.
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.
Additional information
Receiving Service Credit for Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed.
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.
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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A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.
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Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.