Program Support Assistant at Veterans Health Administration

About the role

This position is located in the Fiscal Service at Kansas City VA Medical Center in Kansas City, MO. The Program Support Assistant is responsible for assisting the fiscal office by providing clerical support to the Chief Financial Officer, Assistant Fiscal Officer, and accounting and budget supervisory staff. ***THIS IS NOT A VIRTUAL POSITION, YOU MUST LIVE WITHIN OR BE WILLING TO RELOCATE WITHIN A COMMUTABLE DISTANCE OF THE DUTY LOCATION*** Major duties and responsibilities include but not limited to: Supporting Fiscal Service programs by tracking requests, employee requirements, databases, reports, correspondence, training, travel, and other administrative activities while providing weekly updates to leadership Researching files, databases, financial reports, regulations, and other sources to compile information for audits, reconciliations, policy updates, and program activities while ensuring materials are accurate and accessible Supporting Fiscal Service training by developing, obtaining, scheduling, and coordinating training materials, trainers, and sessions Monitoring operating programs, training, and KPIs while recommending improvements to leadership to help achieve organizational goals Providing comprehensive office support by answering calls, assisting visitors and staff, coordinating contacts and schedules, and responding to routine Fiscal Service inquiries Processing and preparing correspondence, reports, memoranda, presentations, mail, inquiries, and meeting minutes while conducting research and maintaining accurate documentation Maintaining organized electronic administrative filing and tracking systems for office and personnel records in accordance with hospital policies Maintaining the Fiscal SharePoint site, records, calendars, meetings, telework schedules, and employee personnel folders while ensuring records are properly managed according to VA guidelines Ensuring accurate employee time and leave records, advising staff on leave regulations, and verifying payroll-related authorization and timecard documentation Processing travel requests, verifying documentation, arranging cost-effective official travel, and calculating reimbursable mileage according to Federal regulations Managing Fiscal Service procurement by preparing purchase requests and orders, maintaining records, ensuring funding and regulatory compliance, and resolving purchasing issues with vendors and stakeholders Performing other related duties as assigned Work Schedule: Monday to Friday; 08:00 a.m. to 04:30 p.m. Recruitment & Relocation Incentives: Not authorized Critical Skills Incentive (CSI): Not Approved Minimum Requirement: The following are minimum requirements for appointment as a Program Support Assistant in the Veterans Health Administration (VHA), which all applicants must meet. Specialized Experience (GS-06): You must have one (1) year of specialized experience that equipped you with the particular knowledge, skills, and abilities (KSA's) to perform successfully the duties of the position, and that is typically in or related to the position to be filled. To be creditable, specialized experience must have been equivalent to at least the next lower grade level (i.e., GS-05). Qualifying examples of specialized experience would typically include but are not limited to: operating personal computers, office equipment, and software applications to complete office and data-related tasks such as answering phones, managing calendars, scheduling conference rooms); organizing and managing diverse materials, records, correspondence, reports, presentations, and administrative tasks using established clerical procedures; communicating effectively through in-person and written correspondence, emails, memoranda, reports, presentations, and other administrative documents; applying timekeeping, leave, and time and attendance procedures to support accurate and timely administrative processing; interpreting fiscal terminology, rules, and operations to provide accurate information for correspondence, inquiries, data tracking, and administrative support. (CLEAR DETAILS OF EXPERIENCE REQUIRED: Your resume must show complete information for each job entry, such as beginning and ending dates of employment, duties performed, and/or total hours worked per week.) 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/. Your experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hours worked per week. 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. IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Overstating your qualifications and/or experience in your application materials or application questionnaire may result in your removal from consideration. Cheating on the online assessment may also result in your removal from consideration. You must be a U.S. Citizen to apply for this job To be considered for this position, you must complete all required steps in the process. In addition to the application and questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the job. Selective Service Registration is required for males born after 12/31/1959 Physical Requirements: The work is sedentary and may require some walking, standing, bending, carrying and/or lifting of light items like papers or books 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) - See "Required Documents" below for details. As a condition of employment for accepting this position, you will be required to serve a 1-year probationary 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, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.