The Program Support Assistant works as a member of one of the Teams in the Centralized Support Division. The PSA serves as a primary contact for the Veteran and their representative or advocate for Freedom of Information (FOIA) and Privacy Act (PA) requests. The PSA also serves as the liaison for Veteran Benefits Administration (VBA) and the (NARA) and (DOD). The Program Support Assistant is the technical expert in relation to FOIA and Privacy Act requirements and record custody criteria.
Summary
The Program Support Assistant works as a member of one of the Teams in the Centralized Support Division. The PSA serves as a primary contact for the Veteran and their representative or advocate for Freedom of Information (FOIA) and Privacy Act (PA) requests. The PSA also serves as the liaison for Veteran Benefits Administration (VBA) and the (NARA) and (DOD). The Program Support Assistant is the technical expert in relation to FOIA and Privacy Act requirements and record custody criteria.
This vacancy announcement is open ONLY to applicants within the 50 mile Commuting Area of the Saint Louis Regional Office, Schedule A appointment, Displaced federal employees eligible under CTAP/ICTAP, persons eligible for non-competitive appointment, Veterans eligible under VEOA or VRA (or both), 30% Disabled Veterans, federal employees eligible for transfer/interchange agreements, Reinstatements, Military Spouse, Peace Corps/VISTA, and Land Management employees. This is NOT a Remote Position.
When called upon, to perform the duties and responsibilities as described below, the incumbent will be expected to perform core duties that are aligned with the team's mission. These duties and responsibilities will be supplemented, as necessary, by duties that are applicable to a particular team or common to all teams.
The incumbent is responsible for the care and maintenance of the claims folders and ensures that all pertinent records and documents are preserved and are neatly and orderly filed in chronological order in the correct compartment. Disposes of all redundant and non-record material after its initial purpose has been served. Determines the existence and location of the claims folder. Consolidates claims folder or establishes a new folder, when necessary.
Analyzes claim and determine if disposition of claim and control action has been appropriately identified. Establishes or updates control action, to include all tuxedo-based applications to include Veterans Benefits Management System (VBMS), Personnel Information Exchange System (PIES), CAPS and COVERS.
Has a thorough understanding of the operation of CAPRI, COVERS, VACOLS, PCGL, PIES, SHARE, ARCIS, RRS, VBMS, Adobe, eMilrecs centralized mail portal and WORD. Fully utilizes these systems to input and/or access information needed in connection with the duties of the position.
Greets all visitors and creates a favorable impression so visitors feel that VBA is interested in their welfare and will be responsive to their questions and needs. Must be friendly, articulate and possess the interpersonal skills to be able to cope with a variety of personalities and to subdue angry, hostile and excitable visitors.
Incumbent provides administrative support to the Team. Performs other related duties as directed by the Team Supervisor.
Assists the VSR with the gathering of Official Military Personnel File (OMPF) evidence for cases. Reviews evidence received for completeness. Incumbent follows-up to ensure that requested information is received for development actions. When information has not been received, takes the necessary steps needed to obtain the required information.
Utilizes Electronic Military Records {eMilrecs) Systems for record retrieval capabilities; prepares correspondence through the Personnel Information Exchange System {PIES) for communication to Regional Office personnel. When requested evidence is received, routes claim folders to the appropriate team for further action.
The employee resolves cases in which records were damaged or lost in the 1973 fire at the National Personnel Records Center {NPRC). This may require reconstruction of the data through other auxiliary sources, organizational records or through other agencies.
When requested, identify, obtain the claim folder and/or tags cases needed for independent reviews. {i. e., priority cases, over 125-day cases, and over age 85 cases.)
Requests information from Single Point of Entry (SPoE) units within the Department of Defense or National Archives and Record Administration pertaining to veteran's claim or determines that no such action is required.
Incumbent must have the ability to communicate effectively in writing. Incumbent is expected to generate various types of correspondence, (i.e. letters, reports of contacts, reports, and responses to Privacy Act/FOIA requests or congressional inquiries), that will be understood by individuals with various backgrounds and educational levels. Provides information for statistical and narrative reports, as needed.
The incumbent:
Prepares changes of addresses
Handles limited release of information requests by providing copies of documents from the claims file.
Is responsible for maintaining the integrity of the claims folder during folder review by claimants.
Retrieves the claims file when needed,
Acts as a liaison between Regional Offices and other Government Agencies such as Department of Defense and NARA.
Prepares, controls and monitors Veterans Assistance Inquiries (VAls) ensuring that timely responses are provided.
Selectees are subject to a background/suitability investigation
Selective Service registration is required for males born after 12/31/1959
A probationary period may be required for employees and supervisors
Selected applicants will be required to complete an online onboarding process.
Virtual: This is not a virtual position.
This is a Bargaining Unit Position.
Qualifications
To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 11/17/2024.
Note: 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 you document, to include volunteer experience.
Time In Grade: Applicants who are/were federal employees and have held a GS grade any time in the past 52 weeks must also meet Time In Grade requirements. For a GS-5 position you must have served 52 weeks at the GS-4 level.
To support your claim of Time In Grade, you must submit your most recent Appointment, Promotion, or Within Grade Increase SF-50 (do not submit an Award or General Adjustment SF-50 [for example]). Some applicants may have to submit more than one SF-50 to demonstrate their eligibility. See the required documents section for more information.
The Office of Personnel Management's group coverage qualification standards, associated individual occupational requirements (IOR), and individual qualification standards covering white collar occupations in the Federal competitive service can be found here.
Specialized Experience: To qualify for a GS-5, You must have one year of specialized experience equivalent to at least the next lower grade GS-4 in the normal line of progression for the occupation in the organization.
Specialized experience includes:
(1) Using various software to produce and transmit documents, reports, and correspondences;
(2) Utilizing automated computer systems to enter data and maintain case files;
(3) Performing standard clerical duties to include maintaining suspense and follow up systems; AND
(4) Reviewing forms and documents for completeness and accuracy.
Applicants may substitute education for the experience required for the GS-05 level.
4 years of education above the high school level obtained in an accredited business, secretarial or technical school, junior college, college or university. One year of full-time academic study is defined as 30 semester hours, 45 quarter hours, or the equivalent in a college or university, or at least 20 hours of classroom instruction per week for approximately 36 weeks in a business, secretarial, or technical school.
Applicants may also combine education and experience to qualify at the GS-05 level.
To calculate, first identify the percentage of required education you have earned (when substituting, you cannot use the first 60 semester hours that you earned). Then identify the percentage of required experience you possess. Add the two percentages. The total percentage must equal at least 100 percent to qualify at the GS-05. A transcript must be submitted with your application if you are basing all or part of your qualifications on education.
Education
A transcript must be submitted with your application if you are basing all or part of your qualifications on education.
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. 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.
Additional information
Work Schedule: Standard 5-day, 8-hour, full time (40 hours a week) schedule, 8:0 am to 4:30 pm CDT; Monday - Friday. Hours may vary to effectively carry out the mission.
Title/PD#: Program Support Assistant GS - 5; PD 37337A
Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level.
Physical Requirements: The work is sedentary. Typically, the employee may sit comfortably to do the work. However, there may be some walking; standing; bending; carrying of light items such as papers, books, small parts; driving an automobile, etc. No special physical demands are required to perform the work.
Placement Policy: The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion. The position may be filled by reassignment, change to lower grade, transfer, appointment, or reinstatement. Management may use any one or any combination of these methods to fill the position.
Special Employment Consideration: VA encourages persons with disabilities to apply, including those eligible for hiring under 5 CFR 213.3102(u), Schedule A, appointment of persons with disabilities [i.e., intellectual disabilities, severe physical disabilities, or psychiatric disabilities], and/or disabled veterans with a compensable service-connected disability of 30% or more. Please contact the special placement coordinator or the human resources specialist listed on this vacancy for more information regarding applying for consideration under schedule A or as a 30% disabled veteran.
Displaced federal employees: The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation and be found well-qualified for this vacancy. A well-qualified candidate is defined as meeting all of the minimum qualification standards and eligibility requirements as well as possessing skills that clearly exceed the minimum qualifications requirements for this position. A score of 85 or above on the assessment questionnaire is considered well qualified. Information about ICTAP and CTAP eligibility can be found here.
Service credit for leave: Veterans Affairs offers creditable service for annual leave accrual for non-federal work experience to eligible employees. For more information about crediting experience for annual leave visit here.
This job opportunity announcement may be used to fill additional vacancies and other vacancies in the same series, grade, and location.
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.
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.
How you will be evaluated
You will be evaluated for this job based on how well you meet the qualifications above.
Rating Factors (Competencies):
Attention to Detail- Is thorough when performing work and conscientious about attending to detail.
Customer Service-Works with clients and customers (that is, any individuals who use or receive the services or products that your work unit produces, including the general public, individuals who work in the agency, other agencies, or organizations outside the Government) to assess their needs, provide information or assistance, resolve their problems, or satisfy their expectations; knows about available products and services; is committed to providing quality products and services.
Reading- Understands and interprets written material, including technical materials, rules, regulations, instructions, reports, charts, graphs, or tables; applies what is learned from written material to specific situations.
Reasoning- Identifies rules, principles, or relationships that explain facts, data, or other information; analyzes information and makes correct inferences or draws accurate conclusions.
Decision Making- Makes sound, well-informed, and objective decisions; perceives the impact and implications of decisions; commits to action, even in uncertain situations, to accomplish organizational goals; causes change.
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.
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.
The following documents are required for all applicants:
Resume
Review the information below and submit any additional documents (as needed) to demonstrate your eligibility and/or qualifications for the position.
Resume
Your resume may be submitted in any format, however we strongly recommend using USA Jobs resume builder as it contains all of the information required on federal resumes.
For qualifications determinations your resume must contain hours worked per week, the dates of employment, and the level (GS level if the experience is federal [or the appropriate pay plan]) of your experience. If your resume does not contain this information you will not receive consideration for this position.
If you submit more than one copy of your resume, only the most recent version will be reviewed. The latest timestamp will be used to determine which version of your resume is "most recent." It is your responsibility to check the status and timestamp of all documents you submit as part of your application.
If your resume includes a photograph or other inappropriate material or content, it will not be used to make eligibility and qualification determinations and you may not be considered for this vacancy.
The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position. Please use this checklist to make sure you have included other documents required for you application, such as documentation to support Veterans Preference claims, or ICTAP/CTAP documentation (for displaced Federal employees). You will not be contacted for additional information.
Separation Notice (RIF)SF-50/Notification of Personnel ActionTranscriptSF-50
The SF-50 must indicate proof of status and should identify your position title, series, grade, step, salary, tenure, and type of service (Competitive or Excepted). You must submit your most recent appointment, promotion, or within grade increase SF-50 (do not submit an Award or General Adjustment SF-50 [for example]). Some applicants may have to submit more than one SF-50 to demonstrate their eligibility.
Applicants claiming Veterans' preference, VEOA, VRA or 30% Disabled Veteran Status must also submit:
A legible copy of your DD Form 214, "Certificate of Release or Discharge from Active Duty," showing all dates of service, as well as character of service (Honorable, General, etc.). The member 4 copy of your DD Form 214 is preferable. Copies of DD-214's can be requested here.
Current active duty members must submit a signed statement of service from their commander dated within the last 120 days that contains their expected discharge date, their release from active duty under honorable conditions, any medals awarded, and the timeframe of their service so eligibility can be determined.
Veterans claiming 10 point preference must also submit an SF-15 and all documents indicated on the form as proof of type of preference. This includes a VA letter supporting your disability claim with the overall percentage listed.
If you are unsure as to whether you qualify for veterans' preference, please consult the U.S. Department of Labor's Veterans' Preference Advisor here.
Applicants claiming CTAP/ICTAP eligibility must also submit:
Certification of expected separation, reduction-in-force separation notice, or notice of proposed removal; and your most recent performance evaluation; and an SF-50 demonstrating your separation or the position you will be separated from. Or
Worker's compensation separation: agency certification of inability to place employee and notification of separation or a separation SF-50. Or
Disability annuity termination: Notification from OPM of disability annuity termination and separation SF-50 of the last position held. Or
Military reserve or National Guard technician special disability retirement annuity under 5 U.S.C. 8337(h) or 8456: Certification of special disability retirement annuity from a military department or National Guard bureau and separation SF-50 of the last position held
Military Spouse Hiring Authority
To be eligible under this hiring authority, the military spouse must be in one of 3 categories:
Accompanying a member of the Armed Forces on a permanent change of station move (PCS, with PCS Orders);
The spouse of a totally disabled (100%) retired or separated member of the Armed Forces; or
The un-remarried widow or widower of a member of the Armed Forces killed while performing active duty
DD214 with an Honorable Discharge of Military Spouse.
Failure to submit any of the above mentioned required documents may result in loss of consideration due to an incomplete application package. It is your responsibility to ensure all required documents have been submitted. You will not be contacted for additional information.In addition to the information listed above, please use this checklist to ensure you have included other documents required for your application.
If you are relying on your education to meet qualification requirements:
Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.
To apply for this position, you must complete the https://apply.usastaffing.gov/ViewQuestionnaire/12599115 and submit the documentation specified in the required documents section. Documents will not be accepted after the closing date of the announcement.
The complete application package must be submitted by 11:59 PM (EST) on 11/17/2024 to receive consideration.1. To begin, click apply online to create a USAJOBS account or log in to your existing account. Follow the prompts to select your USAJOBS resume and/or other supporting documents and complete the occupational questionnaire.2. Click submit my answers to submit your application package.
Note: It is your responsibility to ensure your responses and appropriate documentation is submitted prior to the closing date.
To verify your application is complete, log into your USAJOBS account, select the application status link and then select the more information link for this position. The details page will display the status of your application, the documentation received and processed, and any correspondence the agency has sent related to this application.
Your uploaded documents may take several hours to clear the virus scan process.
To return to an incomplete application, log into your USAJOBS accountand click update application in the vacancy announcement. You must re-select your resume and/or other documents from your USAJOBS account or your application will be incomplete.
If you are unable to apply online view the following link for information regarding an Alternate Application.
St Louis Regional Benefit Office
9700 Page Ave
Overland, MO 63132
US
Next steps
After we receive application packages (including all required documents) and the vacancy announcement closes, we will review applications to ensure qualification and eligibility requirements are met.
During our review, if your resume and application package do not support your questionnaire answers, we will adjust your rating accordingly.
After the review is complete, a referral certificate(s) is issued and applicants will be notified of their status by email (if provided). Referred applicants will be notified as such and may be contacted directly by the hiring office for an interview.
All referred applicants receive a final notification once a selection decision has been made.
You may check the status of your application at any time by logging into your USAJOBS account and clicking on "Application Status." For a more detailed update of your status, click on "more information." Information regarding applicant notification points can be found in the USAJOBS Resource Center.
The Federal hiring process is set up to be fair and transparent. Please read the following guidance.
The following documents are required for all applicants:
Resume
Review the information below and submit any additional documents (as needed) to demonstrate your eligibility and/or qualifications for the position.
Resume
Your resume may be submitted in any format, however we strongly recommend using USA Jobs resume builder as it contains all of the information required on federal resumes.
For qualifications determinations your resume must contain hours worked per week, the dates of employment, and the level (GS level if the experience is federal [or the appropriate pay plan]) of your experience. If your resume does not contain this information you will not receive consideration for this position.
If you submit more than one copy of your resume, only the most recent version will be reviewed. The latest timestamp will be used to determine which version of your resume is "most recent." It is your responsibility to check the status and timestamp of all documents you submit as part of your application.
If your resume includes a photograph or other inappropriate material or content, it will not be used to make eligibility and qualification determinations and you may not be considered for this vacancy.
The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position. Please use this checklist to make sure you have included other documents required for you application, such as documentation to support Veterans Preference claims, or ICTAP/CTAP documentation (for displaced Federal employees). You will not be contacted for additional information.
Separation Notice (RIF)SF-50/Notification of Personnel ActionTranscriptSF-50
The SF-50 must indicate proof of status and should identify your position title, series, grade, step, salary, tenure, and type of service (Competitive or Excepted). You must submit your most recent appointment, promotion, or within grade increase SF-50 (do not submit an Award or General Adjustment SF-50 [for example]). Some applicants may have to submit more than one SF-50 to demonstrate their eligibility.
Applicants claiming Veterans' preference, VEOA, VRA or 30% Disabled Veteran Status must also submit:
A legible copy of your DD Form 214, "Certificate of Release or Discharge from Active Duty," showing all dates of service, as well as character of service (Honorable, General, etc.). The member 4 copy of your DD Form 214 is preferable. Copies of DD-214's can be requested here.
Current active duty members must submit a signed statement of service from their commander dated within the last 120 days that contains their expected discharge date, their release from active duty under honorable conditions, any medals awarded, and the timeframe of their service so eligibility can be determined.
Veterans claiming 10 point preference must also submit an SF-15 and all documents indicated on the form as proof of type of preference. This includes a VA letter supporting your disability claim with the overall percentage listed.
If you are unsure as to whether you qualify for veterans' preference, please consult the U.S. Department of Labor's Veterans' Preference Advisor here.
Applicants claiming CTAP/ICTAP eligibility must also submit:
Certification of expected separation, reduction-in-force separation notice, or notice of proposed removal; and your most recent performance evaluation; and an SF-50 demonstrating your separation or the position you will be separated from. Or
Worker's compensation separation: agency certification of inability to place employee and notification of separation or a separation SF-50. Or
Disability annuity termination: Notification from OPM of disability annuity termination and separation SF-50 of the last position held. Or
Military reserve or National Guard technician special disability retirement annuity under 5 U.S.C. 8337(h) or 8456: Certification of special disability retirement annuity from a military department or National Guard bureau and separation SF-50 of the last position held
Military Spouse Hiring Authority
To be eligible under this hiring authority, the military spouse must be in one of 3 categories:
Accompanying a member of the Armed Forces on a permanent change of station move (PCS, with PCS Orders);
The spouse of a totally disabled (100%) retired or separated member of the Armed Forces; or
The un-remarried widow or widower of a member of the Armed Forces killed while performing active duty
DD214 with an Honorable Discharge of Military Spouse.
Failure to submit any of the above mentioned required documents may result in loss of consideration due to an incomplete application package. It is your responsibility to ensure all required documents have been submitted. You will not be contacted for additional information.In addition to the information listed above, please use this checklist to ensure you have included other documents required for your application.
If you are relying on your education to meet qualification requirements:
Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.
To apply for this position, you must complete the https://apply.usastaffing.gov/ViewQuestionnaire/12599115 and submit the documentation specified in the required documents section. Documents will not be accepted after the closing date of the announcement.
The complete application package must be submitted by 11:59 PM (EST) on 11/17/2024 to receive consideration.1. To begin, click apply online to create a USAJOBS account or log in to your existing account. Follow the prompts to select your USAJOBS resume and/or other supporting documents and complete the occupational questionnaire.2. Click submit my answers to submit your application package.
Note: It is your responsibility to ensure your responses and appropriate documentation is submitted prior to the closing date.
To verify your application is complete, log into your USAJOBS account, select the application status link and then select the more information link for this position. The details page will display the status of your application, the documentation received and processed, and any correspondence the agency has sent related to this application.
Your uploaded documents may take several hours to clear the virus scan process.
To return to an incomplete application, log into your USAJOBS accountand click update application in the vacancy announcement. You must re-select your resume and/or other documents from your USAJOBS account or your application will be incomplete.
If you are unable to apply online view the following link for information regarding an Alternate Application.
St Louis Regional Benefit Office
9700 Page Ave
Overland, MO 63132
US
Next steps
After we receive application packages (including all required documents) and the vacancy announcement closes, we will review applications to ensure qualification and eligibility requirements are met.
During our review, if your resume and application package do not support your questionnaire answers, we will adjust your rating accordingly.
After the review is complete, a referral certificate(s) is issued and applicants will be notified of their status by email (if provided). Referred applicants will be notified as such and may be contacted directly by the hiring office for an interview.
All referred applicants receive a final notification once a selection decision has been made.
You may check the status of your application at any time by logging into your USAJOBS account and clicking on "Application Status." For a more detailed update of your status, click on "more information." Information regarding applicant notification points can be found in the USAJOBS Resource Center.
Fair and transparent
The Federal hiring process is set up to be fair and transparent. Please read the following guidance.
