Summary The primary purpose of the position is providing administrative support for E&FMS maintenance, repair, and contracted services. Provides cross functional support for engineering management, projects, and facilities management personnel on a wide variety of contracted out services ranging from special systems to facility wide building services. Responsibilities DUTIES INCLUDE WILL INCLUDE BUT NOT BE LIMITED: Reviews all work order data and corrective maintenance work that is requested by end users. Supports E&FMS functions in the execution of Fiscal end-of-year and budget planning activities primarily involving contracted services and Maintenance & Operations administrative functions. Coordinates with Fiscal Service regarding needs for end-of-year funds and assists the Chief, Maintenance & Operations, in proper allocation and/or distribution of needed funds to shop personnel. Organizes and maintains pertinent office files and records such as Joint Commission compliance documents. Serves as the official timekeeper for the team. Ensures information concerning personnel issues such as benefits, awards, tapes, administrative policies, etc., is disseminated throughout the section. Coordinates and assists in planning for all QSV events that include, but are not limited to, staff retreats, facility-wide trainings, program workshops, and site visits. Creates and manages various types of documents and independently prepares correspondence and reports from oral instructions or rough drafts. Provides Human Resources (HR) assistance when necessary, entering recruitment actions or other personnel actions into USA Staffing and WebHR computer systems, and is responsible for in-processing and out processing of QSV staff. Reviews all correspondence/publications prepared for approval signatures to ensure correct format, grammar, spelling, punctuation, appearance, and assembly; manages the routing and tracking of documents. Creates and compiles weekly, monthly, quarterly, and annual reports, including special or recurring reports utilizing multiple sets of data. Work Schedule: Monday Through Friday 08:00am - 04:30pm Virtual: This is not a virtual position. Position Description/PD#: Administrative Assistant (OA)/PD00729O Requirements 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 You may be required to serve a probationary period Subject to background/security investigation Selected applicants will be required to complete an online onboarding process Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/04/2024. 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-07 position you must have served 52 weeks at the GS-06. 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-06 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Special knowledge of the organization and mission of the Medical Center and associated Outpatient Clinics to coordinate maintenance & repair activities for accomplishment by maintenance personnel. Knowledge of various shop components and/or operations, and the methods and/or procedures required for their trade(s) to accomplish scheduled work in a timely manner. Skill in communicating and maintaining effective working relationships with both internal and external customers to serve as a point-of-contact for service requests. Sufficient knowledge of automated systems such as the equipment inventory management system to input, retrieve, and/or plan future operations pertinent to the maintenance & repair, operational budget, procurement of material & supplies, and support of service contracts and/or other assigned duties. The skills of a qualified typist are required. You will be rated on the following Competencies for this position: Administration and Management Computer Skills Oral Communication Organizational Performance Analysis Writing 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: Work is primarily sedentary in nature and requires walking, standing, bending, and carrying of light items such as books, papers, medical records, etc. 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 Receiving Service Credit or 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. 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.