Facility Services Assistant

Veterans Health Administration • Minneapolis, MN

1d • Onsite

About The Position

The Facility Services Assistant supports the Facilities Engineering Department at the Minneapolis VA Health Care System and serves as the department’s customer-service first point of contact. Reporting to the Assistant Director of the Facilities Engineering Department, the assistant performs administrative work that supports the department’s operations, service requests, maintenance, records, purchasing, and staff workload. The position is onsite in a shared office environment and follows a Monday–Friday schedule from 7:30 a.m. to 4:00 p.m.

The role supports the VA’s Whole Health System of care and its mission to provide exceptional health care that improves Veterans’ health and well-being. The work is primarily sedentary, with possible slight physical effort. This is not a virtual position.

Requirements

• U.S. citizenship.
• Meet the applicable time-in-grade requirement if a current or former Federal employee subject to that requirement.
• One year of specialized experience equivalent to at least GS-04, including customer contact and routing calls or service requests; prioritizing work orders and scheduling maintenance; maintaining files and records; processing purchase requests and tracking expenditures; and preparing correspondence, meeting minutes, and reports; or qualify through the stated education or combined education-and-experience alternatives.
• Alternatively, four years of education above high school in an eligible field from an accredited business, secretarial, or technical school, junior college, college, or university; or a combination of education beyond two years and specialized experience demonstrating ability to perform the duties.
• Complete the required application, questionnaire, and online assessment.
• Register for Selective Service if applicable to males born after December 31, 1959.
• Pass a background/security investigation and complete online onboarding and required employment identification documentation.
• Participate in the seasonal influenza vaccination program as a Department of Veterans Affairs Health Care Personnel employee.
• Serve a one-year probationary period or two-year trial period, as applicable.
• Submit transcripts if using education to qualify; foreign education requires the specified foreign equivalency documentation.
• Work is primarily sedentary, with possible slight physical effort.

Nice To Haves

• Knowledge of analysis and evaluation techniques for reviewing data accuracy.
• Knowledge of concepts, principles, and practices in a professional administrative occupation, with skill applying that knowledge to difficult and complex assignments to assess, analyze, and solve problems.
• Broad knowledge supporting effective and efficient Facilities Engineering Department operations, including inventory control, staffing, delegation, process management, standards development, and process improvement.

Responsibilities

• Screen emergency and non-emergency calls, vendor inquiries, staff calls, and general inquiries, and route them to appropriate personnel.
• Serve as the customer-service first point of contact for the Facilities Engineering Department and help ensure Veteran and staff needs are met.
• Review, prioritize, and route work orders submitted by medical center staff.
• Coordinate urgent and emergency on-demand service calls with shop supervisors.
• Schedule short- and long-range maintenance, repair, and minor construction requirements, and maintain preventive maintenance schedules with shop supervisors.
• Establish, maintain, and dispose of department files and records as the Facilities Department Records Manager.
• Plan, organize, and prioritize administrative activities to meet deadlines and comply with local and national policies, directives, and regulatory requirements.
• Assess and revise processes to improve workflow quality, timeliness, and efficiency, and provide management with possible solutions to problem areas.
• Establish policies and procedures for administrative services and identify department needs for equipment, supplies, and personnel.
• Assist with correspondence, prepare meeting agendas and minutes, schedule meetings in Outlook, and prepare reports and presentations.
• Serve as department timekeeper, process time and attendance accurately and promptly, and train employees on time and attendance entry.
• Act as Government Purchase Cardholder and ordering official for goods, services, office supplies, and furniture; reconcile orders in IFCAP and U.S. Bank.
• Serve as Fund Control Point Clerk, monitor balances, enter 2237 requests, and track requests sent to contracting.
• Coordinate government vehicle fleet reservations, track government fleet card receipts, and schedule vehicle maintenance, repairs, and loaners.
• Serve as the department Automated Data Processing Application Coordinator (ADPAC), including coordinating staff computer and account access.
• Use Microsoft Excel, Word, Outlook, and VISTA to track department projects and staff workload.
• Perform other related duties as assigned.

Benefits

• Federal employee benefits package; specific benefits depend on position type and eligibility.
• Potential credit for job-related non-federal experience or active-duty uniformed military service when determining annual leave accrual, subject to approval before appointment.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED