Facility Services Assistant

Summary The Engineering Department of Western New York Healthcare System (WNYHS) is tasked with the operation and maintenance/repair of a major healthcare system. The position is assigned to the (VAWNYHS) Batavia VA Medical Center, in Batavia, New York as a Facility Services Assistant. Responsibilities Administrative & Inventory Management The position provides administrative functions necessary to provide sound management of the Maintenance and Operations sections, reporting to the Facility Operations Supervisor who oversees the sections. Adopts, develops, systemically reviews, and evaluates, modifies, updates comprehensive maintenance standards, protocols, and procedures based on available published guides, manufacture's recommendations, published codes, and standard requirements, historical data, and technical consultation with end users, maintenance/repair technicians, engineers, vendors, and contractors. Prepares reports, maintains files and records in accordance with Engineering file plan. Assist the Administrative Officer in developing procedures and systems for establishing, operating, and assessing the effectiveness of administrative control systems and the accomplishment, evaluation, and monitoring of audits, inspections, or management or internal control reviews. Evaluates results of audits/inspections and forwards action items to the responsible departments and/or organization. Assist in evaluations, processes or make recommendations for effective organizational changes. Correspondence and information control, managing and tracking of all equipment, supplies and services provided and received to the Service. May act as the primary liaison between Facility Management Services and administrative offices outside the organization. Provides back-up support for Buffalo & Batavia Engineering on behalf of the Administrative Officer of administrative area such as: human resources, budget, procurement, and purchasing. Incumbent will provide assigned administrative activities to organizational committees. Time Keeping Monitors and reports time and attendance for Buffalo and Batavia Engineering. Tracks, logs, and reports on a variety of Time &Attendance and special pay categories requiring the use of unrelated methods, practices, and procedures. Prepares tracking system and logs hours reported such as overtime pay, compensatory pay, premium pay, and other special pay determinations for the supervisor's use in tracking and planning. Operation Oversight and Control of Computerized Work Order System Position is responsible for control of the AEMS/MERS and/or equivalent computerized maintenance management system, including preparation of or technical supervision of the clerical preparation of system data inputs; Review of data outputs and reports for correctness, completeness, and timeliness; utilization of data outputs for maintenance documentation and records-keeping for purpose of demonstrating compliance for accreditation with the Joint Commission and other VA oversight programs; and ongoing review and enhancement of Facility Clinical, Research, and Administrative Services must be contacted for the planning and scheduling of major project work utility outages or systems interruptions. Position is also responsible for the development of annual maintenance requirements and to allocate budgeted resources to complete these requirements. Will work with the Administrative Officer in developing short and long term budget requirements and forecast the budgetary requirements leading into the next fiscal year. Responsible for the preparation, monitoring and provides status of recurring and non-recurring reports as assigned by the Facility Operations Supervisor, and insures their completion within time frames established by the Supervisor or higher authority. Budget Administrative Support Performs clerical, assistant or technician level work in support of a budget analysis and/or administration function regarding recurring maintenance fund control point. Processes budgetary transactions for recurring maintenance fund budget accounts. Checks the accuracy of funding documents and continually updates records of status of funds for assigned fund control points to reflect effects of budgetary transactions. Reviews documents such as vouchers, purchase requests, work orders, and contractor invoices to assure agreement of budgetary account codes and dollar amounts, and compliance with regulations and procedures. Performs other duties as assigned. Work Schedule: Monday - Friday; 7:00am - 3:30pm Virtual: This is not a virtual position. Position Description/PD#: Facility Services Assistant/PD09546A Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job All applicants tentatively selected for VA employment in a testing designated position are subject to urinalysis to screen for illegal drug use prior to appointment. Applicants who refuse to be tested will be denied employment with VA. 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 (Effective May 7, 2025, driver's licenses or state-issued dentification 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) 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, 03/16/2026. 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. You must submit the following documentation demonstrating eligibility: Official Notification of Personnel Action (SF-50) noting your current position or most recently held position, tenure, type of position occupied (i.e., Excepted or Competitive), grade level and duty location. (Text version SF-50s or Request for Personnel Action SF-52s are not acceptable.) For current Federal employees, the SF-50 must be effective the first pay period of the current year or later. Time-In-Grade (TIG) Requirement: TIG requirements apply to applicants who are current Federal employees and have held a GS grade at any time in the past 52 weeks, as well as former Federal employees applying for reinstatement, and current employees applying for a Veterans Employment Opportunities Act of 1998 (VEOA) appointment. Applicants who must meet TIG must also submit the following in addition to their most recent SF-50: Official SF-50 that shows you hold the grade for the position you are applying for (or a higher grade), or Official SF-50s that show you held the next lower grade for at least one year for the position you are applying for. (Multiple SF-50s may need to be submitted to show this.) Examples of appropriate SF-50s to include in addition to your most recent SF-50 to meet TIG requirements include: Within grade increases (WGI) at the highest grade held; or Promotions with an effective date that occurred more than one year from the closing date of the JOA; or SF-50s at the highest grade held with an effective date that occurred more than 1 year from the closing date of the JOA. NOTE: Do not submit Award SF-50s, as they do not provide sufficient information and will not be accepted for the purpose of verifying time-in-grade. Failure to submit any of the above required documents applicable to your submission may result in loss of consideration and a rating of ineligible due to an incomplete application package. It is the applicant's responsibility to verify that their application package (resume, supporting documents, and responses to the questionnaire) is complete, accurate, and submitted by the closing date. We will not contact applicants for additional documentation, nor will we accept late or missing documents after the close of the announcement. 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 and/or education 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: prioritizing integrating and coordinating various work activities of Facility Management Service as well as contracted work for optimum effectiveness and efficiency utilizing available man-hours, equipment, tools, and funding resources to meet user, program, and mission needs. You will be rated on the following Competencies for this position: Clerical Computer Skills Customer Service Database Management Systems Problem Solving 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: The work involves walking, standing, climbing, bending, or carrying light items such inspection/test instruments, small parts, and supplies. Occasional demanding physical effort is required, e.g., climbing ladders, utilizing hatches to access roofs, or creeping through crawlspaces. Capable of donning and utilizing all required personal protective equipment For more information on these qualification standards, please visit the United States Office of Personnel Management's website at Education There is no educational substitution at this grade level. A transcript must be submitted with your application if you are basing all or part of your qualifications on education. 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: 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: 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.

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