Facility Services Assistant

4 days left

Hampton, Virginia
Sep 13, 2021
Sep 21, 2021
Full Time


Provides administrative support in all areas of the Hampton VAMC Maintenance and Repair Section. The immediate supervisor is the Facility Operations Specialist, Facilities Management Service.

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Serves as primary contact for emergency and routine repair calls for FMS. Determines type of problem and dispatches appropriate staff and/or supervisor to address each call. Issues work orders as required, maintains a log of all calls received, and provides monthly reports for emergency calls broken down by organization.

Issues work orders to all FMS shops based on written, verbal, telephone, and electronic work order requests. Codes each work order to identify proper work action and assignment to the appropriate shop. Receives all completed work orders, reviews them for accuracy of data, and then closes work order using the Automated Engineering Management System (AEMS) in VISTA. Ensures that all data including technician names, labor, materials, vendor costs, type of work performed, and completion date are recorded when closing out each work order. Maintains all work order files. Uses File Manager to produce monthly reports for completed, initiated, and over 30 days old work orders.

Produces monthly reports to document utility system failures, utility system user errors, equipment failures, equipment users errors, life safety work orders initiated, and life safety work orders completed. All reports are forwarded to FMS supervisory staff and the Environment of Care Committee. Monthly reports are summarized to develop annual reports for each category.

Maintains an established program of preventive maintenance (PM) on buildings, roads, building service equipment, expendable equipment, and non-expendable equipment. Prints monthly and weekly PM work order lists for all shops and closes-out all PM sheets using the AEMS to document labor, material, and pm status. Maintains PM sheet files. Reports are sent through FMS supervisory staff and Environment of Care Committee to verify compliance with JCAHO standards.

Codes all new equipment to be included in the PM program. Each new piece of equipment is assigned a PM schedule including responsible shop, technician, estimated time, frequency, starting month, procedure, and criticality. Works with Shop supervisors to develop PM procedures for all new equipment entered into the AEMS. The incumbent maintains all equipment records and updates locations, use status, and PM schedules as needed. Enters all building service equipment into the AMES in Vista, assigns appropriate PM schedule, and prints bar code label for each piece of equipment.

Prepares Equipment Search forms to be sent to owning services for equipment that could not be located for scheduled PM. Incumbent tracks all Equipment Searches and follows up with services until equipment is found. Once the equipment is found, a work order is issued to complete the required PM.

Produces annual reports and graphs using Excel and Microsoft Word to document performance of each shop based on work orders, PMs, and emergency calls. Reports are used to verify JCAHO requirements.

Serves as phone backup for other FMS employees; serves as primary Timekeeper for Maintenance and Repair Section and alternate for other sections of FMS; types memorandums and other general correspondence; and prepares meeting minutes for FMS.

Serves as a purchase card holder and complies with all the acquisition regulations, both Federal, VA and local to include 8A, small business, Javits-Wagner-O'Day Act, and mandatory sources. Makes individual purchases not exceeding the micro-purchase limit of $3,000. Reconciles purchase card charges within the established time limits. The standard for reconciliations is 75 percent of charges have been reconciled within 14 calendar days after the charge (payment) information is delivered locally to IFCAP, 95 percent of the payments are matched within 18 days and 100 percent within 40 days. It is recommended that cardholder strive to have all charges reconciled within the first ten days. Resolves disputes of unknown or incorrect charges also within the established time limits. Cardholder must leave all charges reconciled prior to taking annual leave or traveling for more than seven calendar days.

Performs other duties as assigned.

Work Schedule: Monday - Friday, 7am - 3:30pm. Must have the flexibility to work outside the normal tour of duty which may include weekends and holidays.
Position Description/PD#: Facility Services Assistant/PD026500

Travel Required

Occasional travel - You may be expected to travel for this position.

Supervisory status

Promotion Potential


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
  • 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 and Coronavirus Disease 2019 (COVID-19) Vaccination programs are requirements for all Department of Veterans Affairs Health Care Personnel (HCP)
  • Must possess a current valid state driver's license


To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 09/17/2021.

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-6 position you must have served 52 weeks at the GS-5 Level. 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.

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 for GS-6: one full year of related specialized experience for this position, equivalent to the GS-5 level in Federal Service. (Specialized experienced is defined in the vacancy announcement under Duties section.) Note, education cannot be used to qualify at the GS-6 level.

You will be rated on the following Competencies for this position:
  • Attention to Detail
  • Clerical
  • Customer Service
  • Flexibility
  • Manages and Organizes Information
  • Planning and Evaluating

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 Requirement. The work is primarily sedentary, although physical effort may be required since this position is located within Facility Management Operations. Will be required to lift, carry, push or pull a variety of materials and equipment such as pumps, motors, fixtures, tools, ladders and testing equipment. Incumbent will occasionally handle, lift, or carry up to 501bs, and may have to handle, lift, or carry over 50 pounds.

Will also be required to climb, balance, stoop, kneel and crouch to review scope and completion of work orders.

Will be required to be fit annually to wear a respirator which may prohibit facial hair growth or excessive makeup.

Working Environment. Performed in an adequately lighted and climate-controlled office. May require occasional travel, will support shop operations in non-climate-controlled areas, and will be part of FMS staff that can be called back during emergent situations such as disasters, supporting snow removal operations, etc.

Valid State Driver's License. The position requires a valid state driver's license. Position may require occasional travel to satellite VA facilities with a government furnished vehicle to support these facilities as required.

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/ .


Additional information

VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process.

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. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. 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.

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. Contact the Agency Contact for information on how to apply under this appointment authority via the Selective Placement Coordinator.

The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal/VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified : applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/ .

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.

It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.

This job opportunity announcement may be used to fill additional vacancies.

Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.

For more information on the "Who may apply" eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document.

If you are unable to apply online or need to fax a document you do not have in electronic form, view the following link for information regarding an Alternate Application .

How You Will Be Evaluated

You will be evaluated for this job based on how well you meet the qualifications above.


Narrative responses are not required at this time. If you are referred for consideration, you may be asked to submit additional job related information, which may include, but not limited to; responses to the knowledge, skills and abilities; completion of a work sample, and/or contact for an interview.Your resume and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect your rating or consideration for employment.

Background checks and security clearance

Security clearance
Not Required

Drug test required

Position sensitivity and risk
Non-sensitive (NS)/Low Risk

Trust determination process

Required Documents

To apply for this position, you must provide a complete Application Package which includes:
  • Driver's License
  • Resume

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 your application, such as a copy of your transcript (if using education to qualify), SF-50's (current/former Federal employees), documentation to support Veterans Preference claims, or ICTAP/CTAP documentation (for displaced Federal employees). You will not be contacted for additional information.
  • DD-214/ Statement of Service
  • Disability Letter (Schedule A)
  • Disability Letter (VA)
  • Driver's License
  • Proof of Marriage Status
  • Resume
  • Separation Notice (RIF)
  • SF-15
  • SF-50/ Notification of Personnel Action

SF-50, Notification of Personnel Action (if applicable for Time in Grade and/or Eligibility):
  • Most recent SF-50 if you are a current or former Federal employee
  • An SF-50 showing 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
  • Award 50's do not provide sufficient information and will not be accepted for the purpose of verifying time-in-grade.
  • Examples of appropriate SF-50's include:
    • Within grade increases at the highest grade held; or
    • Promotions with an effective date more than one year old; or
    • SF-50's at the highest grade held with an effective date more than one year old.
Veterans' Preference: When applying for Federal Jobs, eligible Veterans should claim preference for 5pt (TP), 10pt (CP/CPS/XP), or for Sole Survivor Preference (SSP) in the questionnaire. You must provide a legible copy of your DD214(s) which shows dates and character of service (honorable, general, etc.). If you are currently serving on active duty and expect to be released or discharged within 120 days you must submit documentation related to your active duty service which reflects the dates of service, character of service (honorable, general, etc.), and dates of impending separation. Additionally, disabled veterans and others eligible for 10-point preference (such as widows or mothers of eligible Veterans) must also submit an SF-15 "Application for 10 Point Veteran Preference" with required proof as stated on the form. Documentation is required to award preference. For more information on Veterans' Preference, please visit Feds Hire Vets - Veterans - Job Seekers - Veterans' Preference .

If you are relying on your education to meet qualification requirements:

Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education .

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.