Office Services Assistant

Job TitleFacility Services Assistant (OA)DutiesHelp Duties include but not limited too:The incumbent serves as primary contact for emergency and routine repair calls for Facilities Management. Determines type of problem and dispatches appropriate staff and/or supervisor to address each call.The incumbent issues work orders to all Facilities Management 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, review them for accuracy of data, and then closes work order in VISTA verifying 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.The incumbent 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, material, and pm status.The incumbent codes all new equipment to be included in PM program. Each new piece of equipment is assigned a PM schedule including responsible shop, technician, estimated time, frequency, starting month procedure, and criticality.Incumbent serves as the Certifying Official for Facilities Management Service and certifies invoices with access to Invoice Payment System (IPPS), prior to certifying an invoice, the incumbent request any changes necessary to the Purchase Order (increase/decrease) from the Purchasing Agent or Contacting Officer and ensures changes are in place, verifies receipt of goods/services, ensures the invoice has not previously been processed and if necessary, contacts the vendor with any discrepancies and rejects invoices if not appropriate for payment and notes justification for rejection.The incumbent serves as the Talent Management System (TMS) and training coordinator for Facilities Management and is responsible for recording for recording and maintaining records for each employee. A training report and deficiency reports on periodic basis to identify training needs will be ran. Supervisor will be notified of staff training requirements and ensures that all employees meet the yearly requirements.Work Schedule: Monday-Friday, 7:30am-4pmCompressed/Flexible: Not AuthorizedTelework: Not AuthorizedVirtual: This is not a virtual position. Not AuthorizedPosition Description/PD#: Facility Services Assistant (OA)/ PD07026ARelocation/Recruitment Incentives: Not AuthorizedPermanent Change of Station (PCS): Not AuthorizedPCS Appraised Value Offer (AVO): Not Authorized