Facility Services Assistant (OA)

Facility Services Assistant (OA)

Serves as the central coordination hub for all facilities maintenance work orders submitted to Engineering Service, managing a continuous, high-volume intake of requests originating from every clinical and administrative unit across VALBHS - including inpatient units, surgical suites, pharmacy, radiology, mental health, food service, and all support areas.

Receives, screens, logs, and processes work order requests submitted telephonically, electronically, and through the LEAF work order management system.

Executes end-to-end electronic work order processing using three integrated, enterprise-level VA platforms: Veterans Health Information & Technology Architecture (VISTA), Nulovo, and the LEAF work order management system.

Monitors VISTA messaging queues on a continuous basis throughout the workday to capture shop closures and updates corresponding LEAF records in real time.

Monitors the VHAON WORK ORDER email group with strict responsiveness standards - responding to all messages received during core working hours within one hour and processing after-hours correspondence at the start of the next business day.

Escalates ambiguous or unclear LEAF work order requests immediately to the supervisor through direct notification or LEAF's built-in 'Report to Supervisor' function.

Plays a pivotal and highly consequential role in VALBHS emergency operations by serving as the first administrative point of contact and communications coordinator during major facility emergencies - including floods, utility outages, fire events, medical gas failures, elevator emergencies, and other critical infrastructure failures.

Maintains a dynamic production control board providing real-time visibility into workload status, completion trends, and overall Engineering Service throughput.

Consults all supervisor-provided guidance materials prior to executing any work order action, including Standard Operating Procedures (SOPs), Standard Works documents, work order workflow charts, Shop Breakout documents, and EE number look-up references.

Provides comprehensive, independent office management and administrative support to Engineering Service.

Receives and audits daily time sheets for a multi-shift workforce operating across standard, evening, night, and irregular tours of duty, verifying that each entry accurately reflects each employee's tour of duty and complies with applicable timekeeping policies.

Serves as the designated Government Purchase Card (GPC) Cardholder for Engineering Service, exercising direct fiduciary responsibility for the procurement of expendable supplies, operational materials, and repair parts that keep the facility's maintenance operations running.

Identifies local vendors, negotiates purchases at fair and reasonable prices, and applies acquisition judgment to ensure that the government receives appropriate value.

Performs other related duties as assigned.

Work Schedule: Mon-Fri; 7:00am to 4:30pm (tentative).

Compressed/Flexible: Authorized; schedule can be discussed at time of selection.

Telework: Not Authorized

Virtual: This is not a virtual position.

Position Description/PD#: Facility Services Assistant (OA)/ PD11260A

Relocation/Recruitment Incentives: Not Authorized