The Program Support Assistant promotes and improves the efficiency of the Biomedical Engineering Section through management of work order system, equipment management program, and procurement processes for El Paso Veterans Affairs Biomedical Engineering Section.

Duties

Duties include but not limited to: Work Order Management: - Have extensive knowledge of procedures, records, standards, manufacturing data, and equipment inventory data -Screens all regular routine work requests to insure that work is engineering related and adequately described, and obtains clarification when needed, and rejects contaminated equipment until properly cleaned. -Monitors routine work orders and advises the lead technician and supervisor of delinquent work. -Follows up on administrative progress of the work and reports the status to the requester when required. -Responsible for all administrative and clerical functions of work orders including assigning, coordinating, editing, printing, closing, filing, as well as performing extensive data searches using available software such as Fileman for statistical reports. Supply and Inventory Management : -Initiates, tracks, and follows up on requests for the procurement of parts, materials and services. -Screens catalogs and other materials to obtain pertinent information for ordering purposes and contacts vendors to obtain current stock numbers and budgetary estimates before ordering. -Maintains purchase order files and coordinates with all services and vendors to ascertain the status of purchase requests. -Serves as liaison between Acquisition & Material Management Service (A&MM) and the Biomedical Engineering., -Responsible for maintaining the Biomedical and Electronics repair part and supply inventory items. -Responsible for determining, establishing, and maintaining stock levels within the prescribed levels and adjusting those levels or reorder points. -Initiates, prepares, edits, and processes requisitions through the acquisition processes for procurement of parts for clinical and electronic equipment using government credit cards. -Resolves issues concerning repair parts when guidelines or instructions are not clearly defined. -Conducts extensive and exhaustive searches for required parts and works with manufacturers to ensure repair parts required will accomplish the desired end result. Technology, Equipment, Project, and Space Management : -Responsible for all administrative and clerical functions of the Equipment Management Program and works closely with A&MM Property Management, Safety, and Quality Management staff to ensure compliance with VA standards and regulations and timely reporting. -Maintains, updates and correlates records pertaining to the new equipment and project plans for the El Paso VA. -Tracks of all new medical and electronic equipment requests and performs data entry tasks such as enter/edit equipment records and PM parameters. -Ensures all biomedical and electronic equipment is inspected, evaluated for inclusion/exclusion in the equipment management program, and is appropriately scheduled for preventive maintenance. -Works with staff to resolve discrepancies regarding equipment warranty expiration dates, delivery of service manuals, equipment locations, etc. - Follows completion of PM by the technicians, the incumbent screens preventive maintenance sheets for repairs, issues work orders, and closes out PM work orders. - Responsible for referring hazard alerts, recalls, safety notices, etc. to the appropriate technicians for proper action and then follows up with documentation. - Maintains and updates test equipment calibration records, enters and tracks section equipment repair requests and contacts OIT service. Clerical and Time Keeping: -Prepares, types, and files reports and correspondence for the Biomedical Engineering Section. -Receives, sorts, and files all documentation. -Receives and delivers messages to section personnel. -Prepares items and equipment for shipping. -Answers telephones and operates a variety of office and computer equipment. -Maintains suspense date data on section correspondence. -Maintains suspense date data for all El Paso VA equipment hazard alerts and deferred-could not locate device PM work orders. -Assists with pick up and delivery of equipment throughout El Paso VA -Designated timekeeper for Biomedical Engineering Section. -Prepares and files performance appraisals, competencies, award and recognition, and training documents for section employees. Work Schedule: Monday to Friday, 8:00am - 4:30pm Telework: Not available Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/PD005730 Relocation/Recruitment Incentives: Not Authorized Financial Disclosure Report: Not required This is a bargaining unit position

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 08/03/2023. 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-04 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: monitors routine work orders, reports any delinquent work, and provides status to the requester; responsible for all administrative and clerical functions of work orders including assigning, coordinating, editing, printing, closing, and filing; performs extensive data searchers using software for statistical reports; initiates, tracks, and follows up on requests for procurement of parts, materials and services; screens catalogs for ordering purposes; contacts vendors for current stock number and estimates before ordering; maintains purchase order files and obtains status of purchase requests; initiates, prepares, edits and processes requisitions for procurement of clinical parts and electronic equipment; tracks new medical and electronic equipment requests; resolves discrepancies on equipment's warranty, expiration dates, delivery of service manuals, and equipment location; follows up on completion of preventive maintenance by the technicians; maintains and updates test equipment calibration records; prepares, types, and files reports and correspondence; operates variety of office and computer equipment; works receives, sorts and files all documentation; prepares equipment for shipment; serves as timekeeper; answers telephone and delivers messages to staff, and have exceptional interpersonal and communication skills both verbal and written.. NOTE: Experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hours worked per week. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have Successfully completed four (4) years of education above the high school level in any field which high school graduation or the equivalent is the normal prerequisite. (TRANSCRIPT REQUIRED). OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have a combination of specialized experience and education beyond the second year (in excess of the first 60 semester hours post high school) and specialized experience as described above, which meet the total experience requirements for this grade level. (TRANSCRIPT REQUIRED) You will be rated on the following Competencies for this position: Administration and Management Attention to Detail Clerical Customer Service 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 is sedentary. Some work may require movement between offices, hospitals, warehouses, and similar areas for meetings and to conduct work. Work may also require walking/standing, in conjunctions with travel to and attendance at meetings and/or conferences away from the work site. Incumbent may carry and lift light items weighing less than 15 pounds. 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/.

Education

A transcript must be submitted with your application if you are basing all or part of your qualifications on education.

Note: If your school has changed names, or is no longer in existence, you must provide this information in your application.

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: http://ope.ed.gov/accreditation/. 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: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.

Contacts

• Address El Paso VA Clinic 5001 North Piedras Street El Paso, TX 79930 US
• Name: VISN 17 SSU USAS Group
• Email: [email protected]