The New Mexico VA Health Care System is searching for an Administrative Support Assistant to serve within Facilities Management.

Duties

Major duties include but are not limited to the following: Government Purchase Card Holder Enters all traditional (non-purchase card) IFCAP requests for material and service and alerts the designated Control Point Official of need for approving transactions and follows-up on status of any requests. Reconciles purchase card charges. Resolves disputes of unknown or incorrect charges. Complies with Federal and VA Acquisition Regulation and policies. Fiscal Responsibilities, Contracting Officer's Representative Monitors the performance contracts and equipment warranty service. Functions as Control Point Clerk and is responsible for checking, monitoring, and tracking purchase orders and invoices (2237s/1358s) for supplies, material, and services through the computerized IFCAP system. Schedules, monitors, and reviews outside contracted services to ensure appropriate, high quality workmanship in a timeframe that meets clinical needs. Reviews invoices and submits recommendations for payment to Fiscal Service. Facilitates Inventory/Maintenance and Repair Documentation Prints and closes out preventive maintenance work order lists and schedules for equipment in the Medical Equipment Management Program. Schedules repairs with the medical equipment or facility equipment vendors. Initiates appropriate documentation as required by making adjustments, correcting errors, omissions, or discrepancies to ensure the correctness of data. Receives and complies information from various sources related to maintenance and repair of medical and facility equipment/systems. Maintains work order records Section Primary Timekeeper and Education Coordinator Performs as timekeeper and keeps current all time keeping records and reports for the assigned section of the Engineering Service. Assists in travel, educational, and lodging arrangements for the assigned Section of Engineering including arranging government transportation. Prepares various travel vouchers and reports, submits all records, forms and receipts to proper service and follows through until the conclusion of receiving appropriated funds. Arranges temporary duty location documents and government vehicle requests. Prepares Documentation and Reporting of Primary Records Prepares numerous recurring and special reports and data for Action Items using electronic work orders and equipment inventory files. Searches, assembles, and summarizes information from files and documents as required for reports, briefings and conferences. Prepares minutes of various committees as required by the Section. Prepares correspondence (e.g., work order status reports, memoranda, letters, personnel action, forms etc.) as directed. Responsible for the organization and maintenance of correspondence files, manuals, regulations, circulars, and directives. Customer Service Consistently communicates and treats customers (veterans, their representatives, visitors, and all VA staff) in a courteous, tactful, and respectful manner. Provides the customer with consistent information according to established policies and procedures. Handles conflict and problems in dealing with the customer constructively and appropriately. Work Schedule: 700-1530 Position Description/PD#: Administrative Support Assistant/PD12186A Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized PCS Appraised Value Offer (AVO): Not Authorized Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 01/24/2024. 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-06 position you must have served 52 weeks at the GS-05. 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. 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 as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-05 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Knowledge of progress and status reporting requirements to gather and compile data, and to proofread final copy; Knowledge to record, validate, and distribute payments for vendor and government agency invoices; Knowledge of contracting practices including identifying fund control balances; Knowledge of construction and repair terminology and practices; Knowledge of the organizational and interdepartmental relationships in an active acute medical center; Knowledge of the Hazard Alert and Product Recall system, its policies and procedures. You will be rated on the following Competencies for this position: AuditingClericalControl of FundsSecurity 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 primarily sedentary, although some slight physical effort may be required, such as walking, standing, bending, and carrying of light items like papers or books. 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

There is no educational substitution at this grade level.

Contacts

• Address Raymond G Murphy Department of Veterans Affairs Medical Center 1501 San Pedro Drive, Southeast Albuquerque, NM 87108 US
• Name: Jasmin Theodore
• Phone: 562-826-8000 X14362
• Email: [email protected]