Facility Services Assistant

Summary

The Facility Support Assistant is assigned to Facilities Engineering Department at the Minneapolis VA Health Care System. This position is the Store Front for the Department and reports to the Assistant Director of the Facilities Engineering Department. The incumbent performs a variety of administrative tasks associated with maintaining and supporting the work performed within the Facilities Engineering Department.

Duties

Major duties include, but not limited to: Screen calls for the Facilities Engineering (FE) Department, including emergency and non-emergency calls, vendors, medical center staff, and general inquiries, and direct them to the appropriate personnel. Serve as the customer service first point of contact for the FE Department, making sure Veteran and staff needs are met. Review, prioritize, and route work orders submitted by medical center staff for necessary services. Coordinate on-demand service calls with shop supervisors to address urgent and emergency repairs throughout the medical center. Schedule short- and long-range maintenance, repair, and minor construction requirements, and maintain the preventive maintenance schedule with shop supervisors. Manage records for the Facilities Department Records Manager, including establishing, maintaining, and disposing of a variety of files and records. Plan, organize, and prioritize daily administrative activities to ensure deadlines are met and the FE Department follows local and national policies, directives, and regulatory requirements. Assess and revise processes to improve the quality, timeliness, and efficiency of workflow, and give management possible solutions to problem areas. Establish policies and procedures to accomplish administrative services, and identify FE needs for additional equipment, supplies, and personnel. Assist with FE correspondence, including creating meeting agendas, completing and communicating meeting minutes, scheduling meetings in Outlook, and preparing required reports and presentations. Serve as timekeeper for the department in an accurate and timely fashion, and train employees in entering time and attendance. Serve as point of contact for purchasing goods and services, office supplies, and furniture as the department's Government Purchase Cardholder and ordering official, including reconciling orders in IFCAP and U.S. Bank. Serve as Fund Control Point Clerk, monitoring balances, entering 2237 requests, and tracking requests sent to contracting. Serve as point of contact for government vehicle fleet reservations, track GOV fleet card receipts, and schedule vehicle maintenance, repairs, and loaners. Serve as the Automated Data Processing Application Coordinator (ADPAC) for the FE Department, including staff computer and account access. Use various software programs, including Microsoft Excel, Word, Outlook, and VISTA, to track department projects and staff workload. Performs other related duties as assigned. Work Schedule: Monday - Friday, 7:30am - 4:00pm Virtual: This is not a virtual position. Position Description/PD#: Facility Services Assistant/PD618-60870A Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized The VA Midwest Health Care Network advocates for a Whole Health System of care in each of the Medical Centers. This is an approach to healthcare that empowers and equips people to take charge of their health and well-being and live their lives to the fullest. As an employee operating in a Whole Health System of care, you will operate in a model with three core elements, seeking to create a personalized health plan for each Veteran. This is done in the context of healing relationships and healing environments and a connection back to the Veteran's community. This aligns with the Veterans Health Administration (VHA) Mission Statement to Honor America's Veterans by providing exceptional health care that improves their health and well-being.

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/26/2026. 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. Advancement to positions up to GS-05, candidates may be advanced without time restriction to positions up to GS-05 if the position to be filled is no more than two grades above the lowest grade the employee held within the preceding 52 weeks under his or her latest non temporary competitive appointment. The grade may have been in any occupation, but must have been held in the Federal service. 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 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. Qualifying specialized experience includes: serving as a first point of contact for customers by screening and routing customer calls and service requests, Prioritizing work orders and scheduling maintenance, Maintaining files and records according to established procedures, Processing purchase requests and tracking expenditures, Preparing correspondence, meeting minutes, and reports. 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 above the high school level in any field for which high school graduation or the equivalent is the normal prerequisite. (This education must have been obtained in an accredited business, secretarial or technical school, junior college, college, or university). OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond two (2) years and specialized experience as described above that demonstrates the ability to perform the duties of this position. Preferred Experience: Knowledge of analysis and evaluation techniques to review data for accuracy. Knowledge of a wide range of concepts, principles, and practices of a professional, administrative occupation, and skill in applying this knowledge to difficult and complex work assignments to assess, analyze, and solve problems. Broad knowledge that helps the Facilities Engineering Department and its programs run effectively and efficiently, including inventory control, staffing, delegation, managing processes, developing standards, and promoting process improvement. 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/. Physical Requirements: The work is primarily sedentary, although some slight physical effort may be required. The position requires work in an office setting with desks, chairs, computers and phones. You will be asked to participate in a pre-employment examination or evaluation as part of the pre-employment process for this position. Work