Facility Services Assistant

Full Job Description

This Facility Services Assistant is a full-time 40 hours per week position located at the VA Central Western Mass (VACWM) Medical Center in Leeds MA.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 02/13/2026.

Preferred Experience in Vista and MS Office Quality Ranking Factor: Computer programming experience and data analytics 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: Maintaining schedules for maintenance and/or repair of physical facilities; recording and maintaining information on safety certifications and inspections; collecting and recording budget information; tracking and adjusting work orders; and coordinating contract repairs.

OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have 4 years above high school.

Degree must be relevant to the position to be filled. OR, Combination: Applicants may also combine education and experience to qualify at this level.

You must have an combination of specialized experience and education in excess of the first 60 semester hours (i.e., beyond the second year) is creditable toward meeting the specialized experience requirement.

One full academic year of study (30 semester hours) beyond the second year is equivalent to 6 months of specialized experience.

The education and experience must be directly related to the work of the position to be filled.

You will be rated on the following Competencies for this position: Computer Skills Customer Service (Clerical/Technical) Knowledge Management Operations Support Principles of Accounting 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 usually sedentary, predominantly office-based with some work performed within active construction sites with some unique physical demands.

The incumbent will be required to perform some walking, standing, bending, and carrying of light items such as reams of paper, folders, files, etc.

Sometimes there is some lifting of objects such as sets of construction drawings that can weigh up to 45lbs.

Inspections are performed through construction sites that require some extended periods of walking and standing to check fire and safety compliance relating to hot work permits and random checks for badge compliance.

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/.

Major Duties:

The incumbent is responsible to provide administrative support to the Facilities Management Service Projects Section.

The duties of the incumbent include logging of correspondence, review of incoming correspondence, drafting of general correspondence, administrative support for the office and tasks related to office automation such as word processing, databases spreadsheets, time and attendance, etc.

As well as a variety of administrative, construction and program management activities under the supervision of the Projects Manager.

Major Duties includes but not limited to: Manages Badging, Parking Permits, and Safety Briefings: Prepares and issues security badges and parking permits to Contractors.

Applies current VA and facility security policies and construction contract requirements to review applications from construction contractor personnel and determines eligibility to receive security badges and/or parking permits.

Conducts safety briefings and maintains records for all new contractors.

Manages Hot Work Permitting: Receives construction contractor requests for hot work permits, reviews requests for compliance with facility policies and procedures for hot work, and issues permits to contractors performing welding and other hot work for active construction projects.

Approves permits as an agent for project managers. Receives and retrieves expired hot work permits from contractors.

Monitors the construction contractor's work for compliance with the facility's hot work policy.

Inspects construction area to ensure the permits and warning signs are properly displayed and makes judgments whether the construction contractor is in compliance with VA and facility safety requirements for hot work.

Prepare CAD Drawings: Using computer software, prepares drawings, layouts, maps, plans, details and sketches for proposed additions, improvements, alterations, modifications, repairs and equipment installations utilizing specifications, photographs and sketches or the detailed information provided by a design professional.

Prepares and makes modifications to existing drawings of utility systems, roadways, parking lots and landscaping as well as structural requirements by inserting new information into existing drawings for record purposes.

Prepares new drawings as directed, which requires a working knowledge of architectural, structural, plumbing, heating/air conditioning and electrical disciplines.

Payroll Records Review: Reviews certified payroll submittals from construction contractors to ensure compliance with prevailing wage requirements of the contract.

Examines documents for completeness and accuracy and determines contractor compliance with contractual requirements to pay prevailing wages.

Maintains Construction Project Files: Creates and maintains project files for construction contractor payroll submittals and for VA hot work permits issued to construction contractors.

Receives payroll and permit records and assembles these records into discrete files. Organizes drawing and record files by VA project number and/or contract number.

Retrieves information from files when required and requested by other staff. Assembles all construction files for long term storage after close out of construction projects.

Retrieves construction files from construction project manager and from other custodians of active construction files.

Provides Office Support: Answers telephone calls, takes messages for construction staff, reserves conference rooms, and transfers calls to appropriate parties.

Operates office equipment including faxes, copiers, scanners, color plotters and wide format printers for large scale drawings and reproduction.

Ensures that timely maintenance is performed on equipment by vendor. Orders office supplies, forms, code books, safety manuals, and other references required by construction staff.

Performs other related duties as assigned Work Schedule: Monday - Friday, 7:00am - 3:30pm Virtual: This is not a virtual position.

Position Description/PD#: Facility Services Assistant/PD631-03487-0 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized