Summary The Work Order Coordinating Clerk is for all shops and units of the Maintenance & Operations Section and the Biomedical Engineering Section. The Work Order Coordinating Clerk is responsible for coordinating and developing programs for use by the various sections or units in regard to the Automated Engineering Management/Medical Reporting System computer program. Responsibilities Duties include but are not limited to: Advises on Nation-wide modifications to programs for adaptation of the software packages to fit the needs of the specific systems. Communicates with the various shop supervisors of the status of work orders and target dates for completion. Coordinates and develops programs for use by the various sections in regard to Automated Engineering management/medical Equipment Reporting System. Coordinates with various shop supervisors to determine the type and frequency of preventive maintenance required to be performed on all building service equipment, personal property and other types of equipment under the responsibility of Engineering Service. Enters data on preventative maintenance procedures and frequency; issuing preventive maintenance lists monthly and close out actions. Receives and process documents and reports in accordance with established procedures. Receives and processes documents and reports for completeness and enters pertinent information into the automated tracking system. Prepares composes, or reviews correspondence prepared for the purpose of obtaining or supply information. Knowledge of organizational functions and procedures of the work unit to perform such duties and distribute and control mail, refer phone calls and visitors, and provide non-technical information. Knowledge of or acquisition regulations, methods, procedures, business practices, and technical methods to make purchases involving specialized requirements and/or standard requirements that are complex. Skilled in planning work assignments to organize tasks and process a large number of nonrecurring or complicated requests within tight time frames. Knowledge of the office procedures, filing system and various references and handbooks commonly used by the staff in order to classify, search for and dispose of materials. Maintains time and attendance report for commonly used pay plans and types of leave, or limited special pay situations. Serves as an Automated Data Package Application Coordinator; assigned using knowledge and judgment acquired through training and experience. Performs general filing including the use of alphabetical, numerical, or chronological filing systems to file reports, correspondence, records, publications, regulations, directives, and similar material. Performs assigning cost center accounts and sub-accounts in the preparation for procurement of services and/or supplies. Work Schedule: Monday - Friday 7:30AM-4:00PM Virtual: This is not a virtual position. Position Description/PD#: Work Order Coordinating Clerk (OA)/PD04361A Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Authorized Permanent Change of Station (PCS): Not Authorized Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job Selective Service Registration is required for males born after 12/31/1959 You may be required to serve a probationary period Subject to background/security investigation Selected applicants will be required to complete an online onboarding process Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 11/06/2024. 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-5 position you must have served 52 weeks at the GS-4. 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. This position requires a typing requirement of 40 words per minute. 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-4 in the normal line of progression for the occupation in the organization. Specialized Experience is defined as: Use of one or more types of software (word processing, spreadsheets, databases, etc.) to accomplish tasks; Processing procedures and functions of several varieties of software and/or advanced software functions to provide a wide range of documents to enhance productivity; Reviewing electronic work orders; Preparing and checking correspondence for proper grammar, spelling and punctuation; Experience with time and attendance reports; Entering information into various data systems; Receive and process documents; Preparation of reports. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have To qualify based on education for this grade level you must have successfully completed 4 years of education above high school. 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 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. You will be rated on the following Competencies for this position: Customer Service (Clerical/Technical) Interpersonal Effectiveness Reasoning (Clerical/Technical) Self-Management 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: Typically, the employee sits to do the work. However, there may be some walking, standing, bending, carrying of light items such as papers, books, small parts, or driving an automobile. No special physical demands are required to perform the work. 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: 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: https://sites.ed.gov/international/recognition-of-foreign-qualifications/. Additional Information Receiving Service Credit or Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed. This job opportunity announcement may be used to fill additional vacancies. If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement. Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.