Facility Services Assistant - Gs

USACE Organization Great Lakes and Ohio River Division (LRD) - Chicago District

Announcement Type TARP - Direct-Hire Authority (DHA)

Position Type Permanent

Location (City, State) Lockport, IL

• INTRODUCTION:
  Serves as the administrative assistant to the Project Office Chief concerning substantive administrative programs to include Facilities Equipment Maintenance (FEM), budget tracking, and execution, purchasing, supply management, personnel administration, the business portion of contract administration, records management, and office automation. Performs staff work in the areas of budget, office automation, purchasing, property control, personnel actions, data processing, Corps of Engineers Financial Management System (CEFMS) data input, computerized maintenance management systems, and other office operations.
• Serves as liaison with the District Office functional organizations such as CEFMS, human resources, contracting, and finance.
• POSITION
  :
  Facility Services Assistant 1603-06/07
• PERIOD OF ASSIGNMENT
  : PERMANENT
• DESCRIPTION OF ASSIGNMENT/DUTIES
  :
• Serves as the primary employee responsible for the review and application of administrative guidelines necessary for operations. Interprets and applies regulations, procedures, and policies relative to administrative actions in the functions of budget, procurement, property management, personnel reports, and records management, and clerical support. Applies instructions and makes recommendations as appropriate.
• Compiles and maintains information and statistical data to prepare various recurring and non-recurring reports on navigational, operational, and administrative matters. Researches files and contacts appropriate personnel for data, formulates report and transmits. Sets up a suspense file for recurring reports and prioritizes workload to ensure reports are submitted on time.
• Provides system control, oversight, data entry, repair history, analysis, and documentation of the ongoing Facilities Equipment Maintenance (FEM) control program. Exercises independent initiative and judgment in developing, coding, and updating a status profile, history, supporting technical library, and related maintenance procedures for equipment and/or facility features from the time of purchase until retired or replaced. System elements include operation and maintenance manuals, catalog data, parts lists, and modifications to design prints, scheduled and unscheduled maintenance repair records, replacement parts, and comparison labor and cost data.
  
  Integrated equipment records are coded and detailed to include major items of repair, recurring problems, backlog, actual hours accomplished, labor distribution costs for employees and overhead, cost of itemized material or equipment needed to accomplish special jobs, and costs associated work performed.
• Provides logistics support to Operations and Maintenance (O&M) staff. Regularly consults with O&M staff on needed equipment, supplies, and equipment. Collects, stocks, inventories, and distributes equipment, supplies, and materials necessary for O&M staff to perform their duties.
• Acts as ordering officer and credit cardholder to purchase supplies or services under authorized dollar threshold or as an Authorized Receiving Official. As Ordering Officer and VISA card holder determines appropriate method for procurement action, makes purchases the requirement and records them in CEFMS. As Authorized Receiving Official, ensures that supplies and/or services are received at the quality and quantity requested and that the proper action is taken in CEFMS.
  
  Acts as field administrative contract support for simplified contract purchases for equipment, supplies, and services in accordance with current regulations. Prepares purchase requests for requirements valued more than the local purchase limitation. Tracks receipts of supplies and services to ensure the Government receives goods and services on time. Resolves invoice discrepancies and assists vendors with non-payment resolution. Maintains a complete audit trail for transactions which expend government funds.
  
  Ensures prompt payment for all government purchases.