Support Services Specialist

Summary

Incumbent serves as support services specialist in the Support Services Division. The purpose of the work is to ensure adequate administrative support regarding supplies, Personal Identity Verification (PIV), mailroom and facility and fleet management.

Duties

• The incumbent serves as a Support Services Specialist in the Support Services Division.
• In this capacity, the incumbent is fully experienced and serves as the subject matter expert for internal and external customers on operational matters and on exercising program responsibility in the following areas: Typical duties include, but are not limited to: Implements equipment and/or space policy for the Regional Office (RO)'s unique and/or complex organizations.
• The incumbent works with both the Support Services Supervisor and the Administrative Officer to ensure constant surveillance, evaluation, and planning for efficient utilization of space based on constantly changing and ever-increasing program demands.
• The incumbent contributes to the planning process for revised space assignments and has input into the necessary diagram and floor plans – ensuring proper office layout to include telephone, electrical, and data ports.
• Participates in project review meetings, teleconferences, and design change management meetings held with the VARO Leadership Team, Office of Facilities Management, General Services Administration (GSA) officials when applicable, contractor management staff, and others.
• Serves as the alternate liaison with GSA officials on acquisitions, maintenance, improvements, and release of space when applicable; prepares and revises floor plans, maintains space control records, drafts new or updated directives, and furnishes advice to the Supervisory Support Services Chief and the RO Leadership Team on space availability and arrangement.
• Additionally, conducts analyses to determine facility requirements based on RO organizational needs, service deficiencies, and appropriate resolutions to identified issues.
• Collaborates with the Support Services Supervisor to provide budgetary input based on plans for new construction, building alteration projects, additional building maintenance requirements, etc.
• Performs property management duties such as equipment needs analysis, maintaining records (on service received, service deficiencies, equipment received and excessed, etc.), establishing repair and replacement parameters, conducting periodic inventories, providing detailed analyses on forecasted usage rates, and/or disposing of excess property.
• Schedules and monitors property management services by using and maintaining an automated system that tracks property inventory.
• Incumbent procures (when procurements are below the micro purchase threshold – else, provides input to the Contracting Officer to affect the procurement), stores, and issues office supplies and equipment to all Regional Office elements.
• Consults with and assists Division Chiefs in determining equipment needs.
• Maintains liaison with vendors, VA Medical Center and GSA supply activities.
• In conjunction with the Support Services Supervisor, the incumbent reviews orders to verify their need and provides input to the budget officer – both to account for plans for equipment maintenance, repair, and forecasted needs, and to ensure that each section receives the appropriate share of the funds available.
• The incumbent effects the replacement, repair, turn-in and disposal of equipment and furniture.
• Serves as the Subject Matter Expert (SME) on all Fleet Management issues.
• Oversees the day- to-day functions of the Regional Office Fleet Management Program including, but not limited to, the documentation of authorized operators, scheduling of vehicle use, oversight of vehicle maintenance, and review of vehicle safety recalls.
• Performs usage analysis to determine appropriate vehicle type, numbers, and distribution, in order to maximize efficiency of the assigned vehicle fleet.
• Collects data and submits reports as required to VA, GSA, and other offices in a timely manner and in response to supervisory direction.
• Acts as liaison to GSA and vehicle operators concerning vehicle issues.
• Maintains records of authorized vehicle operators, appropriate vehicle use, maintenance, and accident reporting documentation.
• Provides appropriate training to vehicle operators to ensure safe and efficient operation of assigned vehicles.
• Work Schedule: Monday – Friday 8:00 am – 4:30 pm Compressed/Flexible: Not Available Telework: Available Virtual: This is not a virtual position.
• Position Description/PD#: Support Services Specialist GS-11: 37333A Relocation/Recruitment Incentives: Not Authorized Financial Disclosure Report: Not required Bargaining Unit: Yes

Requirements

As a condition of employment for accepting this position, you may be required to serve a 1-year probationary period or trial period during which we will evaluate your fitness & whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider: Your performance and conduct; The needs and interests of the agency; Whether your continued employment would advance organizational goals of the agency or the Government; and Whether your continued employment would advance the efficiency of the Federal service. Upon completion of your probationary period or trial period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.

Conditions of employment include:

• 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 or trial period.
• Subject to background/security investigation.
• Selected applicants will be required to complete an online onboarding process.
• Acceptable form(s) of identification will be required to complete pre-employment requirements I-9 Acceptable Documents.
• Effective May 7, 2025, driver's licenses or state-issued identification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment.

Education

A transcript must be submitted with your application if you are basing all or part of your qualifications on education. Education must be accredited by an accrediting institution recognized by the U.S. Department of Education to be credited towards qualifications. Provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S.

Department of Education. All education claimed by applicants will be verified upon appointment. If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript to receive credit. Note: You may submit unofficial transcripts when applying.

However, if you are selected for the position, you will be required to provide an official transcript or a statement from the institution (e.g., from the registrar, dean, or other appropriate official) or equivalent documentation prior to the start date.

Required Documents

Prepare the documents below before applying. Always confirm the exact requirements on the official announcement, since they vary by position:

• Resume, limited to 2-pages, detailing specialized experience and competencies as they relate to this position.
• For each position in your resume, you must specify the start and end dates (month/year) and a description of duties.
• If the position was Federal, you should also indicate the grade level.
• Your most recent Non-Award SF-50.
• The SF-50 must indicate proof of status and should identify your position title, series, grade, step, salary, tenure and type of service (Competitive or Excepted).
• Your SF-50 reflecting when you entered your highest grade (e.g. Promotion, Appointment, etc.) in order to verify time-in-grade requirements.
• Transcript if you are using education to qualify.
• Your transcript must show coursework and the total number of credits earned to include graduation date and degree.
• A diploma is NOT sufficient to determine qualifications.
• Most recent Performance Appraisal (VA Form 0750) Award SF-50s Documentation to be considered under non-competitive eligibility (if applicable) such as a member-4 DD-214, civil service preference letter, or Schedule A letter.