Administrative Assistant (VA LPTA)

Location:

Long Beach Veterans Affairs Healthcare System (LBVAHCS), 5901 E. 7th Street, Long Beach, CA 90822

Status

Full-Time

Position Summary

Under the responsibility of the Chief of Projects and Construction Management or the Chief of Planning, Major Projects and Activations and Program Management, the Administrative Assistant will perform administrative functions that may include human resources, administration, management, budgetary financial and program analysis, office support services, document control, procurement and logistics, contract management, and a variety of other related administrative matters in support of the Projects and Construction Management Section or Planning and Program Management Major Projects and Activations.

Please note that this position is in support of a contract for which we are bidding. Any offer of employment shall be contingent upon contract award.

Required Qualifications

• Preferred education of bachelor's degree or higher.
• Minimum 2-3 years of work experience in administrative environment. Project Management and Interior Design knowledge is beneficial but not required.
• Must possess computer skills: Microsoft Word, Excel, Outlook (email), Adobe Acrobat DC. Experience with Microsoft Teams is beneficial but not required.
• Must safeguard confidential information (both printed and electronic); Must comply with VA privacy act laws, federal regulations, VA statutes and police, and VHA policy.
• Must be able to communicate effectively both in writing and verbally.
• Candidates must be able to obtain and maintain a U.S. Government security clearance.
• Qualified candidates shall have received an annual seasonal influenza vaccination, or obtain an exemption for medical or religious reasons, prior to start of work.
  
  

Essential Functions

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Perform budget management duties for the Projects and Construction Section or Planning and Program Management Major Projects and Activations Section, including the maintenance of the budget spreadsheet and reviewing pay applications for multi-year contracts.
• Conduct general administration for Projects and Construction Section, or Major Projects and Activations Planning and Program Management Section, including gathering information for monthly KPIs.
• Track all IDSRs that require purchasing team.
• Initiate communication with vendors to request quotes for product and will have designer review before submitting LEAF 2237.
• Responsible for records management, especially in relation to procurement. Maintain and update all folders containing purchasing and contracting information (both digital and physical).
• Track receipt of order (furniture receiving reports) for all items procured by interior design team, which can include credit card orders and solicitation packages.
• Maintain appropriate procurement and voucher documentation for six (6) years and three (3) months, in compliance with VA Manual MP-4, Part X, Item No. 5-1c.
• Generate and create solicitation (procurement) packages, as well as submit LEAF requests (2237s) for procurement of orders.
• Check that all required documents are complete, named and dated correctly, so that the designer can submit the package to FORCE.
• After project award, coordinate with move coordinator and vendor for product delivery (to include designer if specific to a project activation).
• Development of the Project Management Plan and Team Charter for the Projects and Construction Management Section or Major Projects and Activations Planning and Program Management Section.
  
  

Non-Essential Functions

• Performs other duties as needed.
  
  

Work Conditions

• Work is primarily performed in an office environment.
  
  

This document is not intended to cover or contain a comprehensive listing of all job-related activities, duties or responsibilities that are required of the employee. Due to the nature of the industry, job tasks may be changed as necessary to meet the needs of the customer.

For more information, or to apply now, you must go to the website below. Please DO NOT email your resume to us as we only accept applications through our website.