Maintenance Dispatch Assistant serves as the Engineering Program Administrative Assistant to the VA West Los Angeles Facility Manager. The major duties include managing the work order system, administering the preventive maintenance program, and directing the day to day operation of the VA West LA Campus Engineering Office.
Maintenance Dispatch Assistant is responsible for processing all maintenance and biomedical work orders received on computer, in written form or by telephone from personnel at the VA West Los Angeles Campus and all CBOC's. Selects and uses appropriate menu options to enter all necessary work order data into the AEMS/MERS computer program. Prioritizes and assigns all work orders to appropriate maintenance and biomedical shops. Closes out completed work orders by entering data, i.e., material cost, man-hours expended, and work performed.
Maintains the preventive maintenance records for all utility system equipment required by Joint Commission and other regulatory agencies for the VA West Los Angeles Campus. Enters and edits equipment data in the AEMS/MERS computer program. Prepares monthly preventive maintenance work orders for the maintenance shops. Completes preventive maintenance work orders by entering data given by the maintenance mechanic. Scans original work order inspection sheets and forms into Adobe Acrobat for computer archiving.
Creates various reports, forms and documents using computer programs such as VA File man, Microsoft Word, Excel and Access. Possesses a high degree of knowledge of VA File man to create statistical reports requested by the Facility Manager, i.e., work order backlog, total work orders completed by shop, workload analysis, utility equipment inventory.
Receives all incoming telephone calls to Engineering and resolves problems/complaints. Uses tact, diplomacy and sensitivity in dealing with patients, visitors and employees. Handles emergencies, in absence of the Facility Manager, by contacting the appropriate engineering staff personnel for immediate assistance.
Responds personally to inquiries based on personal knowledge of Engineering, including but not limited to, status of reports, suspense dates, compliance data and information from the files.
Prepares and maintains records of employee vacancies and status of recruitment actions and informs Facility Manager concerning pending personnel actions.
Reviews incoming correspondence, publications, regulations and directives. Interprets and determines which documents can be acted upon personally and takes necessary action.
Maintains paperwork for all VA West Los Angeles Campus. Prepares monthly report to Network Business Center on the expenditures for the quarters. Submits yearly rent increases/decreases by using utility bills and consumer price index to the Housing Department in Washington. Prepares forms to deduct, stop, increase and decrease payroll deductions for occupants' rents.
Sets up and schedules training classes for engineering employees. Prepares training and travel requests for training outside the Medical Center. Enters all engineering employee training in the Tempo Program. Reviews Tempo periodically to verify staff will meet the established minimum training hours. Prints Tempo reports for employee's permanent training record.
Prepares and reviews VA Form 90-2237 for turn-in and additional equipment requests. Reviews and validates CMR printout for the engineering office. Prepares report of survey for lost or stolen equipment. Work directly with A&MM staff to resolve CMR problems.
Organizes and maintains the Engineering Office filing system.
Serves as ADPAC coordinator. Submits computer equipment requests to Information Resource Management (IRM). Assists engineering staff resolving computer problems using ADPAC menu or with assistance from IRM staff by telephone. Uses personal knowledge and experience to train engineering staff on how to correctly use the DHCP AEMS/MERS engineering software applications.
Skill and Knowledge
Maintenance Dispatch Assistant is required to have knowledge of Engineering terminology and equipment. Maintains preventive maintenance program, work order program, technical data files, and communicates with technical and professional personnel. Knowledge of Engineering principles, duties, priorities, commitments, policies and program goals of the staff sufficient to perform assignments.
Must type with proficiency and accuracy and possesses an ability to perform applications of software packages, i.e., Microsoft Word, Excel, File Man, Access and Tempo. Maintenance Dispatch Assistant is required to prepare and complete reports requested by Engineering Management using the File Man program and create spreadsheets for productivity reports, work order reports, expenditures for the quarters on campus, etc.
Maintenance Dispatch Assistant is required to have a sufficient knowledge of the various trades with Engineering Department to make an accurate assessment of the shop that has to do the work, as well as the critical nature of the request to initiate proper follow-up action.
Must have the knowledge of how to complete all VA forms, requests for turn-in/additional, various expenses, routing correspondences, etc.
Requires knowledge of grammar, spelling and punctuation to effectively perform administrative work, i.e., reports, correspondence, etc.
Knowledge of accounting procedures related to appropriation funding, obligations and disbursements, and ability to analyze the accounts and to examining invoices submitted as the budget assistant back-up.
Must have a working knowledge of Engineering files to retrieve information for meetings, reports and correspondence.
Must be up-to-date on the guidelines and regulations of the VA manual, MP-6 of the procedures for the maintenance and submission of the time cards.
Skill in using copying machine, fax machine, scanner for computer, computer printer, and typewriter.
Maintenance Dispatch Assistant must be able to act on and solve various technical problems using sound judgement with minimal assistance.
Guidelines for recurring work are contained in various procedural and operating manuals, and internal policy memoranda. New work is defined by written or verbal instructions. Additional information can be obtained from Engineering Service bulletins, VA MP-3 manuals and VA directives. Such guidelines are not always applicable to the problem requiring resolution, so incumbent must exercise good judgment in applying guidelines to resolve specific problems.
Assignments are diverse covering all aspects office administration for the engineering operations of a health care facility. Incumbent possesses knowledge of computer data entry, report generation, filing, telephone skills, and interaction with internal and external customers.
Scope and Effect
The scope of the work performed varies in complexity from very simple to extremely complex. In addition to the major duties assigned, timely processing of the engineering work order requests is essential to the overall daily operation. This work impacts on the quality of service rendered by the engineering department and must be carefully performed to a high degree of accuracy to assure the departments mission and goals are met.
Physical demands are limited to normal walking between engineering offices, carrying of small batches of documents and office supplies, and walking to other buildings within this medical center’s grounds.