About the role
JOB SUMMARY
Performs advanced professional and administrative duties related to coordinating facility maintenance as well as managing the design, planning and implementation of facility modifications, such as space planning, office and workspace setup and relocating staff. The scope of projects/processes can range from departmental to agency/global impact. The position works closely with all levels of management and other partner agencies to prepare comprehensive action plans, including resources, time frames and budgets for projects; performs various coordinating tasks, such as schedule and risk management, along with administrative duties, such as maintaining project documentation and handling financial queries. The position requires strong analytical and problem-solving abilities, attention to details under pressure, and effective decision making. Responsible for assisting with the implementation of disaster planning and safety policies and procedures. Perform as the organization's safety lead creating and overseeing a successful safety culture. Coordinate workplace safety inspections and audits by overseeing the organizations safety committee and fire wardens. Oversee the Clerk’s Fleet Replacement Program for the organizations fleet. Work with authorized dealers, contractors, and vendors to acquire equipment and vehicles as well as other goods and services. Maintain registration, insurance, parking permits, toll allowance for the organizations entire fleet. Monitor vehicle utilization via telematics tracking.
STARTING SALARY: $22.08 Hourly/ $45,926.40 annually
CORE COMPETENCIES
• Customer Commitment - Proactively seeks to understand the needs of our customers and provide the highest standards of service
• Dedication to Professionalism and Integrity - Demonstrates and promotes fair, honest, professional and ethical behaviors that establishes trust throughout the organization and with the public we serve
• Organizational Excellence - Takes ownership for excellence through one's personal effectiveness and dedication to the continuous improvement of our operations
• Success through Teamwork - Collaborates and builds partnerships through trust and the open exchange of diverse ideas and perspectives to achieve organizational goals
JOB SPECIFIC COMPETENCIES
• Knowledge of principles and practices of project management.
• Knowledge of organizational structure as well as policies and procedures.
• Skill in developing tracking systems to document and monitor work progress.
• Ability to effectively coordinate and manage resources for a successful project outcome.
• Ability to manage multiple work assignments and/or projects.
• Knowledge of Clerk procurement policies, practices, procedures and regulations.
• Knowledge of public procurement practices such as vendor and source identification, pricing methods and calculations, bid and proposal preparation, contracts, and pricing agreements.
• Ability to establish and maintain effective working relationships with others.
• Ability to conduct research and collect, organize, evaluate, and interpret data to develop logical conclusions.
• Ability to use considerable initiative, think independently, and exercise sound judgment.
• Ability to communicate effectively both orally and in writing and facilitate the open exchange of ideas and information.
• Ability to operate general office equipment, computer and related software.
• Knowledge of general office policies, procedures and practices.
• Ability to perform arithmetic calculations rapidly and accurately.
REPRESENTATIVE DUTIES
Note: The following duties are illustrative and not exhaustive. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Depending on assigned area of responsibility, incumbents in the position may perform some or all of the activities described below.
• Performs project management work by managing, coordinating, and implementing projects and ensuring adherence to plan, schedule, and scope.
• Works with project sponsor and stakeholders to outline project goals, scope, deliverables, resources budget, and timing.
• Identifies, tracks, monitors, and communicates project-related tasks, issues, scope changes, variances, and contingencies that may arise during project implementation.
• Responsible for organizing and controlling project activities through communicating risks, opportunities and current state of the project; coordinates meetings, resources, equipment and information; handles projects with the goal of seeing them through on time and within budget.
• Responsible for agency facilities management and modifications, including processing facility requests and coordination and project planning with internal staff, other County agencies, and outside vendors and obtaining proposals, reviewing contracts, and processing requisitions, invoices, and Clerk’s authorization request forms for purchases.
• Oversees the coordination of building space allocation and layout and facility expansion.
• Assists in developing and managing the Clerk’s facilities and fleet operating budget.
• Responsible for coordinating the review and update of disaster preparedness policies and procedures for the organization.
• Maintains departmental tracking reports and spreadsheets, performs computations and verifies data accuracy.
• Conducts research for inquiries, from staff and public, and assists staff and public, as needed.
• Liaising with superior to make decisions for operational activities.
• Responsible for coordination of the Clerk’s safety program to include:
o Develop and execute health and safety plans in the workplace according to legal guidelines
o Prepare and enforce policies to establish a culture of health and safety
o Evaluate practices, procedures and facilities to assess risk and adherence to the law
o Conduct training and presentations for health and safety matters and accident prevention
o Monitor compliance to policies and laws by inspecting employees and operations
o Assists customers with ADA accommodation requests.
• Occasionally work outside normal Monday-Friday, 8-5, work hours depending on project needs.
• Assists with administering the procurement process to include:
o Determine appropriate method of solicitation in accordance with applicable laws, Clerk policies, practices and procedures, and public procurement guidelines.
o Consult with department representatives to determine commodity/service needs and delivery schedules.
Performs other duties as needed, including those performed by subordinate fiscal, financial, and/or clerical staff.
MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS
Bachelor degree preferred and at least one year of experience coordinating and/or managing projects, programs, or activities and two (2) years of experience procuring commodities and services.
Or
An equivalent combination of education training, and experience that would reasonably be expected to provide the job-specific competencies noted above.
CERTIFICATION, LICENSE ND SPECIAL REQUIREMENTS
Possession of a valid Driver’s License
PHYSICAL DEMANDS
The work typically takes place in an office environment and requires sitting for an extended period of time. Work may also require exerting up to 50 pounds of force occasionally, and/or up to 30 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects; may also require lifting, mental acuity, pulling, pushing, repetitive motion, speaking, standing, talking, visual acuity, and walking.
WORK ENVIRONMENT
Work is performed in in a dynamic environment that requires incumbent to be sensitive to change and responsive to changing goals, priorities, and needs. This position is fully on-site and requires regular presence in the office.
JOB CLASS
Classified - An employee who is appointed to a full-time classified position (including reduced hour position) and not identified as an unclassified employee. Classified employees obtain appeal rights upon successful completion of their initial probation.
CAREER PATH
• Operations Manager
• Senior Director
To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions described herein. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.