DJJ OPERATIONS CONSULTANT - SES - 80080065

State of Florida

About The Position

This position is responsible for overseeing, arranging and supervising property leasing, records maintenance, fleet vehicles and building services. The selected candidate is also responsible and required to maintain property inventory, coordinate and approve purchases, coordinate and supervise records retention tasks, coordinate and seek approval for facility services necessary for the six (6) Circuits, 13 counties and Regional Administration within Central Region Probation for leased and state-owned facilities.

Requirements

Excellent verbal and written communication skills.
Strong organizational/time-management skills.
Knowledge of principles and processes involved in business and organizational planning, coordination, and execution. This may include strategic planning, resource allocation, manpower modeling, leadership techniques, and production methods.
Ability to prioritize multiple tasks.
Ability to work with diverse groups and individuals.
Ability to identify problems and develop solutions. Knowing how to find information and identifying essential information. Using logic and analysis to identify the strengths and weaknesses of different approaches. Developing approaches for implementing an idea.
A high school diploma or its equivalent (GED) is required at the time of submission of the candidate profile.
A valid driver’s license is required.

Nice To Haves

Experience with the State of Florida Purchasing Card (P-Card)
Experience with Ariba on Demand
Experience with SAMAS
Experience with budgeting
Experience with Information Resources Requests

Responsibilities

Create and maintain a master spreadsheet with leasing company contact information and leasing specific details, including renovations and maintenance requirements agreed upon. Monitor payment via level 5 report.
Conduct quarterly inspection of state-owned buildings, Keep Circuit and Regional administration advised of all building issues which may adversely impact operations and/or the safe working environment of staff. Review estimates, provide technical assistance, review and evaluate corrective actions and preventative maintenance of buildings. Assist in completion of Vulnerability Assessments and Department of Management Services surveys.
Collect, review, and input Equipment Management Inventory System data for state owned vehicle activity. Maintain monthly logs. Monitor preventive maintenance and idle vehicle data to ensure efficient utilization of vehicles throughout the region. Monitor upkeep/cleaning schedule of vehicles. Responsible for completion of forms transferring vehicles from one location to another. Initiate and monitor surplus of vehicles. Report all instances of lost, stolen, or non-functioning fleet cards (Wright Express) to Tallahassee. Investigate fleet expenditures items not allowed under operating policy and procedure.
Regional Disaster and Safety Coordinator, coordinate disaster preparation, training, and Continuity of Operations Planning updates. Available to coordinate emergency operations in the event of natural or man-made disasters and advises Circuit or Regional Managers of office operational status.
Supervises DJJ Operations Coordinator position 80057586 (Fiscal Liaison) and all required duties to included ensuring policies and procedures are followed related to purchasing card program, including processing, problem identification, analysis, resolution, and reconciliation. Monitor the proposed operating budget and recommend allotments spending plan and budget preparation.
Supervises Records Technician position 80039703 activities which includes accurate and efficient maintenance of records. Trains, instructs, evaluates and directs circuit and OPS staff on all activities related to records management. Training entails proper use of the database along with proper labeling and destruction as appropriate.
Conduct annual inventory for state owned and operated facilities and lease sites. Conduct Inventory Agent training. Assign, all Operating Capital Outlay property, and prepare paperwork for transfer, relocation, and surplus of state-owned property.
Provide assistance on inventory issues for provider operated programs, and coordinate Management Information System (MIS) related functions.
Telecommunication coordinator for Central Region. Liaison with local telephone/suncom providers. Complete Communications Service Authorization’s to initiate telecommunication services for the Region. Assist in coordinating repair efforts between telephone company and private vendors. Coordinate quarterly cell phone and Department of Management Services audits and submits documentation to Headquarters.
Responsible for reporting risk management issues for Central Region. Review insurance coverages for accuracy and makes sure all sites are identified that need to be covered. Take photographs of property damage to assist Tallahassee General Services in the processing of claims, or Federal Emergency Management Agency claims. Responsible for adding and/or deleting facilities to insurance listings and report changes in occupancy.
Liaison for Management Information System in transferring and surplus of equipment. Assist Management Information System in the movement of equipment as needed.
Prepare quarterly energy consumption reports for Headquarters.
Assist Headquarters General Services and Facility Services with special projects assignments.
Process Department of Management Services invoices
Perform other related duties as assigned.