Facilities and Purchasing Specialist

Superior Court of California, County of Napa•Napa, CA

About The Position

Under general management direction, the Facilities and Purchasing Specialist coordinates court facility maintenance and projects and performs designated purchasing activities. Under the direction and guidance of the Court Executive Officer, the position liaises with the Judicial Council and County partners on facilities projects and oversees relationships with Court vendors providing facilities and business operations services. The position handles purchasing, maintains vendor product information, creates purchase orders, and reviews and renews contracts with legal staff and management. It is a single-level classification responsible for court-related tasks and projects involving all Court facilities, building maintenance, remodel and construction coordination, security equipment, vendor management, and designated purchasing and procurement functions.

Requirements

High school graduation or GED.
Equivalent of two years of experience in facilities maintenance, vendor management, and/or public sector purchasing.
Knowledge of modern office management procedures, practices, and equipment, particularly as applied to facilities management.
Knowledge of Microsoft Office 365 applications, including Word, Excel, PowerPoint, and Teams, or similar collaboration software, and electronic databases.
Knowledge of practices and procedures for purchasing, maintaining, storing, and issuing supplies.
Knowledge of practices and procedures for maintaining and issuing keys and access badges.
Basic mathematics knowledge.
Ability to establish and maintain effective working relationships with Court staff, County staff, the public, government agencies, and vendors.
Ability to communicate effectively orally and in writing and to read and write at a level sufficient to perform the work.
Ability to interpret and apply legal, financial, and administrative concepts to assigned functions.
Ability to analyze problems and provide solutions, read and comprehend technical written material, and apply basic statistical and mathematical concepts.
Ability to learn software applications and systems, including the Court's work order, purchasing, and inventory systems.
Ability to operate standard office equipment, including personal computers, and to plan and organize work to meet deadlines.
Valid Class C California driver's license and acceptable driving record.
Must pass a comprehensive background check to work for the Court.

Nice To Haves

Graduation from an accredited college or university with coursework in public administration or business administration.

Responsibilities

Coordinate and monitor maintenance and improvements at Court facilities.
Issue and maintain accounting of keys, access badges, and photo badges, and coordinate key and lock changes according to established policies and procedures.
Maintain security equipment contracts and logs, coordinate equipment maintenance, and ensure proper registration and compliance with California Department of Public Health procedures.
Manage contracts and vendors for janitorial services and liaise with other Court vendors, including document shredding and perimeter security providers.
Assist with facilities assessments and address office, courtroom, and staff facility needs, including carpet, paint, lighting, furniture, and signage.
Identify required maintenance and process appropriate work orders.
Enter data in purchasing, inventory, and work order systems.
Assist with coordinating staff and judicial moves.
Coordinate Court inventory, asset management, and surplus requirements and processes in accordance with trial court financial policies.
Coordinate service desk requests and route them to appropriate staff.
Coordinate and monitor vendor repair and maintenance work and answer related questions.
Maintain Court records and files for facility-related services.
Receive deliveries of supplies, forms, and equipment; store supplies and keep storerooms orderly.
Create purchase requisitions for approval, place orders, and create purchase orders in accordance with trial court financial policies, procedures, and judicial branch contracting laws.
Coordinate competitive procurements with management, vendors, and government agencies.
Research, develop, and maintain vendor product information lists, including current prices for contracted goods and services.
Coordinate records storage needs for the Court.
Perform general clerical tasks, which may include answering calls, making copies, and processing incoming and outgoing mail.
Coordinate facilities needs involving technology with Court IT.
Provide assistance to employees or divisions as needed and perform other related duties.