Facilities Management Specialist

Arizona Department of Administration•Phoenix, AZ

2d•$45,000 - $60,000•Onsite

About The Position

The mission of the Arizona Department of Water Resources (ADWR) is to safeguard the health, safety, and economic welfare of the public by protecting, conserving, and enhancing Arizona's water supplies in a bold, thoughtful and innovative manner. We are seeking experienced Facilities Management Specialist to join the Facilities Section of the Office of Continuous Improvement (OCI). This position is responsible for a variety of business and operational functions delivered as a service by the Facilities team. This position is responsible for supporting facilities operations (receiving assets, tagging assets, picking up mail, delivering mail, sorting mail, etc.), scheduling and resolving facility tickets and work orders, and responding to requests for vehicle check-out, supplies, cubicle orientation, conference space step-up, etc. The position may provide daily coverage for lunch and breaks at the front desk, answering phones and assisting customers, when necessary. This position requires possession of a valid Arizona driver's license. Must have the ability to lift and carry at least 25 lbs. The schedule for this position is Monday through Friday, 8:00 AM to 5:00 PM, on-site at ADWR Headquarters. This position is not eligible for remote work.

Requirements

Possession of a valid Arizona driver's license.
Ability to lift and carry at least 25 lbs.
Knowledge of mailroom operations, procedures, analysis techniques and principles.
Knowledge of inventory practices and procedures and records keeping and inventory controls.
Knowledge of copying and scanning equipment.
Knowledge of general customer service principles.
Knowledge of safety practices and procedures.
Knowledge of continuous quality improvements and lean concepts.
Knowledge of state vehicle fleet management principles and reporting requirements.
Knowledge of office space planning concepts and proficiency with space management software (e.g., Home Designer Pro).
Knowledge of automated work order or Facilities ticketing systems (e.g., HappyFox).
Skill in quantitative data analysis and reporting to support vehicle and space utilization recommendations.
Advanced written, oral, and interpersonal communication skills for internal and external customer service.
Organization and detail-oriented.
Proficiency with Microsoft Suite applications and Google Suite.
Time management.
Performing repetitive motions such as opening of mail, lifting boxes, sorting of documents, scanning and filing.
Problem solving.
Administrative functions.
Ability to interface effectively with all levels of the organization.
Ability to multi-task, prioritize, and respectfully resolve customers concerns while consistently providing superior levels of customer service.
Ability to ensure all relevant procedures are followed from beginning to resolution.
Ability to identify opportunities and implement solutions to improve efficiency and reduce waste.
Ability to efficiently communicate activities and results as appropriate.
Ability to drive state vehicles.
Ability to assist in assembling conference rooms, including the ability to lift and carry tables, chairs, and equipment weighing at least 25 lbs.
Ability to exercise discretion.
Ability to work with interruptions and adapt to changing priorities.
Ability to build strong relationships inside and outside the organization.
Must have the ability to retain a current, valid state-issued driver’s license appropriate to the assignment.
Employees who drive on state business are subject to driver’s license record checks, must maintain acceptable driving records and must complete any required driver training.
Must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

Nice To Haves

Facilities and vehicle fleet experience.

Responsibilities

Delivers high-quality, professional customer service to internal staff, external agencies, vendors, and the general public, ensuring all interactions comply with relevant statutes, regulations, and departmental policies.
Monitors the ADWR Facilities ticketing system to fulfill supply requests, coordinating cubicle setups for new hires, and supporting various facility-related projects.
Manages the surplus of end-of life office furniture and performing other assigned tasks to support operational efficiency.
Performs minor maintenance tasks to maintain the department’s professional aesthetic appearance standards.
Manages and maintains vehicle mileage data, facilitates recurring meetings with Department staff who drive assigned vehicles, and makes recommendations to the Procurement Supervisor about vehicle usage and planning.
Updates and manages the department’s floorplans in Home Designer Pro, making recommendations about office space assignments and utilization.
Organizes and oversees modifications to cubicles, conference rooms, and other office spaces.
Processes agency mail on a daily basis in accordance with agency procedures.
Ensures smooth coordination with other State agencies for mail pickup and delivery.
Receives, inventories, and images records.
Surpluses end-of-life computing assets and office furniture.
Provides daily backup to the receptionist during lunch and other breaks, as well as full days on occasion.
Handles necessary payment processing and completing required annual Payment Card Industry (PCI) compliance training.
Other duties as assigned as related to the position.