FACILITIES SERVICES SPECIALIST - 64001846

State of Florida

1d • Onsite

About The Position

This is a responsible and independent Career Service position within the Operations Department of the Santa Rosa County Health Department (SRCHD). The Facilities Services Specialist is responsible for managing a small health department's facilities and purchasing operations. This includes performing storeroom duties, controlling the purchasing cycle, maintaining the inventory system, and acting as the purchasing agent for the county health department (CHD). Additionally, the incumbent is accountable for all facility maintenance matters, conducting daily inspections, identifying repair needs, placing work orders with the county maintenance department, and reporting issues directly to the Public Health Services Manager. The role also involves managing security systems, generator maintenance, and contributing to the Safety Committee.

Requirements

• Knowledge of general office procedures and practices.
• Knowledge of correct grammar usage.
• Knowledge of basic arithmetic.
• Ability to prepare reports and correspondence.
• Ability to follow instructions.
• Ability to review data for accuracy and completeness.
• Ability to communicate effectively.
• Ability to establish and maintain effective working relationships with others.
• Valid Driver’s License.

Responsibilities

• Conducts daily facility inspections including but not limited to checking electric lights, door locks, security locks, and plumbing.
• Reviews submitted work tickets and determine actions required.
• Completes minor repairs.
• Consolidates acquired information into formal work orders for the county maintenance department.
• Updates and completes work tickets on a daily basis as needed.
• Acquires quotes for work outside the scope of the county, inputs requisitions into MFMP, schedule contractors, and oversees the completion of work.
• Responsible for monitoring building air conditioning system. Reports malfunctions.
• Keeps records of repairs and replacements made and causes of malfunctions.
• Keeps system controls to settings recommended and adjusts as becomes necessary for the building climate control.
• Responsible for generator maintenance.
• Responds to users’ inquiries and complaints.
• Schedules service calls and training sessions with the service provider as necessary.
• Serves as member of the Safety Committee.
• Assists Safety Coordinator with required, semi-annual facility inspections and fire drills.
• Notifies Public Health Services Manager of Safety Committee's inability to meet Department of Health's safety requirements prior to their due dates (DOHP 250-16-14).
• Responsible for security system alarms, badges, video monitor and key custodian for the SRCHD.
• Negotiates or renegotiates, and administers agreements with suppliers, vendors, and other representatives.
• Locates and arranges for purchase of goods and services necessary for efficient operation of organization.
• Formulates policies and procedures for competitive solicitations and procurement of goods and services.
• Analyzes price proposals, financial reports, and other data and information to determine reasonable values.
• Prepares or processes purchase orders or competitive solicitations and reviews requisitions for goods and services.
• Directs and coordinates workers' activities involving competitive solicitations and procurement of goods and services.
• Evaluates and monitors contract performance to determine need for changes and to ensure compliance with contractual obligations.
• Arbitrates claims and resolves complaints generated during performance of agreements or purchase order.
• Maintains and reviews computerized records of items purchased, costs, delivery, product performance, and inventories.
• Confers with personnel, users, and vendors to discuss defective or unacceptable goods or services and determines corrective action.
• In the role of purchasing agent for the county health department.
• Complies with and adheres to the principles and standards set forth in DOHP 250-9-14.
• As purchasing agent is responsible for reviewing all purchases made by the county health department for compliance.
• Assists staff with purchasing questions and researches state contracts.
• In preparation for the new fiscal year, sends out requests for quotes for facility related services such as building cleaning and lawn care.
• Collects quotes and determines the selected vendor and creates requisition in My Florida Market Place (MFMP).
• Acts as the MFMP Champion.
• Performs annual Purchase Orders (PO), and MFMP training to staff.
• Orders business cards for county health department employees.
• Orders name plates for new employees.
• Maintains adequate inventory for CHD needs.
• Orders, receives, records, and stores supplies, forms, paper, envelopes and batteries.
• Issues supplies that are ordered on an approved supply requisition.
• Maintains monthly inventory reports.
• Uses QuickBooks to maintain inventory records and monthly usage reports.
• Submits weekly usage report to Accountant III to process journal entries to charge departments for filled supply requisitions.
• Pays invoices within 5 days of receipts.
• Purchasing Card (P-card) Holder- 01 approver.
• Approves charges and forwards to 02 approver within 3 business days.
• Checks incoming materials for correct quality and quantity, ensuring conformance with purchase order, verifies, receives and delivers supplies to end user with receipt paperwork.
• Returns damaged or improperly shipped materials.
• Submits information to Santa Rosa County for items with a purchased value of $1,000.00 or more for county inventory purposes and adds item to county inventory spreadsheet.
• Performs internal county inventory on a semi-annual basis.
• Performs annual inventory with Santa Rosa County inventory clerk.
• Records purchases of items that store information in Asset Management System.
• Performs AMS inventory on a semi-annual basis.
• Back up to Safety Coordinator, attending conference calls, helps do safety inspections and maintain the day-to-day operations for the CHD.
• Maintain the promo and reward inventory for the CHD.
• Order and issue items as needed.
• Performs inventory on a semi-annual basis.
• Performs special projects as instructed by the Public Health Services Manager.
• Directly assists the Public Health Services Manager.
• Performs other duties as required.
• Must complete required annual trainings as they are assigned.
• Serves as backup for the Vital Statistics.
• Turns in monthly reports by the 5th business day of each month to the Public Health Services Manager.
• Attends required staff meetings.
• Performs other duties as required.

Benefits

• Annual and Sick Leave benefits
• Nine paid holidays and one Personal Holiday each year
• State Group Insurance coverage options, including health, life, dental, vision, and other supplemental insurance options
• Retirement plan options, including employer contributions
• Flexible Spending Accounts
• Tuition waivers
• And more!

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed