Facility Operations Specialist 1 - Administrative Services Division (Salem)

State of Oregon • Salem, OR

1d • Onsite

About The Position

The Oregon Department of Justice, is seeking an experienced Facility Operations Specialist to join the Operations team as a Facility Operations Specialist 1 to provide technical, logistical, and administrative support to facilities-related activities. This will include office moves, furniture layout, space reorganizations, minor remodel assistance, inventory tracking, Work Day project support, and basic facility coordination. In this role you will gather information, coordinate with site visits, draft and prepare basic layouts using AutoCAD, support inventory and systems furniture tasks, and communicate with DAS Leasing, DAS Operations, vendors, and internal DOJ staff.

The Mission of the Oregon Department of Justice is to serve state government and to support safe and healthy communities throughout Oregon by providing essential justice services. The Operations Section and the Administrative Services Division (ASD) serve approximately 1,500 employees statewide, housed in 19 facilities that are primarily privately leased throughout the state. The Operations team provides services in the areas of Facilities Management & Facilities Project Management, Procurement, Publications, Property & Supply, and Mail Services. As a member of the Operations team, you'll close each day with a sense of purpose inherent to public service. The Operations Team and the Administrative Services Division are on an exciting journey to strengthen our team and the services we provide to the agency. We are streamlining and enhancing our processes using lean practices with the goal of increasing efficiency, consistency, and collaboration across our departments. This is a chance to be a part of a forward-thinking team that values innovation and teamwork. Together, we are building a stronger foundation that supports both our mission and the well-being of Oregon DOJ employees. You will find that we embrace an inclusive and supportive work environment and respect the diverse perspectives, knowledge, and experiences of our colleagues and those seeking to join the organization. We strive to build an inclusive, mission-driven, and performance-oriented workplace where all individuals are welcomed and appreciated, leading to increasingly higher levels of fulfillment and success.

Requirements

• A Bachelors degree in building construction, industrial engineering or related field AND one year of experience planning, scheduling, or coordinating facility system maintenance and construction projects; OR Four years of experience planning, scheduling or coordination facility system maintenance or construction projects.
• Must hold a valid Oregon Driver’s License and have an acceptable driving record.
• Must be able to lift at least 50 lbs. with or without accommodation.

Nice To Haves

• Must possess knowledge in the effective use of databases, word processing and spreadsheet software (MS Office suite), strong written and verbal communication skills, the ability to effectively prioritize and manage work to meet multiple and competing deadlines.
• Understanding of state procurement methods are desired and classes in state procurement will be provided within the first year of employment.
• Knowledge of AutoCAD is strongly preferred.
• Knowledge of Smartsheet is strongly preferred.
• Knowledge of legislative processes and procedures.
• Knowledge of principles and techniques used in budget management.
• Skill in active learning to understand the implications of new information for both current and future problem-solving and decision-making.
• Skill in managing one’s own time and the time of others.
• Skill in using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
• Skill in bringing others together to facilitate and reconcile differences.
• Anticipates and plans for different scenarios, concerns and expectations.
• Must perform duties in a manner that promotes customer service and harmonious working relationships.

Responsibilities

• Prepare draft furniture and space layouts under direction.
• Collect field data and assist with reconfigurations.
• Plans, coordinates, designs and implements furniture and systems furniture layout and moves.
• Coordinates all details associated with the moves and space reorganizations.
• Provides costs and recommendations for the purchase of furniture.
• Works closely with project managers and supply specialists in coordinating each project.
• Track and maintain warehouse inventory.
• Carry out Work Day activities and vendor oversight.
• Plans, coordinates and executes Work Day projects that are implemented weekly.
• Takes inventory of all furniture and ensure they are stored correctly in the warehouse, as well as pulled and recorded accurately on spreadsheets for each project.
• Works closely with branch managers and management assistants in each facility to implement the Work Day jobs.
• Update Smartsheet Workday requests as necessary.
• Track service requests and conduct routine site checks.
• Assist as back-up to Facility Operations Specialist 2 on all aspects of Facilities related work and assists Project Managers as needed.
• Develop Operations/Facilities PowerPoint presentations.
• Input and coordinate all DAS Tririga work order request pertaining to repair and maintenance.
• Assist with gathering project data and file maintenance.
• Assists as a back-up for security issues, facility issues, and other program-related duties as assigned.
• Collaborates with other project managers to liaise between landlords, office managers, and DAS facilities to resolve tenant/landlord complaints or issues.
• Coordinates with other agency partners and management on Sustainability initiatives.
• Conducts related responsibilities and duties as assigned by the Director of Facilities Management & Procurement.

Benefits

• Vacation, sick leave, 11 paid holidays a year, and special days off.
• Medical, vision, and dental.
• Pension and retirement programs.
• Endless peer and management support, and representation by the Service Employees International Union (SEIU).
• Opportunity to expand your professional skills.
• Opportunity to impact change by supporting the pursuit of creating a state where all people and communities can work, live, and thrive.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level