GENERAL SERVICES SPECIALIST - 80048871

State of Florida•Tallahassee, FL

8d•$41,310•Onsite

About The Position

The Bureau of General Services is seeking a General Services Specialist for the Support Services Section. This position reports to the Support Services Operations Manager. This staff member will be handing property management and access management, assisting with fleet management, and processing purchasing requisitions for the Support Services Section. Provides technical assistance, consultant services, and direction for development, implementation, evaluation, and expansion of General Services programs statewide. This assistance is provided to General Services staff throughout the state. Prepares manuals and trains General Services staff in the use of new forms, reports, and procedures according to Department policy. Provides training to all General Services Staff in the regions. Plans, coordinates, and presents training at statewide conferences, meetings, and workshops. Provides inventory sheets and inventory assignments to Property Custodians and Inventory Agents. Assists Property Custodians and Agents with problems and recommends solutions. Approves requests to issue inventory control tags to field staff. Trains and ensures that all Property Custodians and Agents are in compliance with the laws and rules regarding property management. The training will include the proper management procedures for FLAIR updates. Distributes property reports to Property Custodians, Agents and General Services staff statewide as needed. Receives, reviews, and processes paperwork for surplus, transfers, relocations, and missing, lost, or stolen property statewide. Assists in conducting the Department’s annual inventory, including, but not limited to, the distribution and accountability of inventory sheets, reconciliation of inventory, assisting with both property acquisition and disposition, and processing of the FLAIR property pending file. Analyzes data gathered and is responsible for developing solutions and alternative methods to support General Services staff statewide. Manages class codes, location codes, and lists of buildings for the Department. Coordinates with the Bureau of Finance and Accounting for necessary reports from FLAIR. Responsible for working with F&A to coordinate and produce year-end financial statements for Property. Develops, revises, and maintains policies, regulations, manuals, and standards regarding the General Services functional areas of property administration, and vehicle fleet operations. Assists supervisor with reviews and revisions of all other policies and procedures for Support Services. Reviews programs, services, forms, and reports, and confers with management and users to identify problems and improvements. Performs on-site reviews of operational problems requested by region or Headquarters when problems become evident in their areas. Evaluates the causes of the problems and recommends solutions. Designs, evaluates, recommends, and approves changes based on need and the analysis. Updates FLAIR information on buildings. Deletes Construction Work in Progress (CWIP) Projects from FLAIR and re-enters the completed building information into FLAIR for existing or new buildings. Serves as back-up support for administrative duties to the Support Services Section assisting with large projects, accumulating information, and constructing documentation in Microsoft programs. Areas include: Fleet management – assists with scheduling use and maintenance for all Headquarters Vehicle Pool automobiles. Processes purchasing requisitions for the Support Services Section and office staff. Reconciles invoices in My Florida Market Place System (MFMP). Enters Information Resource Requests (IRR’s) on behalf of the Support Services Section. Creates and coordinates all appointments for identification cards for the agency and maintains an active database in Microsoft programs, utilizing new notification and separation notifications. Maintains Headquarters hardware and software. Including all service calls. Performs other related duties as required.

Requirements

Knowledge of the principles and practices of purchasing, supply inventory, and property management.
Ability to understand and apply applicable rules, regulations, policies, and procedures.
Ability to formulate policies and procedures.
Ability to utilize problem-solving techniques.
Ability to look at many indicators of system performance and consider their accuracy.
Ability to talk to others to effectively convey information.
Ability to teach others.
Ability to know how to find information and identify essential information.
Ability to analyze and identify operational and/or management problems.
Ability to communicate effectively with others in writing.
Ability to coordinate ideas to implement programs and processes.
Ability to follow verbal and written directions with minimal to no supervision.
Ability to develop approaches for implementing an idea.
Ability to identify things that must be changed to achieve a goal.
A working knowledge of FLAIR and State personal tangible property accountability.
A working knowledge of ID badge programs and access control systems.
A working knowledge of Microsoft Office (Word and Excel).
A working knowledge of Adobe Acrobat Pro.
A valid driver’s license is required.

Nice To Haves

Experience creating and maintaining reports in Microsoft Excel.
Experience creating purchase requisitions in My Florida Market Place (MFMP).
Experience with Florida’s Accounting Information Resource (FLAIR) / personal tangible property management.
Experience creating presentations using Microsoft PowerPoint.
Experience reviewing and editing documents.
Experience with State property, ID badges/access control, and fleet processes.

Responsibilities

Provides technical assistance, consultant services, and direction for development, implementation, evaluation, and expansion of General Services programs statewide.
Prepares manuals and trains General Services staff in the use of new forms, reports, and procedures according to Department policy.
Provides training to all General Services Staff in the regions.
Plans, coordinates, and presents training at statewide conferences, meetings, and workshops.
Provides inventory sheets and inventory assignments to Property Custodians and Inventory Agents.
Assists Property Custodians and Agents with problems and recommends solutions.
Approves requests to issue inventory control tags to field staff.
Trains and ensures that all Property Custodians and Agents are in compliance with the laws and rules regarding property management.
Distributes property reports to Property Custodians, Agents and General Services staff statewide as needed.
Receives, reviews, and processes paperwork for surplus, transfers, relocations, and missing, lost, or stolen property statewide.
Assists in conducting the Department’s annual inventory, including, but not limited to, the distribution and accountability of inventory sheets, reconciliation of inventory, assisting with both property acquisition and disposition, and processing of the FLAIR property pending file.
Analyzes data gathered and is responsible for developing solutions and alternative methods to support General Services staff statewide.
Manages class codes, location codes, and lists of buildings for the Department.
Coordinates with the Bureau of Finance and Accounting for necessary reports from FLAIR.
Responsible for working with F&A to coordinate and produce year-end financial statements for Property.
Develops, revises, and maintains policies, regulations, manuals, and standards regarding the General Services functional areas of property administration, and vehicle fleet operations.
Assists supervisor with reviews and revisions of all other policies and procedures for Support Services.
Reviews programs, services, forms, and reports, and confers with management and users to identify problems and improvements.
Performs on-site reviews of operational problems requested by region or Headquarters when problems become evident in their areas.
Evaluates the causes of the problems and recommends solutions.
Designs, evaluates, recommends, and approves changes based on need and the analysis.
Updates FLAIR information on buildings.
Deletes Construction Work in Progress (CWIP) Projects from FLAIR and re-enters the completed building information into FLAIR for existing or new buildings.
Serves as back-up support for administrative duties to the Support Services Section assisting with large projects, accumulating information, and constructing documentation in Microsoft programs.
Assists with scheduling use and maintenance for all Headquarters Vehicle Pool automobiles.
Processes purchasing requisitions for the Support Services Section and office staff.
Reconciles invoices in My Florida Market Place System (MFMP).
Enters Information Resource Requests (IRR’s) on behalf of the Support Services Section.
Creates and coordinates all appointments for identification cards for the agency and maintains an active database in Microsoft programs, utilizing new hire and separation notifications.
Maintains Headquarters hardware and software.
Performs other related duties as required.