Maintenance Administrative Coordinator

Department of Public Safety•Kerrville, TX

1d•Onsite

About The Position

Would you thrive in an environment where you learn and grow personally and professionally all while helping make a positive impact on people’s lives? Do you appreciate being around others like yourself who are dependable, trustworthy, hard workers who believe in the value of teamwork? HSCS is dedicated to building an atmosphere where employees feel valued and supported while providing specialized care for Texans in need. HSCS is comprised of ten psychiatric hospitals, two youth residential treatment facilities, and thirteen state supported living centers. Psychiatric hospitals are a hub of excellence for forensic mental health and complex psychiatric care, with all facilities accredited by The Joint Commission. They provide state-of-the-art treatment that is recovery-oriented and science-based. If providing hope and healing through compassionate, innovative, and individualized care interests you, we welcome your application for the position below. The Program Supervisor I (Maintenance Administrative Coordinator) performs routine (journey-level) administrative and supervisory program work for all administrative and financial responsibilities for the Maintenance Department. Work involves supervising and training all Maintenance Staff in complex computer programs, overseeing facility HR tasks, and other financial recording requirements. Works under moderate supervision, with limited latitude for the use of initiative and independent judgment. Performs other duties as assigned. Other duties as assigned include but are not limited to actively participating and/or serving in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location.

Requirements

At least three (3) years’ Office Management experience in an Administrative Office setting.
At least three (3) years of experience in procurement and contracting, including requisition entry and reconciliation.
At least three (3) years of experience in the operation of financial programs ex: SCOR.
At least three (3) years of experience in work order programs ex: CAFM10.
Knowledge of Contract Management Systems (SCOR)
Knowledge of the Work Order and Purchasing programs with a full understanding of how work should flow from request through task completion including customer contact and follow-up with facility.
Knowledge of all credit card/pro-card procedures
Skills in the use of computers, word processing software, and fax machines
Skills in the use of Windows and all parts of Microsoft Office
Skills in entering requisitions in CAPPS Financial
Skills in reconciling purchase orders and contracts with data in SCOR and experience following policies and procedures in contracting and procurement.
Ability to develop competency in the application of CAFM and Fleet software systems including CAPS (Capital Assets Planning System), CAPS Financial System, and all the associated programs related to Maintenance. Management
Ability to maintain, update, and support critical CAFM and Fleet database systems and generate routine and specialized reports as required by facility management and executive level staff.
Must possess a valid Texas driver license or obtain it no later than 90 days after hire date to drive a state vehicle.
Applicants with an out-of-state driver’s license must provide an original certified driving record from the state of driving licensure.
Eligible driving record required based on HHSC Fleet Management policy.

Nice To Haves

Bachelor’s degree or above preferred.

Responsibilities

Attends work on a regular basis and may be asked to work a specific shift schedule or, at times, even a rotating schedule, extended shift and/or overtime in accordance with agency leave policy and performs other duties as assigned.
Supervises all work in human resource areas for staff assigned in the program area. Responsibilities include, but are not limited to, reviewing applications, interviewing candidates, selecting and hiring potential employees, scheduling and assigning workload, establishing performance measures, evaluating work performance, providing feedback and guidance, recommending staff development and training, recommending personnel and disciplinary actions, scheduling and approving leave.
Maintains the Capital Asset Planning System (CAPS) through periodic updates of the CAPS program as directed from Central Office CAFM Project Office and local authority to ensure accurate information reflecting hospital needs.
Monitors and supervises the receipt of all work requests submitted.
Ensures the continual flow of processes involved in managing the work documents to ensure accurate information routing.
Inputs, or directs the input of all work orders, job orders, and preventative maintenance orders into the appropriate CAFM program to ensure efficient collection and routing of data.
Maintains records pertaining to all maintenance and construction contracts to comply with state regulations.
Compiles all credit card transaction data for department credit holders and complies with all credit card/procard policies and procedures.
Reconciles purchases with purchase order and contracts.
Follows procurement and contracting procedures to account for all purchases.
Uses CAPPS Financial and SCOR to enter requisitions and reconcile.
Attends scheduling, programming, and other meetings as required to update new developments.
Conducts staff competency, New Employee Orientation (NEO), and in-service training to other maintenance employees and unit coordinators to provide needed support.
Supervises the management of all vehicle records and correspondence to ensure accurate tracking of cost and usage with the use of the FLEET Management Program.
Supervises the management of all key control records and key issue processes to provide accurate accounting of all keys issued.
Ensures all performance evaluations are processed timely, and ensures all employees assigned requiring extended leave/sick leave are provided with correct forms.
Performs other duties as assigned. Other duties as assigned include but are not limited to actively participating and/or serving in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location.