SENIOR SPECIALIST – FACILITIES SERVICES CONSTRUCTION

Orange County Public Schools•Orlando, FL

1d•Onsite

About The Position

To support Facilities Services Construction by managing and integrating construction activities, project controls systems, and building code compliance processes and services. Ensure efficient project delivery, regulatory compliance, and accurate data-driven decisions.

Requirements

Bachelor’s degree from an accredited institution or any equivalent combination of related education, training and/or experience, which provides the required knowledge, skills, and abilities to perform the essential job functions.
Two (2) years of experience managing or coordinating business operations or facilities services.
Experience working with management and staff internally and externally to establish processes, ensure objectives are met, to produce expected results.
Must have and maintain a valid Florida Driver’s license.
Ability to effectively communicate orally and in written format.
Ability to read, interpret, translate and apply state and local code compliance requirements.
Knowledge of relational databases, management systems, and database management.
Ability to analyze data and prepare accurate reports.
Advanced knowledge of Excel, Word and procedural documents.
Ability to interact effectively with various construction disciplines while coordinating with project management and third-party contractors.
Ability to plan and implement practical and efficient procedures.
Ability to use independent judgement, problem solve and use discretion.
Ability to multi-task and manage priorities in a complex and fast paced environment.
Position requires incumbent to possess a valid Florida driver’s license and proof of insurability at all times.
Incumbent must maintain access to a motor vehicle (personal or agency) on a regular basis.

Nice To Haves

Planning, design and construction experience is preferred, preferably with a Florida school district with K-12 schools and supporting facilities.
Experience using Microsoft Word, Excel, SharePoint, Teams, Program Management Information Systems (PMIS) (e.g., eBuilder/TUC) or a construction permitting and inspection software system preferred. Intermediate level is preferred.
The incumbent is considered to be “essential personnel” during an emergency and can be subject to being held over or called back to a district location at all times.

Responsibilities

Manifest a professional code of ethics and values.
Respond to internal and external customers in a timely, accurate, courteous, and empathetic manner representing OCPS in a positive light.
Models the routine, intentional and effective use of technology in daily work, including communications, organization, and management tasks.
Administer, prepare and maintain permitting, inspection and project management systems, including updates to contractor licenses, addresses, and project records. Evaluate and negotiate agreements, purchase orders and goods.
Generate and maintain reports to track processes, inspection results, and compliance activities.
Support, plan and review processes and documents within project management systems.
Perform periodic reports and maintain department/division scorecards for reporting.
Process permit applications, extensions, Temporary Certificates of Occupancy (TCOs), and Certificates of Occupancy (COs) in accordance with building program requirements.
Coordinate with third-party contractors and project management teams to ensure compliance with building codes, inspection results, and permit requirements.
Collaborate with the Building Official and OCPS staff to implement directives and ensure adherence to policies and procedures.
Prepare, update, and distribute communications to internal and external customers, contractors, project management teams, vendor and suppliers to organize, track, resolve complex issues.
Manage updates to department website to provide accurate and timely communication to stakeholders.
Coordinate with plan reviewers and inspectors to address customer service requests and ensure timely resolution.
Implement and document procedures to ensure consistency, efficiency, and compliance with district policies.
Ensure all policies and procedures are communicated clearly and consistently applied across projects. Establish and maintain effective working relationships with schools, departments, management and the public.
Perform routine administrative tasks including meeting coordination, scheduling, file and record maintenance, ensuring accuracy within management systems, and supporting additional duties as assigned.
Maintain and update server-based document backups for all project files, contractor records, standard operating procedures, guides, and related documentation to ensure accuracy, accessibility, and compliance.
Provide technical assistance and guidance to staff and contractors in the effective use of management systems, ensuring accurate data entry, compliance, and efficient workflow practices. Maintain department online programs to ensure functionality that meet operational standards.
Exhibit proficiency in PMIS and Permit/Licensing Management System.
Participate in special projects and cross-departmental initiatives as assigned.
Ensure that all directives, standard operating procedures, and processes comply with internal guidelines. Conduct periodic quality assurance and quality control reviews.
Consistently monitor/process and respond to departmental email inquiries in a timely manner.
Keep the department heads informed of critical issues within the section and assigned area of responsibility.
Follow the district’s policies and procedures as related to all HRMD guidelines and the district’s instructional initiatives.
Follow district’s policies and procedures as related to fixed assets.
Develop leadership in subordinates.
Responsible for keeping up to date on current technology being used by OCPS. With the support of the district, attend training to ensure skill level in various technologies is at the level required to perform in current position.
Responsible for maintaining timely and accurate information and accountable for the quality of information maintained by those they supervise.
Responsible for self-development and keeping up to date on current research, trends, and best practices relevant to the area of responsibility.
Perform other duties and responsibilities as assigned by Supervisor.