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Administrative Officer Iii

3 months ago

Baltimore, Maryland, United States State of Maryland Full time

Introduction:

As a State agency, Maryland Office of the Public Defender (MOPD) is an affirmative action and equal opportunity employer.

MOPD is committed to the full inclusion of all qualified individuals without regard to race, color, religion, sex, physical or mental disability, age, sexual orientation, gender identity, national origin, veteran status or genetic information.


The Office of the Public Defender is seeking applicants with administrative experience with procurement, management and coordinating facility services statewide for the Office of the Public Defender.

The Facilities Manager responsibilities include management of the competitive bid process for all Facilities procurements.

Lease management from needs assessment to liaison communications with landlords regarding implementation for over 50 office sites Statewide according to technical requirements for DGS Real Estate, DoIT and OPD senior management.


GRADE:

15

LOCATION OF POSITION:

6 St. Paul Street, Suite 2101, Baltimore, Maryland 21202

Main Purpose of Job:

POSITION DUTIES:

OPD Statewide Facility Contract Manager:

  • Perform needs assessments of OPD offices for facilities requirements, (Facility site visits on rotating basis with knowledge of fire codes and building codes) office equipment, local and statewide office services.
  • Manage the RFP process for capital resource requirements from needs assessment through bid awards and contract/purchase order execution.
  • Maintain contract portfolios for property leases
  • Perform analysis and make recommendations for facility and equipment leasing decisions; lease vs buy, term, timing, cost, plus performance and specification parameters.
  • Review and approve all contract billings for payment.
  • Manage contact policy with all nonState vendors in privately leased spaces. (currently being done by OM's and Facility Director. This is a onsite process)
  • Preparation of specifications, solicitations for statewide procurement.
  • Ensure State procurement policies and procedures are enforced.
  • Provide back up to Facilities specialists.
  • Initiates sale leaseback transactions through Treasury for furniture acquisitions.
  • Maintain shared drive floor plans for all facilities.
Facilities Operations Administrator

  • DGS and landlord relations regarding lease terms, status, and property management. (currently being done by OM's and Facility Director. This is an onsite process)
  • Assist in the preparation of eMMA, OSP/DoIT, DGS Real Estate documentation to initiate resource procurement, including preparation of Form 680.
  • Develop, implement, and manage the OPD Project and Maintenance Service System (nonIT, TBD), including followup on scheduling, prioritization, and completion of requests for work.
  • Manage property maintenance systems (State and private), including ticket prep, tracking, and reporting. (currently being done by OM's and Facility Director. This is an onsite process)
  • Monitor usage of Statewide nonIT systems, networks, and equipment.
  • Maintain site and property lease files.
  • Project support and tracking for site visits and selections, build outs, renovations and moves.
  • Primary vendor interface regarding renewals, billing, and payment status.
  • Make recommendations for services, equipment, etc. to better serve OPD.
  • Support CFO and Facility Director with special projects.
  • Make recommendations for policy, procedures, and process improvements.
  • Fleet and parking management. (Service Specialist has component in his MS22)
  • Set up a punch list. For Facilities follow up based on rotating site visits.
  • Must be comfortable with driving E 150 Cargo van on a periodic basis.
  • Support CFO with special projects.
  • Backup for CPC training and administration.

MINIMUM QUALIFICATIONS:

Education:
Graduation from an accredited high school or possession of a high school equivalency certificate.

Experience:
Three years of administrative staff or professional work.

Notes:

DESIRED OR PREFERRED QUALIFICATIONS:

  • Experience driving E 150 Cargo van.
  • Experience preparing specifications for the purpose of bidding and awarding maintenance and/or building service contracts.
  • Experience analyzing monthly budget reports.
  • Experience as a building manager of a commercial facility monitoring maintenance operations.
  • Good organizational and problemsolving skills, and the ability to multitask.
  • Highly proficient in Microsoft Word, Excel and Outlook with experience.
  • Excellent oral and written communication skills.
  • Ability to lift over 50 pounds.

LICENSES, REGISTRATIONS AND CERTIFICATIONS:

Employees in this classification may be assigned duties which require the operation of a motor vehicle.

Employees assigned such duties will be required to possess a motor vehicle operator's license valid in the State of Maryland.


SELECTION PROCESS:

EXAMINATION PROCESS:

BENEFITS:

Contractual employees who work for an agency covered under the State Emplo