Business Services Officer

2 months ago

Grand Prairie, United States Texas Department of Aging & Disability Services Full time
Job Description:
Property Manager III
Under the supervision of the Regional Business Services Manager, the Regional Business Services Officer coordinates and executes the administrative support services for all HHS agency programs in a regional geographic area. Work involves a wide range of facility support activities, includes functions such as facility leasing and management, space planning, managing office moves, safety and security inspections and remediation's, coordinating office maintenance activities, contract initiation and management, asset management, and various other duties to facilitate the smooth operations of the regional client service programs. Provides consultative services, guidance and technical assistance to customers in agency programs. Analyzes program requests and develops action plans to meet or exceed needs. Consults with contractors, lessors, public officials, and internal and external agency representatives to resolve problems and ensure continued service delivery in support of HHS regional programs. Conducts onsite studies and analysis of operations in assigned regional office locations to collect data, determine trends, resolve problems and ensure compliance with building regulations, safety codes and other applicable facility standards. Prepares reports of findings and makes recommendations on improving procedures and initiating new practices. Plan, assign, and/or supervise the work of others. Works under limited supervision, with considerable latitude for use of initiative and independent judgment.

Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.

Conducts regular scheduled visits to local/field offices to perform facility reviews; ensures all emergency and routine building problems and safety issues are identified and corrected in a timely manner; counsels and trains Local Office Coordinators (LOC) on available RAS services, how to request assistance, supplies and/or equipment, and the appropriate monitoring and reporting of safety or security concerns; manages all service requests and resolves facility issues for assigned offices to include coordinating purchases, contracting repair or maintenance services, initiating emergency or security incident management, addressing accessibility or safety issues, and intervening on vendor or lessor performance concerns; maintains productive relationships with LOCs to facilitate effective RAS service delivery to programs (40%)

Analyzes and reviews use of space among agencies at assigned offices to determine efficiencies; consults with programs on requests for additional space, evaluating options for relocation, adding space or obtaining new leases; implements RAS space allocation guidelines across all agencies; recommends most cost effective options to program and RAS management; manages space projects through to completion with necessary actions such as coordination with HHS Facility Management and Leasing (FML), Texas Facility Commission (TFC), agency program management, lessors, contractors, purchasers, inspectors, movers, and agency telecom and IT support. (20%)

Develops specifications for services and manages service contracts for regional offices in order to meet program agency goals; service contracts include janitorial, security, locksmiths, electricians, plumbing, HVAC, freight/shipping/postage meters, office equipment supply and maintenance, and carpet cleaning (15%)

Coordinates with RAS warehouse and asset management staff to arrange the pickup, transfer and appropriate disposition of agency records and surplus furniture and equipment. Assists in annual inventory, locating, scanning and reconciling reports on controlled assets. (10%)

Assists in developing and implementing policies, procedures, and special projects to improve RAS service delivery or meet regional program needs. Prepares reports, serves on workgroups, provides technical assistance, handles emergency tasks and assignments, and performs other duties as required in support of efficient regional programs serving the public. (10%)

Assigns and oversees work of other support staff in Business Services. (5%)

Knowledge Skills Abilities:
Knowledge of local, state and federal laws, and regulations relevant to business services, facility operations, contract management and procurement.

Knowledge of the principles, practices and techniques of facility management, contract development and management, leasing and state purchasing.

Knowledge of the programs of the Texas Health & Human Services agencies.

Skill in planning, organizing, implementing and evaluating large multi-faceted projects and program support activities.

Skill in effective communications, including negotiating, resolving conflicts, consulting, training, and preparing reports.

Skill in the use of standard agency computer hardware and software such as Microsoft Office Suite.

Ability to manage multiple tasks, with competing deadlines and produce quality deliverables with a sense of urgency.

Ability to respond to emergency situations (even after hours) that could affect employee and client safety, take corrective action to resolve situations.

Ability to identify problems, evaluate options and implement effective solutions.

Ability to communicate effectively orally and in writing.

Ability to exercise sound judgment and make decisions in accordance with the established policies and procedures.

Ability to establish and maintain effective working relationships with customers, peers, management, and external contacts.

Ability to travel locally and across the state which may include overnight stays.

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