Program Specialist - Facilities Management

Job Summary

Performs professional and technical level support for programs and staff in Facilities Management and Planning & Resource Management, utilizing various systems. Assures ongoing communication with stakeholders; researches and creates documents; develops processes; maintains tracking systems and supports internet and intranet web pages. Responsible for coordinating projects as assigned. Schedules appointments, arranges meetings and conferences; compiles records, reports, or visual aids; maintains records and department files. Requires considerable knowledge of program policies and functions. Contacts numerous vendors and suppliers; assists with contracts, leases, and project coordination, requiring independent thinking and self-starting abilities."

Job Description

ESSENTIAL DUTIES

• Prepares facilities contracts and assists with moving them through the contract approval process; works with vendors to gather necessary information; drafts and prepares Requests for Bids (RFB) Request for Proposal (RFPs), Request for Quotes (RFQ) drafts and prepares Requests for Board Action (RBAs); maintains, monitors, and updates existing contracts and leases; acts as liaison between Facilities Department and vendors. 

• Systems Administrator of Enterprise Asset Management, the Facilities Asset Management software with a strong focus on work order assignments, billing, cost analysis, and statistical data.

• Maintains and develops systems information and reporting using various software programs.  

• Systems Administrator for the county's security (cards/keys/surveillance) systems; assists facilities staff with maintenance and troubleshooting. 

• Creates, drafts, finalizes, and works with County Attorney on all contracts and RBA’s for board preparations and approvals.

• Provides statistical data and performance measures to the County Board and the general public. 

• Provides administrative assistance and direct support to Facilities Management. 

• Composes and prepares reports, forms, and any other related material requiring ability to create graphs, charts, and tables using data from multiple systems; presents information in a manner others can readily use and understand.

• Develops and creates process mapping and procedure documentation.

• Provides confidential information for investigations regarding security and/or facility related incidents. 

• Coordinates web-based communications, social media for the Regional Training Facility, construction updates, and varying forms of communication to Facility Management customers regarding building construction or improvements; serves as a main point of contact and communication liaison for those seeking project and program information and updates. 

• Leads complex projects such as needs studies, construction and workload planning, and miscellaneous tasks (e.g. CIP project coordination, Office move/changes planning, etc.). 

• Provides updates to the Building Improvement Program and work plans 

• Liaison between Scott County and suppliers, vendors, and contacts. Researches and recommends various products and services and makes purchases as requested.

• Serves as a main point of contact and communication liaison for those seeking project and program information and updates.

• Performs a variety of accounting duties and compiles data for preparation of monthly financial statements. Prepares reports, spreadsheets, and graphs, and makes appropriate recommendations. Composes, compiles, and maintains complex and confidential files, records, schedules, spreadsheets, statistics, projects, and grants, and prepares reports from such information. 

• Cross-trains and understands other Facilities roles to provide back-up during absences. 

• Works the hours and/or shifts as assigned and begins and ends work on time. 

• Performs other related duties as required or assigned.

MINIMUM QUALIFICATIONS
Requires equivalency of an associate's degree and three years progressively responsible experience in program and managerial support. An ability to multi-task amid changing priorities and remain organized when a variety of projects and tasks occur at once is essential. The incumbent shall provide a valid driver's license and a reliable form of transportation for the performance of work responsibilities.

PREFERRED QUALIFICATION(S)

Strong preference given for a Bachelor's Degree. Solid experience using web tools to communicate and serve as a liaison between parties and excellent writing skills are preferred.

SUPERVISORY CONTROLS

The employee is under general guidance and direction from the Facilities Operations Manager. With considerable allowance for independent judgment, work is performed according to established procedures and manager/supervisor consultation for difficult or unusual problems as they occur. Self-starter and critical thinking abilities are critical to this position. Work is reviewed for accuracy and quality through observation, examination of records and reports generated, and meetings.

CORE COMPETENCIES AND ABILITIES
Customer Service - Delivers government services in a respectful, responsive, and solution-oriented manner.

Communication - Is always clear about what we're doing and why we're doing it.

Collaboration - Works with partners – communities, schools, faith groups, private business, and non-profit agencies – to see that services are not duplicated but rather are complimentary, aligned, and provided by the partners who can deliver the service most effectively.

Stewardship - Works proactively to make investments, guided by resident input, which will transform lives, communities, and government.

Empowerment - Works with individuals and families to affirm strengths, develop skills, restore hope, and promote self-reliance.

Resiliency - Fosters public preparedness and responds when families and communities face health and safety emergencies.

Innovation - Takes informed risks to deliver services more effectively and learns from successes and failures.

Knowledge – Knowledge of county and division policies, practices, and services.

Abilities – Ability to review complex information and prepare reports from such information.

Ability to analyze data and make recommendations.

Ability to be detail oriented and proofread multiple types of documents.

Ability to search files and databases for needed information.

Ability to establish and maintain effective working relationships with county officials, employees, and the public.

Ability to make independent decisions concerning choice of procedures to follow; ability to work without close supervision.

Ability to make difficult computations accurately in a timely manner.

Ability to communicate effectively both orally and in writing via email and social media, with excellent writing skills.

Ability to speak, present, and interact in public arenas with composure, professionalism, and discretion.

Ability to use MS Office and various other software for the performance of essential duties.

Ability to use appropriate discretion in dealing with matters of a confidential nature.

WORK ENVIRONMENT AND PHYSICAL DEMANDS
Typical characteristics of the regular, ongoing work environment of this position requires inside work, typically in an office setting.

Physical activities include sedentary to light work: Reaching, sitting, standing, walking, pushing, lifting, pulling, fingering, grasping, feeling, stooping, talking, hearing, seeing, and repetitive motions. Lifts and/or navigates up to 35 pounds on a routine basis in handling files and equipment necessary for performing the essential duties of the job.

SELECTION PROCESS

Selection for this position will be based on a minimum qualifications screening and rating of training and experience. Top candidates will be forwarded to hiring manager or supervisor for consideration for interview and/or additional assessments. Final selection will include a background check and approval by the County Board.