JOB DESCRIPTION SUMMARY

Performs moderately complex (journey-level) staff services and facilities-related work for the Support Services Department. Work involves planning and coordinating several staff services functions such as fleet coordination, mail operations, property accounting, receiving, office moves, courier services and minor maintenance items. Works under general supervision, with limited latitude for use of initiative and independent judgment. Reports to the Manager of the Support Services Department.  Position requires in-office Monday through Friday coverage.

ESSENTIAL JOB FUNCTIONS

• Performs agency motor pool activities, coordinates maintenance and repairs of vehicles, assignment of vehicles and other related fleet tasks.
• Utilizes the fleet management program and system for record keeping and reporting.
• In coordination with occupying business areas, assists in the maintenance and upkeep of agency regional offices and vehicles.
• Frequently travels to regional offices to coordinate, monitor, configure and/or inspect properties, including equipment, furniture, and vehicles.
• Responsible for the custody and care of property in the possession of the agency.
• Coordinates the sale and salvage of all unusable agency property in the Comptroller of Public Accounts property system.
• Assists with reconciliation of property accounting records and systems.
• Receives and delivers office items and supplies that have been ordered by the agency to include inventory tagging for controlled and capitalized equipment as specified by the Comptroller and enters and manages inventory in the State Property Accounting system.
• Coordinates building access cards and parking for staff and visitors.
• Processes all incoming and outgoing mail and ensures all incoming checks are logged properly and distributed.
• Assists in performing annual physical inventory of agency property.
• Assists in the coordinating the sale and salvage of all unusable agency property.
• Assists in management of leased facilities.
• Assists Finance with State Property Accounting reconciliation and preparation of Annual Financial Report.
• Provides daily courier services such as bank deposits, treasury deposits, and hand deliveries.
• Sets up meetings and recordings for Board meetings, work sessions, conferences, and agency-wide meetings.
• Performs office moves, office rearrangements, modular unit reconfigurations, and other logistical arrangements.
• Coordinates and oversees the maintenance of copiers, office equipment and facilities.
• Assists with agency motor pool activities, ordering vehicles, maintaining fleet budget, maintenance and repairs of vehicles, assignment of vehicles and other related fleet tasks.
• Assists with safety and risk management activities such as addressing safety concerns, coordinating first aid training for staff, updating safety manuals, and assisting with building evacuations.
• Operates a state or personal vehicle for business purposes.
• May train others.
• May supervise the work of others.
• Maintains confidential and sensitive information.
• Ensures individual and team files (electronic and hard versions) are appropriately maintained and timely disposed of in accordance with the agency’s records retention procedures and schedule.
• Maintains required certifications and licenses and meets the continuing education needs and requirements of the position to include, attending mandatory training courses.
• Performs other duties as assigned

MINIMUM QUALIFICATIONS

• Graduation from a standard senior high school or equivalent.
• Two years of experience in facilities or support services-related work.
• Additional education may be substituted for experience on a year-for-year basis.

PREFERRED QUALIFICATIONS

• Experience in database entry and associated reporting.
• Experience in fleet system databases.
• Experience in CAPPS financial and time-keeping system.
• Experience in bookkeeping or accounting.
• Experience in mailroom or receiving operations.
• Experience in general building maintenance.
• Experience in property accounting or property inventory.
• Experience coordinating or managing a fleet program.
• Experience developing written policies and procedures.

KNOWLEDGE, SKILLS, AND ABILITIES (KSAs)

• Knowledge of local, state, and federal laws and regulations relevant to the Support Services Department.
• Knowledge of the principles and practices of public administration.
• Knowledge of office management.
• Knowledge of purchasing and procurement methods and procedures.
• Knowledge of accounting principles and practices.
• Skills in using Microsoft Office programs such as Word, Excel, and Outlook.
• Skills in use of internet, email, word processing, spreadsheet, presentation, and database software.
• Skills in coordinating activities.
• Skills in attention to detail.
• Ability to adhere to work schedules, follow procedures with respect to leave and submit accurate timesheets by prescribed deadlines.
• Ability to make mature, objective decisions and identify areas of potential problems.
• Ability to perform effectively and willingly when changes occur in scope and nature of the work and work environment.
• Ability to perform routine and non-routine work assignments accurately and on-time with little or no supervision.
• Ability to perform assigned duties and improve work habits and/or output.
• Ability to complete assigned work, on time, neatly and with infrequent errors.
• Ability to interpret policies, procedures, and regulations.
• Ability to provide prompt, courteous and accurate assistance and clear and concise communication to internal and external stakeholders both verbally and in writing.
• Ability to work and cooperate with others in a team environment.
• Ability to manage multiple tasks and schedule work in order to maintain regular progress on assignments and meet deadlines.
• Ability to stand/sit/move to perform activities such as retrieve/replace files in a large file system for boxes up to 75 lbs.
• Ability and willingness to travel 25% of the time, primarily within the State of Texas.
• Ability to operate a vehicle (state or personal) for state business, and maintain a drivers license and driving record that complies with state and agency requirements.
• Ability to work days that may exceed 8 hours, including early mornings, nights, and weekends.
• Ability to train others.
• Ability to work a schedule of 8:00 am through 5:00 pm, Monday through Friday.
• Ability to study and evaluate programs and propose recommendations.