FACILITIES SERVICES SPECIALIST

Requisition No: 818552

Agency: Department of Health

Working Title: FACILITIES SERVICES SPECIALIST - 64001846

Pay Plan: Career Service

Position Number: 64001846

Salary: $32,760 - $40,000

Posting Closing Date: 01/07/2024

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This is a responsible and independent position responsible for a small health department at the Santa Rosa County Health Department (SRCHD) with the Operations Department. This is a responsible position purchasing commodities or services necessary for the operation of SRCHD. This position includes performance of storeroom duties, purchasing cycle controls, inventory system maintenance, and is in the role of purchasing agent for the county health department (CHD). In addition, is accountable for all matters concerning facility maintenance Santa Rosa County maintenance department. Incumbent will conduct daily facility inspections, identify maintenance/repair needs and place work orders with the county maintenance department. Incumbent will report all maintenance/repair issues directly to the Public Health Services Manager. This position reports directly to the Public Health Services Manager and independently performs the following duties:

Conducts daily facility inspections including but not limited to checking electric lights, door locks, security locks, and plumbing. Reviews submitted work tickets and determined actions required. Completes minor repairs. Consolidates acquired information into formal work orders for the county maintenance department. Updates and completes work tickets on a daily basis as needed. Acquires quotes for work outside the scope of the county, inputs requisitions into MFMP, schedule contractors, and oversees the completion of work. Responsible for monitoring building air conditioning system. Reports malfunctions. Keeps records of repairs and replacements made and causes of malfunctions. Keeps system controls to settings recommended and adjusts as becomes necessary for the building climate control. Responsible for generator maintenance. Responds to users’ inquiries and complaints. Schedules service calls and training sessions with the service provider as necessary. Serves as member of the Safety Committee. Assists Safety Coordinator with required semi-annual facility inspections and fire drills. Notifies Public Health Services Manager of Safety Committee's inability to meet Department of Health's safety requirements prior to their due dates (DOHP 250-16-14). Responsible for security system alarms, badges, video monitor and key custodian for the SRCHD.

Negotiates or renegotiates, and administers agreements with suppliers, vendors, and other representatives. Locates and arranges for purchase of goods and services necessary for efficient operation of organization. Formulates policies and procedures for competitive solicitations and procurement of goods and services. Analyzes price proposals, financial reports, and other data and information to determine reasonable values. Prepares or processes purchase orders or competitive solicitations and reviews requisitions for goods and services. Directs and coordinates workers' activities involving competitive solicitations and procurement of goods and services. Evaluates and monitors contract performance to determine need for changes and to ensure compliance with contractual obligations. Arbitrates claims and resolves complaints generated during performance of agreements or purchase order. Maintains and reviews computerized records of items purchased, costs, delivery, product performance, and inventories. Confers with personnel, users, and vendors to discuss defective or unacceptable goods or services and determines corrective action. In the role of purchasing agent for the county health department. Complies with and adheres to the principles and standards set forth in DOHP 250-9-14.

As purchasing agent is responsible for reviewing all purchases made by the county health department for compliance. Assists staff with purchasing questions and researches state contracts. In preparation for the new fiscal year, sends out requests for quotes for facility related services such as building cleaning and lawn care. Collects quotes and determines the selected vendor and creates requisition in My Florida Market Place (MFMP). Acts as the MFMP Champion. Performs annual Purchase Orders (PO), and MFMP training to staff. Orders business cards for county health department employees. Orders name plates for new employees.

In the role of Purchasing Agent maintains adequate inventory for CHD needs. Incumbent must be able to lift 80-100 pounds on a courteous basis. Orders, receives, records, and stores supplies, forms, paper, envelopes and batteries. Issues supplies that are ordered on an approved supply requisition. Maintains monthly inventory reports. Uses QuickBooks to maintain inventory records and monthly usage reports. Submits weekly usage report to Accountant III to process journal entries to charge departments for filled supply requisitions. Pays invoices within 5 days of receipts. Purchasing Card (P-card) Holder- 01 approver. Approves charges and forwards to 02 approver within 3 business days.

In the role of receiver for MFMP. Checks incoming materials for correct quality and quantity, ensuring conformance with purchase order, verifies, receives, and delivers supplies to end user with receipt paperwork. Returns damaged or improperly shipped materials. Submits information to Santa Rosa County for items with a purchased value of $1,000.00 or more for county inventory purposes and adds item to county inventory spreadsheet. Performs internal county inventory on a semi-annual basis. Performs annual inventory with Santa Rosa County inventory clerk. Records purchases of items that store information in Asset Management System. Performs AMS inventory on a semi-annual basis.

Maintain the promo and reward inventory for the CHD. Order and issue items as needed. Performs inventory on a semi-annual basis.

This position performs special projects as instructed by the Public Health Services Manager. Directly assists the Public Health Services Manager. Performs other duties as required. Must complete required annual trainings as they are assigned. Serves as backup for the Vital Statistics. Turns in monthly reports by the 5th business day of each month to the Public Health Services Manager. Attends required staff meetings. Performs other duties as required.

Required Knowledge, Skills, and Abilities:

• Judgment and Decision Making: Weighing the relative costs and benefits of a potential action.
• Management of Financial Resources: Determining how money will be spent to get the work done, and accounting for these expenditures.
• Service Orientation: Actively looking for ways to help people.
• Social Perceptiveness: Being aware of others' reactions and understanding why they react the way they do.
• Coordination: Adjusting actions in relation to others' actions.
• Speaking: Talking to others to effectively convey information.
• Writing: Communicating effectively with others in writing as indicated by the needs of the audience.
• Reading Comprehension: Understanding written sentences and paragraphs in work related documents.
• Active Listening: Listening to what other people are saying and asking questions as appropriate.
• Information Gathering: Knowing how to find information and identifying essential information.
• Time Management: Managing one's own time and the time of others.
• Critical Thinking: Using logic and analysis to identify the strengths and weaknesses of different approaches.
• Identifying Downstream Consequences: Determining the long-term outcomes of a change in operations.
• Implementation Planning: Developing approaches for implementing an idea.
• Identification of Key Causes: Identifying the things that must be changed to achieve a goal.
• Visioning: Developing an image of how a system should work under ideal conditions.
• Personnel and Human Resources: Knowledge of policies and practices involved in personnel/human resource functions.
• Mathematics: Knowledge of numbers, their operations, and interrelationships.
• English Language: Knowledge of the structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Customer and Personal Service: Knowledge of principles and processes for providing customer and personal services, including needs assessment techniques, quality service standards, alternative delivery systems, and customer satisfaction evaluation techniques.
• Computer: Knowledge of computer software including applications.
• Proficient skills in Microsoft Office, Excel, Power Point, Outlook
• Ability to work independently and completes assignments in a timely manner. Ability to plan, develop and deliver health promotion and public health education services

Qualifications:

Knowledge of general office procedures and practices, correct grammar usage and basic arithmetic. Knowledge and competency of Microsoft Word processor, PowerPoint, Outlook, and Excel. Knowledge of correct grammar usage and basic arithmetic. Must have the ability to prepare reports and correspondence, follow instructions, review data for accuracy and completeness, communicate effectively and establish and maintain effective working relationships with others. Ability to work independently and progress. Ability to lift 50-80 pounds on a continuous basis. Ability to respond to alarm call for the building after hours.

Florida Department of Health Mission, Vision, and Values:

Mission:

To protect, promote & improve the health of all people in Florida through integrated state, county & community efforts.

Vision:

To be the Healthiest State in the Nation.

Values:

I nnovation: We search for creative solutions and manage resources wisely.

C ollaboration: We use teamwork to achieve common goals & solve problems.

A ccountability: We perform with integrity & respect.

R esponsiveness: We achieve our mission by serving our customers & engaging our partners.

E xcellence: We promote quality outcomes through learning & continuous performance improvement.

Where You Will Work:

5527 Stewart Street, Milton, FL

The Benefits of Working for the State of Florida:

Working for the State of Florida is more than a paycheck. The State’s total compensation package for employees features a highly competitive set of employee benefits including:

• Annual and Sick Leave benefits;
• Nine paid holidays and one Personal Holiday each year;
• State Group Insurance coverage options, including health, life, dental, vision, and other supplemental insurance options;
• Retirement plan options, including employer contributions

(For more information, please click www.myfrs.com);

• Flexible Spending Accounts;
• Tuition waivers;
• And more!

For a more complete list of benefits, including monthly www.mybenefits.myflorida.com.

Please be advised:

Your responses to qualifying questions for this position must be verifiable by documentation provided through the electronic application process.

This position requires a security background check and/or drug screening and participation in direct deposit. Any misrepresentations or omissions will disqualify you from employment consideration. Note: You will be required to provide your Social Security Number (SSN) in order to conduct this background check Successful completion of a drug test is a condition of employment for safety-sensitive positions.

Male applicants born on or after October 1, 1962, will not be eligible for hire or promotion unless they are registered with the Selective Services System (SSS) before their 26th birthday, or have a Letter of Registration Exemption from the SSS. For more information, please visit the SSS website: http://www.sss.gov

If you are a retiree of the Florida Retirement System (FRS), please check with the FRS on how your current benefits will be affected if you are re-employed with the State of Florida. Your current retirement benefits may be canceled, suspended or deemed ineligible depending upon the date of your retirement.

The successful candidate will be required to complete the Form I-9 and that information will be verified using the E-Verify system. E-Verify is operated by the Department of Homeland Security in partnership with the Social Security Administration to verify employment eligibility.

Incumbents may be required to perform emergency duty before, during, and/or beyond normal work hours or days.

The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer and does not tolerate discrimination or violence in the workplace.

Applicants requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-877-562-7287). Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation.

The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, F.S., Drug-Free Workplace Act.

Florida has the third largest population of veterans in the nation with more than 1.5 million service men and women. The Florida Department of Health (department) is committed to serving members of the United States Armed Forces, veterans and their families by encouraging them to apply for vacancies that fit their area of knowledge and/or expertise. Through the Department's VALOR program, which expedites licensing for military veterans, the Department also waives initial licensing and application fees for military veterans who apply for a health care professional license within 60 months of an honorable discharge. These initiatives help ensure that the transition from military service into the workforce is as smooth as possible and reflects our appreciation for the dedication devoted to protecting our country.

The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer, and does not tolerate discrimination or violence in the workplace.

Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-866-663-4735). Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation.

The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, F.S., Drug-Free Workplace Act.

VETERANS’ PREFERENCE. Pursuant to Chapter 295, Florida Statutes, candidates eligible for Veterans’ Preference will receive preference in employment for Career Service vacancies and are encouraged to apply. Certain service members may be eligible to receive waivers for postsecondary educational requirements. Candidates claiming Veterans’ Preference must attach supporting documentation with each submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any other documentation as required by Rule 55A-7, Florida Administrative Code. Veterans’ Preference documentation requirements are available by clicking here. All documentation is due by the close of the vacancy announcement.