ADMINISTRATIVE OFFICER III (Contractual Facilities Manager/ Fleet Manager)

Introduction

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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.

All applicants must be able to communicate with clients and visitors and possess the ability to complete tasks in a fast-paced work environment.

Applicants must be able to work in various positions, and travel to various courtrooms and office environments throughout the county.

MOPD is further committed to providing equal opportunity and reasonable accommodation for individuals with disabilities in employment, its services, programs and activities.

Applicants must be able to operate a computer and other office equipment. Applicants must have access to a motor vehicle or be able to navigate public transportation.

If a reasonable accommodation is needed, please contact Tawanda Jackson, Human Resources Supervisor, 410-767-8503 [email protected].

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 and lease management from needs assessment to liaison communications with landlords regarding implementation for over 50 office sites statewide.

GRADE

LOCATION OF POSITION

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

Main Purpose of Job

Administrative Officer III is administrative work requiring regular use of independent judgment and analysis in applying and interpreting complex administrative plans or policies.

Employees in this classification are assigned administrative responsibilities involving the analysis of operational programs or procedures with recommendations for improvements.

Contact vendors, DPDs, Division Directors, District Office Managers, and fiscal staff for monitoring, processing, and reporting transactions, project status updates and plans.

Employees in this classification may supervise professional, technical or clerical staff.

POSITION DUTIES

OPD Statewide Facility Contract Manager :

• Perform needs assessments of OPD offices for facilities requirements, 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.
• Review and approve all contract billings for payment.
• Manage contact policy with all non-State vendors in privately leased spaces.
• Preparation of specifications and solicitations for statewide procurement.
• Ensure proper application of COMAR and agency rules on procurement.
• Ensure State procurement policies and procedures are enforced.
• Provide back up to Facilities specialists.
• Initiate 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.
• Assist in the preparation of eMMA, OSP / DoIT, DGS Real Estate documentation to initiate resource procurement.
• Develop, implement, and manage the OPD Project and Maintenance Service System.
• Manage property maintenance systems (State and private).
• Monitor usage of Statewide non-IT 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.
• Monitor Facilities email inbox for work orders.
• 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.

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 :

• Candidates may substitute 30 college credit hours from an accredited college or university for each year up to two years of the required experience.
• Candidates may substitute the possession of a Bachelor's degree from a college or university for the required experience.
• Candidates may substitute U.S. Armed Forces military service experience as a commissioned officer involving staff work for the required experience.

DESIRED OR PREFERRED QUALIFICATIONS

• Experience overseeing the application of policies, laws and regulations using procurement processes.
• 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 problem-solving skills, and the ability to multitask.
• Highly proficient in Microsoft Word, Excel and Outlook.
• 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

Please make sure that you provide sufficient information on your application to show that you meet the qualifications for this recruitment.

All information concerning your qualifications must be submitted by the closing date.

EXAMINATION PROCESS

The examination will consist of a rating of your education, training and experience related to the requirements of the position.

BENEFITS

Contractual employees who work for an agency covered under the State Employee and Retiree Health and Welfare Benefits Program may be eligible for subsidized health benefits coverage.

Leave may be granted to a contractual employee who has worked 120 days in a 12 month period.

FURTHER INSTRUCTIONS

Online Applications Preferred. Please fax all paper applications and questionnaires to (410) 333-8134. Inquiries regarding applications can be directed to : Office of the Public Defender, Human Resources Division, 6 Saint Paul Street, Suite 1304, Baltimore, MD 21202;

or by calling (410) 767-8500.

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