Office Operations Manager II - SES - 64043282
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Responsible for the supervision of staff including appraisals, planning and directing their work, approving leave, having the authority for hiring, and taking disciplinary action or effectively recommending such actions. This position works under the direct supervision of the Director of General Services. The incumbent for this position will coordinate, plan and manage the daily operation of Office Management / General Services Program. Duties and responsibilities include, managing the daily operation and planning, maintain all facilities project as directed by the Director of General Services. The incumbent will be responsible for the supervision of staff including performance evaluations, approving leave and attendance and having the authority for hiring and taking disciplinary action or effectively recommending such actions. This position also has the responsibility for the following, in support of the General Services Department :
Public Health Competency Domain 1 : Analytical / Assessment skills
- Continuously assesses the agency's operation of day-to-day maintenance services for all facilities of DOH-Duval. Assures all facilities are maintained in a safe condition, to meet all the proper protocols and procedures based on city ordinance.
- Plan, prepare and revise work schedules and duty assignments to meet customer needs, deadlines, resolve problems and balance workloads to ensure all tasks are completed by deadlines and in a timely manner.
- Resolve complaints and answer questions of customers, both internal and external, regarding services and procedures.
- Manage the General Services Work Request system : receive, prioritize and assign tasks to General Service personnel; follow up on outstanding tasks; produce various reports.
- Supervise, schedule and monitor daily activities of the Maintenance Mechanics, Facilities Services Specialists and Government Operations Consultant, I. Ensure all planned / preventative maintenance work and inspections are performed and document same.
- Supervise the Mailroom. Oversee activities associated with shipping, ordering supplies, mailing, receiving, distribution and transportation of mail to all DOH-Duval sites by Courier.
Public Health Competency Domain 2 : Policy Development / Program Planning Skills
Assist the Director of General Services with the selection, interview and hiring process. Effectively recommend actions such as hiring and discharging employees.Serve as an Administrator on Alarm Systems (Verkada) for all DOH-Duval sites. Maintain and update database; all access codes and authorized user list; all terminations, resignations and any changes on the emergency call list, in accordance with DOH-Duval Physical Security Policy. Ensure policy is adhered to when requests are made for access to any site. Provide monthly reports and updates to all relevant parties as necessary.Perform and process all PR's and DO's in Ariba on Demand (AOD) and ensure all Bank of America (BOA) Works Purchasing Card charges are cleared, per Finance and Accounting guidelines. Coordinate the procurement and delivery of materials and quotes needed to support the agency, General Services, Maintenance, Mailroom and Custodial activities.Public Health Competency Domain 3 : Communication Skills
Serve as Vehicle Coordinator and Liaison to COJ for all vehicles assigned to DOH-Duval, including registration and transfer of vehicles. Verify employee driving record and assign employee Defensive Driving Safety Course. Maintain database of all DOH-Duval employee driving certification; ensure vehicles are maintained per COJ schedule. Coordinate with COJ authorization out of county travel requests.Serve as an Administrator for Records Management with current archiving company, act as the Records Management Liaison Officer (RMLO) for DOH-Duval. Process and verify monthly billing for Finance and Accounting.Responsible to ensure the Facility Services Specialist maintain a high level of accountability for the moving, upkeep and minor maintenance of all DOH-Duval facilities. This also includes serving as inventory manager, to manage and assist with maintaining inventory and completing the annual Tangible Property Certification, confirming each item was located, observed and identified, counted and all property listings are true and correct.Public Health Competency Domain 4 : Cultural Competency Skills
Maintain communication with DOH-Duval functions in the absence of the Director.Perform research on the internet for products and services, when necessary, requested or directed.Motivate employees to improve the quality and quantity of work performed. Evaluate subordinate job performance, conformance to established standards and recommend appropriate personnel action. Ensure all performance evaluations are completed accurately and on time, annually.Public Health Competency Domain 5 : Community Dimensions of Practice Skills
Provide general administrative support to the Director of General Services, which include, sort and distribute mail, order supplies, file, audit supplier billing, etc.Coordinate and serve as liaison with community partners, to include City of Jacksonville (COJ), Public Buildings and Fleet Management, Jacksonville Electric Authority (JEA), various landlords, property managers and management companies.Coordinate and liaise with all vendors related to the services needed for the entire agency, to ensure all sites are maintained in a safe condition, to meet all the proper protocols and procedures based on city ordinance and Florida Statutes.Cross train throughout department, to include but is not limited to : Mail Room, Courier and Maintenance Staff and all activities encompassed, which may include but not limited to, ability to lift and move equipment, boxes, etc., up to 50lbs.Public Health Competency Domain 6 : Public Health Sciences Skills
Participate in the departmental Disaster Preparedness and Recovery Plan.Assume duties of Logistics Chief during disaster at the Public Health Incident Command (PHIC) coordinating location, delivery and assignment of equipment, supplies, personnel and all available resources.Perform travel in relation to above duties and for professional development.Performs other related duties, as required.Conducts and attends all training and staff meetings, as required.Public Health Competency Domain 7 : Financial Planning / Management Skills
Use data to complete Quality Improvement Projects; Strategic Plan, coordinate / communicate with Tallahassee and local agents in relation to leases and remodel of sites.Coordinate project build-out and floor plans, coordinate and procure quotes for painting, furniture purchase, remodel of sites.Perform purchasing for department and the entire agency, to include office and mailroom supplies, custodial, maintenance, which may include procurement of quotes and processing in AOD.Research and coordinate the purchase new vehicles for DOH-Duval Fleet and coordinate delivery of same.Assist with coordinating surplus, moves and relocations.Public Health Competency Domain 8 : Leadership and Systems Thinking Skills
Incorporate ethical standards of practice as the basis of all interactions with team members and partners.Promote mentoring, peer advising, coaching or other personal development opportunities for self and team.Presents all information as it relates to General Services at New Employee Orientation and any other presentations to team members, leadership, external partners, etc, as required / requested.Demonstrate self-awareness and a commitment to both professional and personal development.Demonstrate public service professionalism, ethics and integrity.Performs all other duties as assigned.
Required Knowledge, Skills, and Abilities :
Microsoft Office Products not limited to but include Excel, Word, Outlook, Teams, Power Point, etc. the use of other general office equipment, etc.Knowledge :
Must be computer literate to complete training and other necessary task online.Must be able to communicate professionally both orally and electronically.Possess working knowledge of the methods, technique and materials used in custodial work.Skills :
Active listening - Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.Reading comprehension - Understanding written sentences and paragraphs in work related documents.Speaking - talking to others to convey information effectively.Social perceptiveness - Being aware of