Facilities Management Specialist
Office of Continuous Improvement (OCI)
Job Location:
Address: 11100 Washington St., Suite #310 - Phoenix, AZ 85007
Posting Details:
Salary: $45,000- $60,000
Grade: 19
Closing Date: Open Until Filled
Job Summary:
This position is responsible for a variety of business and operational functions delivered as a service by the Facilities team.
This position is responsible for supporting facilities operations (receiving assets, tagging assets, picking up mail, delivering mail, sorting mail, etc.), scheduling and resolving facility tickets and work orders, and responding to requests for vehicle check-out, supplies, cubicle orientation, conference space step-up, etc.
The position may provide daily coverage for lunch and breaks at the front desk, answering phones and assisting customers, when necessary.
This position requires possession of a valid Arizona driver's license. Must have the ability to lift and carry at least 25 lbs.
The schedule for this position is Monday through Friday, 8:00 AM to 5:00 PM, on-site at ADWR Headquarters. This position is not eligible for remote work.
Job Duties:
Facilities/Operations Support:
Delivers high-quality, professional customer service to internal staff, external agencies, vendors, and the general public, ensuring all interactions comply with relevant statutes, regulations, and departmental policies. Primary responsibilities include monitoring the ADWR Facilities ticketing system to fulfill supply requests, coordinating cubicle setups for new hires, and supporting various facility-related projects. Additionally, the role involves managing the surplus of end-of life office furniture and performing other assigned tasks to support operational efficiency. Performs minor maintenance tasks to maintain the department’s professional aesthetic appearance standards.
Vehicle Fleet/Space Management:
Manages and maintains vehicle mileage data, facilitates recurring meetings with Department staff who drive assigned vehicles, and makes recommendations to the Procurement Supervisor about vehicle usage and planning. Updates and manages the department’s floorplans in Home Designer Pro, making recommendations about office space assignments and utilization. Organizes and oversees modifications to cubicles, conference rooms, and other office spaces.
Mail/Records/Reception:
Responsible for processing agency mail on a daily basis in accordance with agency procedures. Ensures smooth coordination with other State agencies for mail pickup and delivery. Responsible for receiving, inventorying, and imaging records. Surplus end-of-life computing assets and office furniture. Provides daily backup to the receptionist during lunch and other breaks, as well as full days on occasion. Responsible for handling necessary payment processing and completing required annual Payment Card Industry (PCI) compliance training.
Other duties as assigned as related to the position.
Knowledge, Skills & Abilities (KSAs):
Knowledge of:
- Mailroom operations, procedures, analysis techniques and principles
- Inventory practices and procedures and records keeping and inventory controls
- Copying and scanning equipment
- General Customer service principles
- Safety practices and procedures
- Continuous quality improvements and lean concepts
- State vehicle fleet management principles and reporting requirements
- Office space planning concepts and proficiency with space management software (e.g., Home Designer Pro)
- Automated work order or Facilities ticketing systems (e.g., HappyFox)
Skills in:
- Skill in quantitative data analysis and reporting to support vehicle and space utilization recommendations
- Advanced written, oral, and interpersonal communication skills for internal and external customer service
- Organization and detail-oriented
- Proficiency with Microsoft Suite applications and Google Suite
- Time management
- Performing repetitive motions such as opening of mail, lifting boxes, sorting of documents, scanning and filing
- Problem solving
- Administrative functions
Ability to:
- Interface effectively with all levels of the organization
- Multi-task, prioritize, and respectfully resolve customers concerns while consistently providing superior levels of customer service
- Ensure all relevant procedures are followed from beginning to resolution
- Identify opportunities and implement solutions to improve efficiency and reduce waste
- Efficiently communicates activities and results as appropriate
- Drive state vehicles
- Assist in assembling conference rooms, including the ability to lift and carry tables, chairs, and equipment weighing at least 25 lbs
- Exercises discretion
- Work with interruptions and adapt to changing priorities
- Build strong relationships inside and outside the organization
Selective Preference(s):
Facilities and vehicle fleet experience.
Pre-Employment Requirements:
This position requires possession of and ability to retain a current, valid state-issued driver’s license appropriate to the assignment.
Employees who drive on state business are subject to driver’s license record checks, must maintain acceptable driving records and must complete any required driver training (see Arizona Administrative Code R2-10-207.12.)
If this position requires driving or the use of a vehicle as an essential function of the job to conduct State business, then the following requirements apply: Driver’s License Requirements.
All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).
Benefits:
The State of Arizona provides an excellent comprehensive benefits package including:
- Affordable medical, dental, life, and short-term disability insurance plans
- Top-ranked retirement and long-term disability plans
- Sick Leave
- 10 paid holidays per year
- Deferred compensation plan
- Credit union membership
- Wellness plans
- LinkedIn Learning membership
- Tuition Reimbursement
- Employee Discounts
By providing the option of a full-time or part-time remote work schedule, employees enjoy improved work/life balance, report higher job satisfaction, and are more productive. Remote work is a management option and not an employee entitlement or right. An agency may terminate a remote work agreement at its discretion.
For a complete list of benefits provided by The State of Arizona, please visit our benefits page
Retirement:
Positions in this classification participate in the Arizona State Retirement system (ASRS). Please note, enrollment eligibility will become effective after 27 weeks of employment. The current contribution rate is 12.00%.
Contact Us:
If you have any questions, please feel free to contact ADWR Human Resources Office at (602) 771-8500 for assistance. Persons with disabilities may request a reasonable accommodation such as a sign language or an alternative format by contacting ADWR Human Resources. The Arizona State Government is an AA/EOE/ADA Reasonable Accommodation Employer.
