68024440 - OPERATIONS REVIEW SPECIALIST

State of Florida•Tallahassee, FL

About The Position

This is a highly responsible position within the General Services Section and oversees leasing and record management services for the Agency. Reviews, analyzes and negotiates all Agency lease documents, including but not limited to: floor plan specifications; landlord proposals; leases; lease modifications; and estoppels. Reviews and processes requests for space needs. Mains accurate and complete files and data on all Agency leases. Ensures all Agency leases remain current. Ensures all Agency leases are cost-effective providing the best value for the Agency. Works with tenant broker, as requested, to ensure current leases offer the best value to the Agency. Stays abreast of current leasing practices and state rules and regulations. Acts as the Agency lease liaison and represents the Agency at lease liaison meetings. Communicates on a regular basis with management regarding the status of leases. Assist the Agency Facilities Manager with ensuring buildings, grounds and infrastructure are safe, functional and well-maintained. Assist with the oversight of daily building operations, including HVAC, plumbing, electrical and safety systems. Coordinate, submit, and track building maintenance service contracts and/or purchase orders to include but not limited to grounds maintenance, generator maintenance, air conditioning maintenance, pest control services, waste disposal, and biohazard was disposal at Agency facilities. Respond to and track all facilities requests to ensure timely completion. Serves as the Agency’s Record Management Liaison Officer (RMLO). Managers the Agency’s Records Management Program through the Department of State’s Total Recall Records Management System. Develops and maintains records management policies and procedures in accordance with applicable state statutes and rules. Create Total Recall logins for Agency staff when needed. Assists Agency staff with Total Recall, Records Retention and Records Disposal questions. Facilitates the dissemination and completion of Disposition Request Documents to and from the State Records Center. Retains all Destruction Documents for the Agency. Designates a RMLO Alternate from within the Mail Services Unit. Ensures that the RMLO Alternate is properly trained to assist Agency staff with records management questions and requests for assistance. Serves as backup to mailroom operations including, arranging pickup and delivery schedules; maintaining adequate supplies of postage; maintaining mail processing equipment; and directing mailroom staff. Develops and maintains policies and procedures for mail processing which ensure all Agency incoming and outgoing mail is processed in the most cost effective and timely manner possible. Performs management and administrative responsibilities related to supervising all mail room staff and courier service functions. Responsible for managing courier contracts; evaluates courier contracts and recommends to the Agency the most effective/efficient courier/mail service; prepares specific bids and receives quotes for Agency courier services; keeps apprised of the most current state contract regarding courier services; and works with couriers for efficient/effective operations. Directs/manages mailroom operations involving arranging schedules for pick-ups/deliveries; maintains adequate supply of postage; works with state mail processing vendor which process Agency presort mail to secure postage discounts; signs for incoming express items and ensures timely distribution; maintains monthly supply and mass mail out costs for data provided to Financial Services. Ensures that all Americans with Disabilities Act (ADA) issues are handled in accordance with law. Assist with the creation and revision of bureau and Agency policies and procedures and forms. Performs special projects and/or other related duties as required. This individual will be required to travel 50% of the time and must have the ability to travel with or without accommodations. The incumbent will be required to work after hours, on weekends, or on holidays and/or during emergency situations.

Requirements

Knowledge of leasing and contracts.
Knowledge of the principles and practices of General Service functions.
Knowledge of state property management laws and requirements.
Knowledge of state risk management laws and requirement.
Ability to effectively manage multiple priorities.
Ability to conduct fact-finding research.
Ability to utilize problem-solving techniques.
Ability to communicate effectively verbally and in writing.
Ability to review information for accuracy.
Ability to work independently and make decisions with minimal direction.
Ability to establish and maintain positive working relationships with others.
Ability to travel with or without accommodations.
Three or more working years in State of Florida leasing practices, rules, and regulations..

Responsibilities

Reviews, analyzes and negotiates all Agency lease documents, including but not limited to: floor plan specifications; landlord proposals; leases; lease modifications; and estoppels.
Reviews and processes requests for space needs.
Maintains accurate and complete files and data on all Agency leases.
Ensures all Agency leases remain current.
Ensures all Agency leases are cost-effective providing the best value for the Agency.
Works with tenant broker, as requested, to ensure current leases offer the best value to the Agency.
Stays abreast of current leasing practices and state rules and regulations.
Acts as the Agency lease liaison and represents the Agency at lease liaison meetings.
Communicates on a regular basis with management regarding the status of leases.
Assist the Agency Facilities Manager with ensuring buildings, grounds and infrastructure are safe, functional and well-maintained.
Assist with the oversight of daily building operations, including HVAC, plumbing, electrical and safety systems.
Coordinate, submit, and track building maintenance service contracts and/or purchase orders to include but not limited to grounds maintenance, generator maintenance, air conditioning maintenance, pest control services, waste disposal, and biohazard was disposal at Agency facilities.
Respond to and track all facilities requests to ensure timely completion.
Serves as the Agency’s Record Management Liaison Officer (RMLO).
Managers the Agency’s Records Management Program through the Department of State’s Total Recall Records Management System.
Develops and maintains records management policies and procedures in accordance with applicable state statutes and rules.
Create Total Recall logins for Agency staff when needed.
Assists Agency staff with Total Recall, Records Retention and Records Disposal questions.
Facilitates the dissemination and completion of Disposition Request Documents to and from the State Records Center.
Retains all Destruction Documents for the Agency.
Designates a RMLO Alternate from within the Mail Services Unit.
Ensures that the RMLO Alternate is properly trained to assist Agency staff with records management questions and requests for assistance.
Serves as backup to mailroom operations including, arranging pickup and delivery schedules; maintaining adequate supplies of postage; maintaining mail processing equipment; and directing mailroom staff.
Develops and maintains policies and procedures for mail processing which ensure all Agency incoming and outgoing mail is processed in the most cost effective and timely manner possible.
Performs management and administrative responsibilities related to supervising all mail room staff and courier service functions.
Responsible for managing courier contracts; evaluates courier contracts and recommends to the Agency the most effective/efficient courier/mail service; prepares specific bids and receives quotes for Agency courier services; keeps apprised of the most current state contract regarding courier services; and works with couriers for efficient/effective operations.
Directs/manages mailroom operations involving arranging schedules for pick-ups/deliveries; maintains adequate supply of postage; works with state mail processing vendor which process Agency presort mail to secure postage discounts; signs for incoming express items and ensures timely distribution; maintains monthly supply and mass mail out costs for data provided to Financial Services.
Ensures that all Americans with Disabilities Act (ADA) issues are handled in accordance with law.
Assist with the creation and revision of bureau and Agency policies and procedures and forms.
Performs special projects and/or other related duties as required.