- Office Services Coordinator
- What will I be doing?
- Do I qualify?
- Can I be successful?
- How do I apply?
This is professional work involving the coordination of large-scale procurement, vehicle fleet management, equipment inventory, and/or office space lease negotiation and maintenance.
Plans, coordinates, and/or directs a variety of activities related to procurement, storage, distribution, and maintenance of supplies, state vehicles, office furniture and equipment; leasing of building space; and plant maintenance.
Confers with management to determine equipment and supply needs.
Prepares budget requirements for vehicles, supplies, equipment, and/or services; monitors financial records regarding expenditures; and determines availability of funds for additional purchases.
Plans, establishes, and directs a centralized fleet management program which monitors and controls the safe, reliable, and cost effective utilization and maintenance of vehicles.
Receives, consolidates, and approves requisitions for supplies and equipment; ensures expenditures are within allocations; maintains a system of inventory control.
Reviews space allocation requests, participates in bid evaluations, reviews and finalizes lease documents, and negotiates for services not covered in original lease (janitorial, trash, parking, security, etc.).
Designs preliminary floor plans in accordance with established space allocation guidelines.
Supervises building maintenance program; ensures on-going maintenance of assigned buildings.
Conducts annual on-site inspections of leased and state-owned facilities; coordinates capital improvement projects; and initiates requests for building improvements and repairs.
Formulates and implements uniform agency fleet management policies which correct inconsistencies and meet diverse needs.
Manages the maintenance and repair of vehicles; implements and monitors procedures minimizing the number of repairs; coordinates the sharing of resources and the consolidation of maintenance facilities.
Administers cost accounting and computerized information systems to evaluate fleet related performance.
Evaluates options related to acquiring vehicles, such as buying, leasing, renting, and life cycle costing.
Plans and supervises the mail distribution system; determines needs for special mail processing equipment; and ensures compliance with postal regulations.
Selects, trains, directs, and evaluates staff in the area of assigned responsibility.
Plans, implements, and coordinates a fire and safety program.
Supervision is received from an administrative supervisor; however, the employee is expected to exercise a high degree of initiative and independence.
Performs other related work as assigned.
(The following minimum qualifications will determine merit system eligibility. Allowable experience and education substitutions are provided in italics below the corresponding minimum qualification statement. These minimum qualifications may also be used to evaluate applicants for Missouri Uniform Classification and Pay System positions not requiring selection from merit registers.)
One or more years of experience as a Building Manager I, Procurement Officer I, Executive II, Buyer II, or Automotive Equipment Officer with the Missouri Uniform Classification and Pay System; and possession of a high school diploma or proof of high school equivalency.
Two or more years of experience as an Executive I or Buyer I with the Missouri Uniform Classification and Pay System; and possession of a high school diploma or proof of high school equivalency.
A Bachelor's degree from an accredited college or university with a minimum of 15 earned credit hours in one or a combination of the following: Accounting, Interior Design, Drafting, Public or Business Administration, or a closely related field; and,
Three or more years of technical or professional experience in property control; procurement; expenditure control; building or office services management; vehicle fleet management and supervision; lease negotiation; interior design and layout; or other closely related areas, including one or more years at the level of Building Manager I, Procurement Officer I, Executive II, Buyer II, or Automotive Equipment Officer.
(Earned graduate credit hours from an accredited college or university in the specified areas may substitute on a year-for-year basis for the required general experience at a rate of 24 earned graduate credit hours for one year of experience.)
(Two years of additional qualifying experience at the level of an Executive I or Buyer I may substitute for the required specialized experience.)
(Additional qualifying experience may substitute on a year-for-year basis for deficiencies in the required college education.)
Please note that documentation that supports your eligibility (i.e. transcripts, employment records, etc.) may be required at any time during the application and hiring process. If you do not possess the minimum qualifications, please consider one of many other employment opportunities with the State of Missouri.
Do you possess the key skills which are considered essential for successful employment in this classification?
Comprehensive knowledge of office practices, principles, and procedures.
Intermediate knowledge of the principles of budgetary control as applied to procurement of expendable and non-expendable supplies.
Intermediate knowledge of state rules, regulations, and procedures governing bids, leases, and contracts.
Intermediate knowledge of current principles, practices, and procedures involved in fleet acquisition, vehicle utilization, vehicle maintenance, and/or lease management.
Intermediate knowledge of the supply sources and the approved methods of obtaining required materials efficiently and economically.
Intermediate knowledge of the principles and practices of the assigned agency's system of fiscal controls and accounting procedures.
Intermediate knowledge of postal regulations.
Ability to analyze programs and develop recommendations for improvement.
Ability to estimate the operating needs of a large state agency.
Ability to apply principles of space layout, design, and utilization.
Ability to plan, assign, and supervise the work of staff.
Ability to develop and install effective procedures for procurement, centralized supply and inventory systems, and vehicle fleet management.
Ability to utilize computer information systems and computer assisted design.
Ability to communicate effectively.
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