What are the responsibilities and job description for the Facilities Coordinator (Lee County) position at Florida State Courts, Twentieth Judicial Circuit, Administrative Office of the Courts?
WHY YOU SHOULD APPLY TO THE AOC:
- Great working environment
- Growth and Development Opportunities
- Medical, Dental, Vision other supplemental insurances offered
- Sick Vacation PTO
- Paid Holiday’s
- Retirement plan options (Pension or Investment)
- 457 Deferred Compensation
- Tuition Assistance
- Employee Assistance Program
KEY REQUIREMENTS
- Associate’s degree from an accredited college or university (Additional relevant experience may substitute for the recommended educational level on a year-for-year basis).
- Two years of experience directly related to facilities management is required (Additional relevant education may substitute for the recommended experience on a year-for-year basis).
- Knowledge of Americans with Disabilities Act (ADA) and American with Disabilities Act Amendments Act as it may relate to an accommodation request, (ADAAA), OSHA;
- Knowledge of basic Emergency Preparedness and Management;
- Ability to travel to various locations within the campus, county, and circuit daily by foot or automobile as necessary
- A valid Florida Driver's License (obtained within 30 days of hire) with an acceptable driving record, is required
SUMMARY
Under general supervision, is responsible for assisting and supporting the Operations Division Director to ensure that services are commensurate with customer expectations and established performance standards. Receives and screens visitors and/or telephone calls, providing general and specialized information regarding division and court functions that may require the use of good judgment, tact and sensitivity and the interrelation of statues, policies, rules and procedures; skillfully handles complaints and inquiries; researches and responds to requests or refers complaints and requests to other staff when warranted.
Must demonstrate strong organization, analytical, interpersonal, and excellent written & verbal communication skills, and must have the capability to follow complex directions, demonstrate thoroughness in his/her work, exhibit follow-through on projects to ensure accurate and timely completion, and manage multiple priorities. Must be proactive and have an impressive foresight to see things before being asked as this is a fast paced environment. A variety of working relationships are established with court personnel, judges, judicial assistants, non-judicial officers, agencies, vendors, and the general public.
The core responsibilities are: (1) Administrative Support; (2) Operations Support; (3) Safety/Emergency Support; (4) Other Duties as Assigned.
ESSENTIAL DUTIES AND RESPONSIBILITIESMust demonstrate strong organization, analytical, interpersonal, and excellent written & verbal communication skills, and must have the capability to follow complex directions, demonstrate thoroughness in his/her work, exhibit follow-through on projects to ensure accurate and timely completion, and manage multiple priorities. Must be proactive and have an impressive foresight to see things before being asked as this is a fast paced environment. A variety of working relationships are established with court personnel, judges, judicial assistants, non-judicial officers, agencies, vendors, and the general public.
The core responsibilities are: (1) Administrative Support; (2) Operations Support; (3) Safety/Emergency Support; (4) Other Duties as Assigned.
The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.
(1) Administrative Support
• Performs general administrative duties such as typing, data entry, emailing, copying, faxing, and filing;
• Proofreads, copies, scans and tracks documents;
• Assists with the development and review of projects and statistical reports;
• Organizes and schedules meetings as required including contacting participants, room bookings, and other necessary arrangements;
• Prepares agendas, attends meetings, takes and distributes minutes;
• Effectively and independently handles a number of tasks, projects, and administrative assignments on time;
• Cross-trains and provides backup support to Judicial Assistants and other division support staff as needed;
(2) Operations Support
• Assists by identifying problems with facilities in terms of functioning and appearance, develops potential solutions and plans a strategy for implementation for remediation to ensure that the Court's physical spaces support the Court's mission statement;
• Receives, processes, coordinates, and responds to requests regarding facilities-related services. Uses appropriate applications to track, update, and close requests. Follows-up with users and works to facilitate customer satisfaction;
• Develops, coordinates, and/or maintains a variety of reports, records, and documents;
• Assists in all aspects of project implementation as needed;
(3) Safety/Emergency Support
• Assists to develop and implement programs and strategies to help prevent, reduce or eliminate work related accidents and injuries;
• Assists with scheduling and conducting safety checks and inspections of facilities to ensure compliance with applicable state and federal requirements and to identify potential hazards and/or safety issues;
• Creates, processes, and distributes safety-related documents; performs data entry; maintains documentation; and provides reports;
• Arranges, coordinates, and documents safety and emergency training activities/events;
• Facilitates safety team meetings, records and communicates minutes;
• Maintains confidentiality;
(4) Other Duties as Assigned
• Senior Judge Coordination
• Courtroom Scheduling/Calendaring Coordination
• Other duties as assignedQUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Knowledge of:
• Basic structure of the criminal justice system;
• Proper English usage, spelling, grammar, and punctuation;
• Business correspondence formatting;
• Administrative support practices and procedures, including the use of standard office equipment and computer applications, such as Microsoft Word, Excel, Access, Visio, PowerPoint, Publisher, Outlook, etc.
• Basic budgeting theories and principles;
• Time management;
• Project management best practice
• Americans with Disabilities Act (ADA) and American with Disabilities Act Amendments Act as it may relate to an accommodation request, (ADAAA), OSHA;
• Safety Committee
• Basic Emergency Preparedness and Management;
Ability to:
• Coordinate Operations Division administrative, facilities, and safety tasks;
• Work effectively under pressure, either independently or as a member of a team;
• Communicate effectively and professionally;
• Follow written and oral instructions and procedures;
• Exhibit sound judgment and good listening skills;
• Perform basic mathematical operations, bookkeeping, and simple statistics;
• Plan and prepare reports, correspondence, and charts in a variety of formats;
• Proficiently use a personal computer;
• Organize and/or automate office procedures, establish priorities, and meet deadlines;
• Manage multiple assignments including long- and short-range projects;
• Use sound independent judgment and discretion concerning confidential information;
• Travel to various locations within the campus, county, and circuit daily by foot or automobile as necessary;
• Identify improper ergonomic setups and recommend improvements;
• Recognize and comply with rules and regulations applicable to facilities;
• Provide effective, accurate, professional, polite, friendly, and prompt customer service to the public and other agency personnel, AOC employees, and the Judiciary
• Maintain consistent and regular attendance, which is requiredEDUCATION and/or EXPERIENCE
- Associate’s degree from an accredited college or university (Additional relevant experience may substitute for the recommended educational level on a year-for-year basis).
- Two years of experience directly related to facilities management is required (Additional relevant education may substitute for the recommended experience on a year-for-year basis).
CERTIFICATES, LICENSES, REGISTRATIONS
A valid Florida Driver's License, w/acceptable-driving record, is required.
SUPERVISORY RESPONSIBILITIES
None