Office Services and Facilities Manager

SUMMARY

Plan, direct, and coordinate activities that maintain IMRF facilities, and manage activities that include recordkeeping, mail distribution, print operations, physical security, and facilities management.

Due to the nature of this position evening and weekend hours may be needed for facilities and security duties.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Responsible for effectively managing the activities of the Records Unit, Mail Center, Digital Print Center, Physical Security, and Facilities Maintenance

• Responsible for short and long-term operational strategy for the department including policy development, interpretation and implementation; performance standards, hiring, performance management, terminations, salary administration, training, and development.

• Responsible for SOC Control(s) related to physical security and issuing or terminating security badges within required timeframes.

• Responsible for hiring, performance management, terminations, promotions, and training/development for all Office Services staff; Develop strategies to successfully hire, on-board and retain employees, demonstrate our Values, and exhibit a positive attitude.

• Determine and allocate staff resources to accomplish department goals. Supervise the department Analyst with responsibility for technical support, training, procedures, quality analysis and other duties.

• Develop and prepare the annual budget for the Office Services Department including long-term capital project planning.

• Review and approve department expenditures.

• Support the mission and vision of IMRF through demonstrated actions and leadership.

• Participate in and support IMRF's continuous process improvement efforts, strategic objectives and action plans.

• Ensure that all department employees are trained as appropriate including staff cross-training.

• Prepare monthly reports.

• Coordinate with external consultants and contractors for Mail Center goods and services

• Ensure the timely and accurate processing and auditing of member plan enrollments; beneficiary forms; electronic content management and records workflows.

• Manage the activities of the Records Retention Officer (Records & Mail Processing Supervisor) for the IMRF Records Retention Program and point of contact or the Local State Archives Office

• Ensure data capture, analysis, review, and processing of Fund-wide paper and electronic records and media in accordance with Local State Archivist requirements and business unit productivity standards.

• Coordinate Tenant Improvement projects

• Responsible for the physical space occupied by IMRF in both Oak Brook and Springfield and acts as primary liaison with building management.

• Responsible for the normal everyday upkeep of the physical offices, including recommending special cleanings, recommending projects to keep the physical space clean and up kept.

• Responsible for the Mail Center and Digital Print Center equipment; including maintenance upkeep and recommending replacements when appropriate.

• Act as back-up to process enrollment applications and beneficiary forms for IMRF staff with utmost confidentiality.

• Other duties as assigned.

SUPERVISORY RESPONSIBILITIES

This position has two direct reports: Records and Mail Processing Supervisor and, Office Services Analyst. Indirect reports include the Mail Center and Records Staff. This position also has oversight of the Titan Security personnel that are onsite in our offices.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below 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.

EDUCATION and/or EXPERIENCE

• Bachelor's degree (BA or BS) from a four-year college or university is required. A business major is strongly preferred.

• At least five years related experience providing office services, facilities and/or customer service support.

• Two to three years of supervisory or managerial experience.

• Excellent leadership and communication skills

• Understanding of U.S. postal regulations and the ability to use or learn the use mail center equipment and software preferred.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel and talk or hear. The employee frequently is required to sit and reach with hands and arms. The employee is occasionally required to stand; walk; climb or balance; and stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

SALARY AND BENEFITS

The expected annual salary range for this role is $117,844- $129,628. Please note the salary information is a general guideline only. Salaries are based upon candidate skills, experience, and qualifications, as well as market and business considerations. The range listed is just one component of IMRF's total compensation package for employees.

Other factors include the following benefits:

· Pension, death, and disability benefits as a member of IMRF

· Generous insurance benefits, including medical and dental

· 35-hour base work week, Monday-Friday. Ability to work one day remote, per week, after 6 months of hire.

· Paid vacation, paid sick, 12-13 paid holidays and 2 personal days

· Tuition reimbursement

· Business casual attire