Administrative Services Specialist

Facilities Management Responsibilities

Responsibilities include but are not limited to:

• Monitor, coordinate, and react to day-to-day facilities management issues involving building systems (heating, cooling, lighting, and cleaning). Liaison with the General Services Administration (GSA) regarding related services.
• Respond to space and facilities help desk calls and emails. Resolve problems or interact with the GSA Building Manager or other appropriate individuals. Keep Administrative Supervisor informed as to service status. Escalate problems that are not resolved in a reasonable time period. Document status of issues and projects.
• Oversee the Court's Facility Access Card (FAC) System to include related record keeping and issuing of credentials. Ensure compliance with FAC guidelines and procedures. Issue Court ID cards for interns and access cards for contractors.
• Maintain project/equipment logs, spreadsheets, and databases for the purpose of tracking and documenting project work & cyclical maintenance. Responsible for updating written facilities policies and procedures under the direction of the Administrative Supervisor.
• Prepare correspondence, reports, form letters, and documents. Generate status reports from databases and computerized systems. Schedule appointments, arrange meetings, and maintain calendar of project status and activities.
• Perform inventory management, distribute consumable/non-consumable supplies, and recommend appropriate actions regarding the procurement of supplies.
• Assign inventory control numbers to all accountable property and equipment. Maintain the Master Personal Property Record (MPPR) of accountable property and equipment, conduct inventory reconciliations and sightings, and identify property for disposal.
• Coordinate within court moves of furniture, furnishings and equipment. Monitor and document internal transfers of all equipment and furnishings.
• Prepare for special events, meetings, and other occasions. Arrange for cleaning and/or special services. Ensure supplies are stocked in courtrooms and meeting spaces.
• Serve as the Custodial Officer in accordance with The Guide to Judiciary Policy.
• Receive supplies, furniture, and equipment upon delivery. Maintain related records.
• Process incoming payments and issue receipts. Deposit reconciled funds as needed.
• Process incoming and outgoing mail and deliveries.
• Assist with parking requests.
• Perform minor installations (i.e. hanging pictures, clocks) and movement of portable furniture and equipment.
• Update signage as required.
• Serve as a fire life-safety floor warden and backup coordinator of the Court's AED program.
• Perform other duties as assigned.