Tax Collector Facilities & Warehouse Coordinator
Category: Classified
Pay Grade: C25
Job Code: 23272
To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.
JOB SUMMARY
Works under the general direction of the Facilities Manager to assist with overseeing Pinellas County Tax Collector facilities to ensure they are safe, secure, and well-maintained. This position also provides assistance with warehouse, inventory, and courier operations. Work involves assisting the Facilities Manager in mitigating risks and ensuring workplace services are delivered that provide a well-managed and well-maintained building as well as planning, coordinating, and following up with service partners engaged in the maintenance, repair, and custodial services within all Pinellas County Tax Collector locations. This position also assists with Warehouse operations, including inventory control and maintaining a limited pick-up and delivery schedule throughout the County in accordance with established procedures. Requires excellent customer service, a high degree of independence, strong judgment, and ability to lead small scale project teams and develop and/or maintain program guidelines and procedures.
ESSENTIAL JOB FUNCTIONS (examples, not all inclusive)
- Plans, coordinates, tracks, follows up, and confirms proper completion of maintenance requests and work orders; also responsible for creation of work orders within county and landlord work order systems and follows up as necessary;
- As directed, may participate in vendor selection processes; completes paperwork and processes invoices as necessary;
- Inspects and monitors performance of contracted work; investigates any substandard work or complaints regarding work quality received by service partners;
- Performs routine inspections of buildings, grounds, projects, etc. and proactively enters work orders or coordinates repairs on any items found;
- Schedules safety inspections and coordinates with others to have any identified deficiencies corrected;
- Responds timely to requests, questions, concerns, and/or complaints regarding facilities or warehouse inventory issues;
- Responds to facilities related emergency calls and communications outside of normal business hours and address issues timely and in accordance with established procedures, as directed;
- Acts as team lead for PCTC Safety Team; develops, deploys, and/or coordinates training related to safety and security;
- Assists with emergency preparedness and post-disaster recovery activities;
- Accurately tracks inventory using the State’s computerized inventory control system; performs periodic inventory control routines including annual or special inventories and/or property control procedures;
- Places and/or coordinates supply orders with multiple vendors in multiple locations; includes researching and ordering special materials and entering purchase orders when necessary;
- Establishes written specifications and approved products lists;
- Receives, stores, and issues stock and maintains records and Material Safety Data Sheets (MSDS) from vendors;
- Coordinates periodic disposal or donation of surplus property;
- Utilizes electric pallet jack to move items around within the warehouse, as necessary, and in accordance with OSHA and equipment manufacturer safety guidelines;
- Operates a Tax Collector Office’s motor vehicle for scheduled delivery and pick-up at designated locations throughout the County;
- Schedules motor vehicle for maintenance in accordance with established policies;
- Leads and/or coordinates special projects, as needed;
- Creates and maintains department procedural documents and may assist in the development of facilities-related policies and procedures;
- Performs light to medium physical labor lifting and carrying items associated with mail, supplies, and other items, may drive over 100 miles a day and carry large sums of checks, and performs clerical functions;
- Performs other related job duties as assigned.
QUALIFICATIONS
Education & Experience:
Minimum of a High School Diploma or equivalent, and a minimum of two (2) years’ experience as a Facilities Coordinator or related role and at least one (1) year experience in warehouse, inventory, purchasing, or related functions; or an Associate Degree or completion of a two-year skilled trade or certification and a combination of education, training, and experience as described above.
Special Qualifications (May be required depending on area of assignment):
- Florida Driver’s License or Florida Commercial Driver’s License and endorsement, if any.
- Ability to apply for and maintain ORION/FRVIS Access Authorization per Florida Department of Highway Safety Motor Vehicles Procedure TL-57 and RS-64.
- Ability to work at different locations of the Pinellas County Tax Collector for varying periods of time.
- Assignment to work a variety of work schedules including compulsory work periods in special, emergency, and/or disaster situations.
- Other knowledge, skills, abilities, and credentials required for a specific position.
Highly Desirable
- Experience managing the workflow for a high of tickets, work orders, facilities requests, etc.
- Experience in Project Management.
- Experience in Safety and Security or Risk Management.
Knowledge, Skills, and Abilities:
- Knowledge of departmental and modern office policies, plans, and procedures;
- Knowledge of inventory maintenance best practices;
- Knowledge at a strong level of Microsoft Outlook, Word, Excel, PowerPoint, and other job-related computer programs and software applications;
- Skill at a strong level in effective communication, both orally and in writing, including ability to understand and follow oral and written instructions;
- Skill in strong time management, including skill in prioritizing and organizing work and meeting deadlines and objectives;
- Ability to work with confidential and classified information;
- Ability to obtain and maintain a working knowledge of building operations at all PCTC locations;
- Ability to obtain and maintain a working knowledge of state DMV inventory system and procedures;
- Ability to work independently or in a team;
- Ability to make independent decisions using good judgment and knowledge of establish procedures and policies;
- Ability to provide internal/external guidance and customer assistance via all forms of communication;
- Ability to author reports, business correspondence, and procedure manuals;
- Ability to establish and maintain effective working relationships with managers, service providers, other employees, and the general public;
- Ability to perform manual labor, including lifting, pushing, and pulling up to 50 pounds on a
regular basis; - Ability to safely operate warehouse equipment in accordance with OSHA and equipment manufacturer guidelines;
- Ability to obtain County Driver License and safely operate a county-owned motor vehicle in accordance with county policy and procedure;
- Ability to maintain accurate records and reports;
- Ability to make recommendations and to use resourcefulness and tact in solving new
problems; - Ability to receive and respond to emergency facilities-related calls outside of normal business hours.
PHYSICAL/MENTAL DEMANDS
The work is sedentary work which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body. Additionally, the following physical abilities are required:
- Fingering: Picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling.
- Lifting: Raising objects from a lower to a higher position or moving objects horizontally from position-to-position. Occurs to a considerable degree and requires substantial use of upper extremities and back muscles.
- Visual ability: Sufficient to effectively operate office equipment including copier, computer, etc.; and to read and write reports, correspondence, instructions, etc.
- Hearing ability: Sufficient to hold a conversation with other individuals both in person and over a telephone; and to hear recording on transcription device.
- Speaking ability: Sufficient to communicate effectively with other individuals in person and over a telephone.
- Mental acuity: Ability to make rational decisions through sound logic and deductive processes.
- Talking: Expressing or exchanging ideas by means of the spoken word including those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.
- Repetitive motion: Substantial movements (motions) of the wrist, hands, and/or fingers.
- Standing: Particularly for sustained periods of time.
- Stooping: Bending body downward and forward by bending spine at the waist. Occurs to a considerable degree and requires full motion of the lower extremities and back muscles.
- Walking: Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another.
WORKING CONDITIONS
Work is performed in a safe and secure work environment that may periodically have unpredicted requirements or demands.