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 manage warehouse and inventory, maintain courier operations, facilitate safety and security program for all facilities and staff, and assist with overseeing Pinellas County Tax Collector facilities to ensure they are safe, secure, and well-maintained. An emphasis of this role is placed on a positive response to the concerns and needs of PCTC team members.
Incumbent will perform work managing the operations of the Tax Collector warehouse including inventory control and maintaining a pick-up and delivery schedule throughout the County in accordance with established procedures; engages in distributing mails, materials, and equipment throughout the County and affiliated organizations. Additionally, this position assists the Facilities Manager in mitigating risks and ensuring workplace services are delivered that provide a well-managed and well-maintained building. Work involves planning, coordinating, and following up with service partners engaged in the maintenance, repair, and custodial services within all Pinellas County Tax Collector locations.
The incumbent in this classification works with a high degree of independence and work also includes project management responsibilities for short-term projects. Employees in this classification are expected to lead small scale project teams and develop program guidelines and procedures for management and staff as well as to implement and maintain programs approved by Facilities Manager.
ESSENTIAL JOB FUNCTIONS (examples, not all inclusive)
- Utilizes the State’s computerized inventory control system for documenting current inventory and ensuring the information is accurately reflected within the system;
- Maintains running inventory and performs periodic inventory control routines; includes 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;
- Leads and/or coordinates special projects, as needed;
- Establishes written specifications and approved products lists;
- Initiates orders for materials and equipment for cost effective improvements;
- May engage in receiving, storing, and issuing stock and maintaining records and Material Safety Data Sheets (MSDS) from vendors;
- Utilizes an 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;
- Pick up, sort, and deliver outgoing mail, interoffice mailings, and deliveries at pre-determined locations throughout the County in accordance with department policy and procedure. Does NOT include moving large items (furniture, appliances, electronics, etc);
- Coordinate periodic disposal or donation of surplus property;
- Trains and mentors alternate courier on all tasks and functions related to courier and warehouse responsibilities;
- Plans, coordinates, tracks, and confirms proper completion of maintenance requests and work orders; responsible for the creation of work orders within City Works for county-maintained properties and work order systems utilized by landlords as applicable;
- Follows up on work orders or requests, both internally and externally, as needed;
- Assists with the development of PCTC policies and procedures related to facilities;
- At direction of Facilities Manager, may participate in requesting proposals from outside vendors for various services and awarding the job and processing all paperwork and coordinating payment upon completion;
- Inspects and monitors performance of contracted work relating to the interior and exterior conditions and appearance of PCTC locations. This includes investigating any 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; team lead for PCTC Safety Team;
- Develop, deploy, and/or coordinate training related to safety and security;
- Assist with emergency preparedness and post-disaster recovery activities;
- Provides exceptional internal and external customer service, problem-solving, and/or complaint resolution by all forms of communication; includes timely response to all requests and addressing questions, concerns, and complaints regarding facility maintenance issues;
- Respond to facilities related emergency calls and communications outside of normal business hours and address issues timely and in accordance with established procedures;
- Create and maintain department procedural documents;
- 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;
- Must possess and maintain a valid Florida Driver License in good standing;
- Must obtain and maintain FRVIS/ORION Access Authorization per Florida DHSMV Procedures TL-57 and RS-64;
- Requires regular and reliable attendance and flexibility with work schedule;
- 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 four (4) years’ 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.
- 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 in Project Management.
- Experience in Safety and Security or Risk Management.
Knowledge, Skills, and Abilities:
- Knowledge of departmental policies, plans, and procedures;
- Knowledge of inventory maintenance best practices;
- Knowledge of modern office practices, plans, and procedures;
- Knowledge of Microsoft Outlook, Word, Excel, PowerPoint, and other job-related computer programs and software applications;
- Skill 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.
WORKING CONDITIONS
Work is performed in a safe and secure work environment that may periodically have unpredicted requirements or demands.