Introduction
As a State agency, Maryland Office of the Public Defender (MOPD) is an affirmative action and equal opportunity employer. MOPD is committed to the full inclusion of all qualified individuals without regard to race, color, religion, sex, physical or mental disability, age, sexual orientation, gender identity, national origin, veteran status or genetic information.
All applicants must be able to communicate with clients and visitors and possess the ability to complete tasks in a fast-paced work environment. Applicants must be able to work in various positions, and travel to various courtrooms and office environments throughout the county. MOPD is further committed to providing equal opportunity and reasonable accommodation for individuals with disabilities in employment, its services, programs and activities by modifying or adjusting the job application process or the job or work environment to make reasonable accommodations to the known applicant or employee to enable the applicant or employee be considered for the position they desire; to perform the essential functions of the position in question; or to enjoy equal benefits and privileges of employment as are enjoyed by other similarly situated employees without disabilities, unless the accommodation imposes an undue hardship. Applicants must be able to operate a computer and other office equipment. Applicants must have access to a motor vehicle or be able to navigate public transportation. If a reasonable accommodation is needed, please contact Tawanda Jackson, Human Resources Supervisor, 410-767-8503 tawandal.jackson@maryland.gov
The Office of the Public Defender is seeking applicants with administrative experience with procurement, management and coordinating facility services statewide for the Office of the Public Defender. The Facilities Manager responsibilities include management of the competitive bid process for all Facilities procurements. Lease management from needs assessment to liaison communications with landlords regarding implementation for over 50 office sites Statewide according to technical requirements for DGS Real Estate, DoIT and OPD senior management.
GRADE
15
LOCATION OF POSITION
6 St. Paul Street, Suite 2101, Baltimore, Maryland 21202
Main Purpose of Job
Administrative Officer III is administrative work requiring regular use of independent judgment and analysis in applying and interpreting complex administrative plans or policies. Employees in this classification are assigned administrative responsibilities involving the analysis of operational programs or procedures with recommendations for improvements. Contact vendors, DPDs, Division Directors, District Office Managers, fiscal staff for monitoring, processing, and reporting transactions, project status updates and plans. Employees in this classification may supervise professional, technical or clerical staff.
POSITION DUTIES
OPD Statewide Facility Contract Manager:
• Perform needs assessments of OPD offices for facilities requirements, (Facility site visits on rotating basis with knowledge of fire codes and building codes) office equipment, local and statewide office services.
• Manage the RFP process for capital resource requirements from needs assessment through bid awards and contract/purchase order execution.
• Maintain contract portfolios for property leases
• Perform analysis and make recommendations for facility and equipment leasing decisions; lease vs buy, term, timing, cost, plus performance and specification parameters.
• Review and approve all contract billings for payment.
• Manage contact policy with all non-State vendors in privately leased spaces. - (currently being done by OM’s and Facility Director. This is a onsite process)
• Preparation of specifications, solicitations for statewide procurement.
• Ensure proper application of COMAR and agency rules on procurement.
• Ensure State procurement policies and procedures are enforced.
• Provide back up to Facilities specialists.
• Initiates sale leaseback transactions through Treasury for furniture acquisitions.
• Maintain shared drive floor plans for all facilities.
Facilities Operations Administrator
• DGS and landlord relations regarding lease terms, status, and property management. (currently being done by OM’s and Facility Director. This is an onsite process)
• Assist in the preparation of eMMA, OSP/DoIT, DGS Real Estate documentation to initiate resource procurement, including preparation of Form 680.
• Develop, implement, and manage the OPD Project and Maintenance Service System (non-IT, TBD), including follow-up on scheduling, prioritization, and completion of requests for work.
• Manage property maintenance systems (State and private), including ticket prep, tracking, and reporting. (currently being done by OM’s and Facility Director. This is an onsite process)
• Monitor usage of Statewide non-IT systems, networks, and equipment.
• Maintain site and property lease files.
• Project support and tracking for site visits and selections, build outs, renovations and moves.
• Primary vendor interface regarding renewals, billing, and payment status.
• Make recommendations for services, equipment, etc. to better serve OPD.
• Support CFO and Facility Director with special projects.
• Make recommendations for policy, procedures, and process improvements.
• Fleet and parking management. (Service Specialist has component in his MS-22)
• Monitor Facilities email inbox for work orders.
• Set up a punch list. For Facilities follow up based on rotating site visits.
• Must be comfortable with driving E 150 Cargo van on a periodic basis.
• Support CFO with special projects.
• Back-up for CPC training and administration.
MINIMUM QUALIFICATIONS
Education: Graduation from an accredited high school or possession of a high school equivalency certificate.
Experience: Three years of administrative staff or professional work.
Notes:
1. Candidates may substitute 30 college credit hours from an accredited college or university for each year up to two years of the required experience.
2. Candidates may substitute the possession of a Bachelor's degree from a college or university for the required experience.
3. Candidates may substitute U.S. Armed Forces military service experience as a commissioned officer involving staff work that included the regular use of independent judgment and analysis in applying and interpreting complex administrative plans, policies, rules or regulations or analysis of operational programs or procedures with recommendations for improvement on a year-for-year basis for the required experience.
DESIRED OR PREFERRED QUALIFICATIONS
Strong preference will be given to applicants who possess the following preferred qualification(s). Include clear and specific information on your application regarding all qualifications.
• Experience overseeing the application of policies, laws and regulations using procurement processes, vendor databases, contract status, FMIS treatment of transactions, release and approval of requisitions and purchases.
•Experience driving E 150 Cargo van.
• Experience preparing specifications for the purpose of bidding and awarding maintenance and/or building service contracts.
• Experience analyzing monthly budget reports.
• Experience as a building manager of a commercial facility monitoring maintenance operations.
• Good organizational and problem-solving skills, and the ability to multitask.
• Highly proficient in Microsoft Word, Excel and Outlook with experience.
• Excellent oral and written communication skills.
• Ability to lift over 50 pounds.
LICENSES, REGISTRATIONS AND CERTIFICATIONS
Employees in this classification may be assigned duties which require the operation of a motor vehicle. Employees assigned such duties will be required to possess a motor vehicle operator’s license valid in the State of Maryland.
SELECTION PROCESS
Please make sure that you provide sufficient information on your application to show that you meet the qualifications for this recruitment. All information concerning your qualifications must be submitted by the closing date. We will not consider information submitted after this date. Successful candidates will be ranked as Best Qualified, Better Qualified, or Qualified and placed on the employment (eligible) list for at least one year.
EXAMINATION PROCESS
The examination will consist of a rating of your education, training and experience related to the requirements of the position. You may be required to complete a qualifications supplement, or the rating may be based on your application. Therefore, it is important that you provide complete and accurate information on your application. Report all experience and education that is related to this position.
BENEFITS
Contractual employees who work for an agency covered under the State Employee and Retiree Health and Welfare Benefits Program, have a current employment contract and work 30 or more hours a week (or on average 130 hours per month) may be eligible for subsidized health benefits coverage for themselves and their dependents. As a contractual employee, you will be responsible for paying 25% of the premiums for your medical and prescription coverage, including any eligible dependents you have enrolled. The State of Maryland will subsidize the remaining 75% of the cost for these benefits. You can also elect to enroll in dental coverage, accidental death and dismemberment insurance, and life insurance, but will be responsible to pay the full premium for these benefits.
Leave may be granted to a contractual employee who has worked 120 days in a 12 month period. This leave accrues at a rate of one hour for every 30 hours worked, not to exceed 40 hours per calendar year.
FURTHER INSTRUCTIONS
Online Applications Preferred. Please fax all paper applications and questionnaires to (410) 333-8134.
Inquiries regarding applications and submitting paper applications can be directed to: Office of the Public Defender, Human Resources Division, 6 Saint Paul Street, Suite 1304, Baltimore, MD 21202; or by calling (410) 767-8500, toll free: 877-430-5187; TTY users call Maryland Relay Service 800-735-2258. Please be sure to include your name, identification number (Easy ID#) and job announcement number on any documentation to ensure timely processing.
As an equal opportunity employer, Maryland is committed to recruiting, retaining and promoting employees who are reflective of the State’s diversity. People with disabilities and bilingual candidates are encouraged to apply. We thank our Veterans for their service to our country.
