Facilities and Procurement Specialist (Temporary- Full-Time 2 Year Term)

Summary The Facilities and Procurement Specialist performs and coordinates administrative, technical, and professional work-related duties for the procurement of supplies, equipment, and services ensuring that all divisions and judges' chambers function optimally and is responsible for the management and oversight of all space and facilities day-to-day building management issues and projects. Maintains a contracting officer certification and travels to divisional offices as needed. Duties The Facilities and Procurement Specialist performs and coordinates administrative, technical, and professional work-related duties for the procurement of supplies, equipment, and services ensuring that all divisions and judges' chambers function optimally and is responsible for the management and oversight of all space and facilities day-to-day building management issues and projects initiated by the court or General Services Administration (GSA). This includes planning, design, technical review and financial management planning for all space and facility projects. The incumbent maintains a Contracting Officer certification and ensures compliance with all guidelines, policies, and approved internal controls. Travel as needed to divisional offices is required. Responsibilities Procure supplies, equipment, services, and furnishings from government and non-government sources through new contracts, competitive bids, or existing government contracts. Assess requests for goods and services by ensuring that they are allowable under limitations, restrictions, and policies, as well as determining availability of funds. Prepare specifications, solicitations, and requests for qualifications / proposals; research products and equipment; prepare product/equipment specifications and coordinate delivery schedules. Obtain and review competitive bids, quotes, and proposals from vendors and contractors; discuss evaluations and review with requesters and subject matter experts. Research and evaluate vendor performance based on price, quality, selection, service, support, availability, reliability, production, and distribution capabilities as well as reputation and fulfilment history. Prepare Reimbursable Work Authorizations (RWA) and appropriate correspondence for new or renovated space and facilities and submit for approval: Verify RWA charges and authorize payment; and Review General Services Administration (GSA) contract specification documents and blueprinting support of court space initiatives. Evaluate and monitor contract performance to ensure compliance with contracted obligations. Clarify contract requirements and resolve conflicts. Plan and coordinate time and delivery of purchases. Identify and maintain lists of vendors and sources of supply for goods and services. Review accounting records of each functional allotment and reconcile accounts. Ensure that accounts have funds available for items being purchased. Prepare spreadsheets and maintain databases to track expenditures. Track inventory of accountable property and recommend cyclical replacement and disposal of equipment. Write and/or revise operating procedures for procurement and facilities management; Adhere to the court unit's internal control procedures. Coordinate tenant alterations and cyclical maintenance projects as directed. Act as the court's liaison with GSA and contractors on smaller district projects. Oversee routine and cyclical building maintenance, repairs, and renovations and manager all rent, space, and other similar tenant issues through coordination with GSA; and perform quarterly maintenance inspections, and ensure any necessary actions are taken to maintain the appearance that is befitting the Judiciary. Maintain files related to facilities management, space planning and space and facilities projects. Assist Architect/Project Manager in monitoring and overseeing space and facilities project work. Assess, document, prioritize and respond to project problems. Participate in project or construction meets as a representative of or advisor to the District Court. Provide technical input and recommendations regarding furniture planning and space utilization. Coordinate courthouse space layout planning with judges and various court unit executive staff. Conduct meetings with all concerned parties to review progress, discuss problems, and develop solutions. Ensure all concerned parties are advised of requirements, changes, problems, and potential solutions. Coordinate and communicate scheduling for large-scale office equipment and furnishings relocation/move logistics for judicial chambers, court units, and shared facility spaces. Develop comprehensive move schedules and logistical plans to minimize disruptions to court operations. Coordinate efforts of various entities to ensure timely action on accomplishment of successive phases of the work. Requirements Conditions of employment The successful candidate should be a self-starter, mature, highly organized, poised, demonstrate initiative, possess tact and good judgment, be dependable and always maintain a professional demeanor. The candidate must have the ability to meet the public, work harmoniously with others in a team-based organization, and communicate effectively, both orally and in writing. The candidate has excellent customer service and problem-solving skills, a high level of technical/computer aptitude, and works effectively in a fast-paced atmosphere. Employment eligibility: Applicants must be a U.S. Citizen or eligible to work for the judiciary as outlined here: https://www.uscourts.gov/careers/search-judiciary-jobs/citizenship-requirements-employment-judiciary. Qualifications Required: Two years of specialized experience; or Completion of the requirements for a bachelor's degree from an accredited college or university. Preferred qualifications: Three years' experience in space and facilities functions including planning, phasing, and coordinating projects including large scale equipment and furnishing relocation/move coordination projects, within budgetary and design restrictions, with minimal disruption to court unit operations. Familiarity with ADA regulations and their application in accessible space design and public building layouts. Proficiency in CAD, or the ability to interpret drawings and design layouts to verify adherence to Judiciary and applicable ADA safety standards. Proficiency with Project Management Software, Excel, and document Management Systems. Proficiency with communicating detailed specifications, both operational and technical, with external contractors and internal stakeholders. Education 2 years of relevant experience or the completion of the requirement of a bachelors degree from an accredited college or university in an area closely related to the position. Additional information Candidates should be committed to improving the efficiency of the Federal government, passionate about the ideals of our American republic, and committed to upholding the rule of law and the United States Constitution. Benefits Review our benefits