Facilities Support Specialist

Major Duties And Responsibilities

• Checking, Examining, and Recording
• Maintains loading dock in an orderly fashion, free of obstacles and safety hazards.
• Reports problems with overhead door to Facilities Supervisor.
• Log-in and delivery of all incoming packages or envelopes with a tracking number, including but not limited to Amazon, Federal Express, Maryland Messenger, Staples, UPS, and USPS, etc.
• Maintains current and up to date log books for rotating 6 months.
• Tracks packages as required.
• Processes invoices for payment for the Facilities Department.
• Checks items to ensure that addresses are legible and correct, that sufficient postage has been applied or the appropriate documentation is attached, and that items are in a suitable condition for processing.
• All envelopes must be sealed and postmarked, then put into the US Mail Box by 4:30 p.m. or handed to the US Mail Carrier when they deliver our incoming mail.
• Identify mail that is not addressed to a specific individual or department by opening and reading contents only if necessary.

Compliance, Policies, and Procedures

• Completes incident reports involving accidents that occur to vehicles, delivery personnel, and employees in and around dock.
• Work according to established practices, procedures, techniques, and standards with minimal supervision within the assigned time frame maintaining productivity levels.
• Exercises normal protective care for equipment and materials used.
• Exercises a normal regard for the safety of self and others.
• Maintain confidentiality and security of information per HIPAA Privacy Rule guidelines.

Planning and Organizing

• As warranted, coordinates incoming and outgoing orders for equipment and material with the Procurement department.
• Responsible for coordinating the delivery of mail and/or packages to other company locations using a courier service (i.e. Columbia, Easton, Glen Burnie, Randallstown, Way Station).
• Responsible for receiving and distributing all incoming US mail, as well as collecting and re-disbursing all inter-office mail.

Workplace Computers and Equipment

• Responsible for postmarking outgoing US Mail using a designated postage machine.
• Issue new or updated ID badges and access cards for new hires and current employees.
• Produce card history reports as requested, and complete quarterly access card audits.

Professionalism

• Has direct public contact with employees, clients and patients, and must behave in a professional and courteous manner, assisting those individuals who may ask for help, or appear to be needing assistance.

Communication

• Communicates orally and in writing with other employees in person, using a computer and/or a telephone.
• Able to communicate effectively in a professional and friendly manner.

Skills And Abilities

• Communicates orally and in writing with other employees using computer and telephone.
• Able to communicate effectively in a professional and friendly manner.
• Able to identify mail that is not addressed to a specific individual or department.
• Able to bend, stoop, stand, reach and possibly climb a ladder if required.
• Organizational skills needed to maintain records of incoming and outgoing mail and packages. (using Microsoft Excel)
• Able to operate scanning equipment in order to scan incoming or outgoing mail or packages.
• Must be able to lift up to 40 lbs. alone; more than 40 lbs. with assistance if needed.