Regional Business Service Officer

Job Description

Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.

Conducts regular scheduled visits to local/field offices to perform facility reviews; ensures all emergency and routine building problems and safety issues are identified and corrected in a timely manner; counsels and trains Local Office Coordinators (LOC) on available RAS services, how to request assistance, supplies and/or equipment, and the appropriate monitoring and reporting of safety or security concerns; manages all service requests and resolves facility issues for assigned offices to include coordinating purchases, contracting repair or maintenance services, initiating emergency or security incident management, addressing accessibility or safety issues, and intervening on vendor or lessor performance concerns; maintains productive relationships with LOCs to facilitate effective RAS service delivery to programs.

Analyzes and reviews use of space among agencies at assigned offices to determine efficiencies; consults with programs on requests for additional space, evaluating options for relocation, adding space or obtaining new leases; implements RAS space allocation guidelines across all agencies; recommends most cost effective options to program and RAS management; manages space projects through to completion with necessary actions such as coordination with HHS Facility Management and Leasing (FML), Texas Facility Commission (TFC), agency program management, lessors, contractors, purchasers, inspectors, movers, and agency telecom and IT support.

Develops specifications for services and manages service contracts for regional offices to meet program agency goals; service contracts include janitorial, security, locksmiths, electricians, plumbing, HVAC, freight/shipping/postage meters, office equipment supply and maintenance, and carpet cleaning.

Captures and manages data from onsite studies and analysis of operations in assigned regional office locations to collect data, determine trends, resolve problems, and ensure compliance with building regulations, safety codes and other applicable facility standards; prepares reports of findings and makes recommendations on improving procedures and initiating new practices.

Plans, assigns, and/or supervises the work of others.

Essential Job Functions

• Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.
• Conducts regular scheduled visits to local/field offices to perform facility reviews; ensures all emergency and routine building problems and safety issues are identified and corrected in a timely manner; counsels and trains Local Office Coordinators (LOC) on available RAS services, how to request assistance, supplies and/or equipment, and the appropriate monitoring and reporting of safety or security concerns; manages all service requests and resolves facility issues for assigned offices to include coordinating purchases, contracting repair or maintenance services, initiating emergency or security incident management, addressing accessibility or safety issues, and intervening on vendor or lessor performance concerns; maintains productive relationships with LOCs to facilitate effective RAS service delivery to programs.
• Analyzes and reviews use of space among agencies at assigned offices to determine efficiencies; consults with programs on requests for additional space, evaluating options for relocation, adding space or obtaining new leases; implements RAS space allocation guidelines across all agencies; recommends most cost effective options to program and RAS management; manages space projects through to completion with necessary actions such as coordination with HHS Facility Management and Leasing (FML), Texas Facility Commission (TFC), agency program management, lessors, contractors, purchasers, inspectors, movers, and agency telecom and IT support.
• Develops specifications for services and manages service contracts for regional offices to meet program agency goals; service contracts include janitorial, security, locksmiths, electricians, plumbing, HVAC, freight/shipping/postage meters, office equipment supply and maintenance, and carpet cleaning.
• Captures and manages data from onsite studies and analysis of operations in assigned regional office locations to collect data, determine trends, resolve problems, and ensure compliance with building regulations, safety codes and other applicable facility standards; prepares reports of findings and makes recommendations on improving procedures and initiating new practices.
• Plans, assigns, and/or supervises the work of others.

Knowledge, Skills, Abilities

• Knowledge of local, state, and federal laws, and regulations relevant to business services, facility operations, contract management and procurement.
• Knowledge of the principles, practices and techniques of facility management, contract development and management, leasing and state purchasing.
• Knowledge of the programs of the Texas Health & Human Services agencies.
• Skill in planning, organizing, implementing, and evaluating large multi-faceted projects and program support activities.
• Skill in effective communications, including negotiating, resolving conflicts, consulting, training, and preparing reports.
• Skill in the use of standard agency computer hardware and software such as Microsoft Office Suite.
• Able to manage multiple tasks, with competing deadlines and produce quality deliverables with a sense of urgency.
• Able to respond to emergency situations (even after hours) that could affect employee and client safety, take corrective action to resolve situations.
• Able to identify problems, evaluate options and implement effective solutions.
• Able to communicate effectively orally and in writing.
• Able to exercise sound judgment and make decisions in accordance with the established policies and procedures.
• Able to establish and maintain effective working relationships with customers, peers, management, and external contacts.
• Able to travel outside normal business hours as required, which may include responding to facility related emergencies. May assist with emergency/disaster situations throughout the state.

Additional Information

• High School diploma or GED is required. Preferred experience working in business operations and processes reflected on application. Preferred work experience in contract management, facility leasing and facility management. Experience using Microsoft Office Suite. Preferred supervisory, managerial, professional, or technical work experience. Preferred experience managing multiple projects. Ability to communicate effectively in writing as demonstrated in the application.
• Ability to work outside normal business hours as required, which may include responding to facility related emergencies. May assist with emergency/disaster situations throughout the state. Ability to travel which may include overnight stays.
• Active Duty, Military, Reservists, Guardsmen, and Veterans: Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to those listed in this posting. All active-duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position. For more information please see the Texas State Auditor’s Job Descriptions, Military Crosswalk and Military Crosswalk Guide at Texas State Auditor's Office - Job Descriptions.
• ADA Accommodations: In compliance with the Americans with Disabilities Act (ADA), HHSC and DSHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.
• Pre-Employment Checks and Work Eligibility: Depending on the program area and position requirements, applicants selected for hire may be required to pass background and other due diligence checks.
• HHSC uses E-Verify. You must bring your I-9 documentation with you on your first day of work. Download the I-9 Form
• Telework Disclaimer: This position may be eligible for telework. Please note, all HHS positions are subject to state and agency telework policies in addition to the discretion of the direct supervisor and business needs.