Regional Business Services Officer

Brief Job Description

Under the supervision of the Regional Business Services Manager, the Regional Business Services Officer coordinates and executes the administrative support services for all HHS agency programs in a regional geographic area. Work involves a wide range of facility support activities, including functions such as facility leasing and management, space planning, managing office moves, safety and security inspections and remediations, coordinating office maintenance activities, contract initiation and management, asset management, and various other duties to facilitate the smooth operations of the regional client service programs. Provides consultative services, guidance and technical assistance to customers in agency programs. Analyzes program requests and develops action plans to meet or exceed needs. Consults with contractors, lessors, public officials, and internal and external agency representatives to resolve problems and ensure continued service delivery in support of HHS regional programs. Conducts 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.

Essential Job Functions (EJFs)

• Counsels and trains Local Office Coordinators (LOC) on Regional Administrative Services (RAS) services, assisting with requesting supplies and addressing safety or security concerns.
• Manages all service requests and resolves facility issues for assigned offices, including 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, consulting with programs on requests for additional space, evaluating options for relocation, adding space or obtaining new leases, and implementing RAS space allocation guidelines.
• Develops specifications for services and manages service contracts for regional offices to meet program agency goals, including janitorial, security, locksmiths, electricians, plumbing, HVAC, freight/shipping/postage meters, office equipment supply and maintenance, and carpet cleaning.
• Coordinates with RAS warehouse and asset management staff to arrange the pickup, transfer, and appropriate disposition of agency records and surplus furniture and equipment. Assists in annual inventory, locating, scanning, and reconciling reports on controlled assets.
• Affords support in developing and implementing policies, procedures, and special projects to improve RAS service delivery or meet regional program needs. Prepares reports, serves on workgroups, provides technical assistance, handles emergency tasks and assignments, and performs other duties as required in support of efficient regional programs serving the public.
• Assigns and oversees work of other support staff in Business Services.

Knowledge, Skills and Abilities (KSAs)

• Knowledge of Business Services operations and processes.
• Knowledge of contract management, facility leasing and facility management.
• Skills in computer usage including Microsoft Office Suite.
• Experience performing supervisory, managerial, professional, or technical work.
• Ability to manage multiple projects.
• Ability to communicate effectively in writing as demonstrated in the application.
• Knowledge of: Local, state, and federal laws, and regulations relevant to business services, facility operations, contract management and procurement.
• Principles, practices and techniques of facility management, contract development and management, leasing, and state purchasing.
• Programs of the Texas Health & Human Services agencies.
• Skills in: Planning, organizing, implementing, and evaluating large multi-faceted projects and program support activities.
• Effective communications, including negotiating, resolving conflicts, consulting, training, and preparing reports.
• Use of standard agency computer hardware and software such as Microsoft Office Suite.
• Ability to: Manage multiple tasks, with competing deadlines and produce quality deliverables with a sense of urgency.
• Respond to emergency situations (even after hours) that could affect employee and client safety, take corrective action to resolve situations.
• Identify problems, evaluate options and implement effective solutions.
• Communicate effectively orally and in writing.
• Exercise sound judgment and make decisions in accordance with the established policies and procedures.
• Establish and maintain effective working relationships with customers, peers, management, and external contacts.
• Travel locally and across the state which may include overnight stays.