Facility Support Supervisor; Job Center-...
Montgomery County, OH - Dayton, OH

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Under general supervision from administrative superior, directs building services operations, oversees all operations of the Stockroom, Mailroom and Reproductive Divisions, and directly supervises support staff.

Job Duties:

For the JFS Facilities Operations:

Supervises and oversees facilities, stockroom, mailroom, and production staff. Assigns work, conducts staff performance evaluations, approves staff schedules and leave requests, and assists with the selection of new staff.

Oversees and evaluates facility needs at JFS locations. Requests and reviews quotes for various facility projects and recommends services; Ensures facilities are maintained in a clean, safe manner; Coordinates services with other County departments; Oversees work performed by contracted vendors to ensure the work is completed according to the agreed upon scope of work.

Evaluates facility safety issues and concerns; Reports concerns to the appropriate staff; Assist in developing solutions; Coordinate and assist with the physical environment needs of staff; Facilitate staff moves within the Department; Evaluates, coordinates, maintains office service needs such as storage, printer/copier/faxes, and office furnishings.

Oversees the purchase of office supplies, furniture, equipment, etc.; Oversee the supply rooms; Oversees the duplication and supplying of agency forms; printing training material; and other material as identified by staff; Oversees mail delivery and pick up for all Department locations.

Prepares reports; Attends management meetings; Participates on agency committees; attends training programs

For the Children Services Records Room:

Manages the operations of the Montgomery County Department of Job & Family Services (i.e., MCDJFS) Children Services Record Room: develops & maintains control systems for the Children Services Records Room paper & electronic filing systems (e.g., schedules, monitors & reviews workflow of tasks performed by the unit staff) in order to provide accurate & timely retrieval of records based on agency, State &/or Federal policies & procedures; conducts records inspections to verify accuracy of organization & placement of documentation (e.g., court documents, casework dictation, family evaluations from psychologists); assists with record retention & disposition schedules (e.g., reconciles filing records database [i.e., File Tracker] with other databases [e.g., OnBase & the Child & Youth Centered Information System {i.e., CYCIS} to ensure that data matches [e.g., the number of records newly entered], prepares records for transfer to outside agencies [e.g., images records, adds data to Compact Disc, records information regarding information sent]; oversees the proper storage of current & closed cases [e.g., uses OnBase to reconcile scanned information with entries in other databases & to archive closed records]; develops & produces statistical reports regarding operational quality control for department manager).

Plans, organizes & supervises the assigned functions & activities of professional, paraprofessional &/or support personnel in the Children Services Records Room: assists manager in planning & implementing necessary systems & procedures to facilitate the functioning of the work unit; makes recommendations relative to programs; implements changes & provides appropriate follow-up & remedies to ensure program compliance; assigns & monitors records room operational tasks; documents, reviews & analyzes case activity based upon individual & unit contributions; conducts unit meetings in order to ensure continuity of programs, policies & procedures; interviews & selects job candidates for agency staff; completes employee evaluations as required; engages in coaching, mentoring & staff development activities (e.g., team building, leadership activities, cross-training) as necessary; performs administrative, supervisory tasks (e.g., addresses personnel issues, attendance, distribution of work); maintains knowledge of records retention & disposition related programs, policies, procedures & law.

Maintains knowledge of records retention & disposition programs & governing policies, procedures & law: attends agency management meetings; participates on agency committees; attends training programs.

Minimum Class Requirements:

Four years experience in facility services, or six years experience in a related field, including one year experience as team leader, or three college level business/management courses or equivalent.

(Other Evidences May Be Substituted)