FACILITIES ASSISTANT

WE ARE HIRING: FACILITIES ASSISTANT

DEFINITION

1. Utilize Computer-Aided Facilities Management (CAFM) software to create, prioritize, and assign job work orders for various facility maintenance and improvement tasks.

2. Regularly follow up on the progress and completion of work orders, tracking tasks assigned to county facilities and JCC service providers, and ensuring that projects are executed according to established timelines and standards.

3. Escort and assist visiting court-contracted vendors as they perform their tasks within our facilities, ensuring that all work is executed in compliance with our guidelines. Collaborate with various contractors, including but not limited to shredding contractors, furniture contractors, on-site shredding contractors, and other service providers. Facilitate communication, track project progress, and ensure that contracted services meet our quality and safety standards.

4. Provide support during utility outages and other emergency situations, assisting in coordination, response, and recovery efforts to minimize disruptions and ensure the safety of all occupants. Review safety incidents and near-miss incidents related to facilities.

5. Assist Records Distribution staff to efficiently distribute materials, equipment, and supplies as needed, optimizing resource allocation and inventory management.

6. Maintain statistics on the key performance responsibilities of this position. This information will be reviewed by supervisors and management.

7. The Facilities Assistant's communication role involves coordinating and facilitating effective communication within the district and organization. Responsibilities may include conveying important facility updates to judicial officers, employees, and other stakeholders.

8. The Facilities Assistant's role will involve traveling between districts to perform essential functions.

9. Performs related duties within area of assignment. 

Graduation from high school or GED equivalent, and one (1) year of experience in warehousing that included clerical recordkeeping, or an equivalent combination of education, training, and experience. Experience in a public court is preferred.
 
Licenses; Certificates; Special Requirements:
A valid California Class C driver's license and the ability to maintain insurability under the court's vehicle insurance program.

Knowledge of:

• Standard office practices and procedures, including recordkeeping and filing;
• Customer service practices;
• Court ordinances, codes, procedures and practices regarding records management, computer hardware, software and data security;
• Court and/or departmental business processes common for multiple case types;
• Proficient in general computer applications;
• Modern inventory control practices and generally accepted warehousing procedures and recordkeep­ing methods;
• Facility management and maintenance procedures;
• Uses and operations of computers and standard business software;
• Correct English usage, including spelling, grammar and punctuation.

Ability to:

• Work in a fast paced, dynamic environment;
• Problem solve and adapt to changing priorities;
• Communicate & collaborate with contractors, vendors and other court employees;
• Properly and safely operate equipment used to move and store case files, mail and inventory;
• Follow safe work practices and procedures;
• Operate a computer and use standard business software with a high degree of accuracy and efficiency;
• Maintain confidentiality of court documents and records;
• Communicate effectively, both orally and in writing;
• Understand and follow written and oral instructions;
• Represent the court effectively in dealings with other employees, contractors and vendors;
• Establish and maintain effective working relationships with all those encountered in the course of work.

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 
Physical Demands

While performing the duties of this job, the employee is regularly required to sit, walk and stand; talk and hear; use hands to finger, handle, feel or operate objects, tools or controls; reach with hands and arms; perform repetitive movements of hands or wrists; and stoop, kneel, bend at the waist, crouch or crawl. The employee is frequently required to lift up to forty (40) pounds unaided.
 
Specific vision abilities required for this job include close vision, distance vision, use of both eyes, depth perception, color vision and the ability to adjust focus.
 
Mental Demands
While performing the duties of this class, an employee uses written and oral communication skills; reads and interprets data, information and documents; analyzes and solves problems; uses shop math; learns and applies new information and skills; responds to emergency situations; and interacts with others encoun­tered in the course of work, including frequent contact with customers and/or the public.
 
Work Environment
The employee works primarily in an indoor or warehouse environment where the noise level is usually quiet to moderate. Ability to work outdoors in inclement weather is required. Some duties may involve exposure to dust, fumes and traffic.
  
Duties of this position may require working a non-traditional work schedule or working outside normal assigned duties during certain projects.