LOTTERY - Facilities Coordinator (Staff Services Officer IV)

About the Texas Lottery Commission

Our Mission Statement: The Texas Lottery is committed to generating revenue for the State of Texas through the responsible management and sale of entertaining lottery products. The Texas Lottery will incorporate the highest standard of security, integrity, and responsible gaming principles, set and achieve challenging goals, provide quality customer service and utilize a team approach.

Texas Lottery Commission is a great place to work!

Our headquarters is located on the new Texas Capital Mall in the George H.W. Bush Building directly across from the Bob Bullock Museum and across from the University of Texas. We have multiple field offices across the state. We provide free parking for all our employees.

We offer competitive compensation, including merit increases for outstanding performance; longevity payments after two years; opportunities for hybrid work from home for qualifying positions; generous paid leave; health insurance; dental and vision insurance; numerous state and federal holidays; tuition assistance; state employee discounts; 401(k) and 457 and a cash balance pension for employees entering state service after September 1, 2022.

Job Summary:

Performs highly complex (senior-level) Facilities Staff Services coordination work. Work involves planning, developing, coordinating, and implementing Facilities projects, programs, and goals, and providing consultative services and technical assistance to Facilities and agency staff. Work environment is fast-paced, project oriented, and task driven. May train and/or assign the work of others. Works under limited supervision with considerable latitude for the use of initiative and independent judgment. This position reports to the Facilities Manager in the Administration Division.

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  Graduation from a standard senior high school or GED equivalent is required. (Graduation from an accredited four-year college or university is preferred.)

• Four years experience planning, developing, coordinating, and implementing Facilities projects and programs is required.

• Experience in operating motor vehicles on a commercial basis is required.

• Experience loading and unloading cargo using a forklift or lift truck is required.

• Experience utilizing personal computers including word processing and spreadsheet software is required.

• Must possess a valid Class A, B, C, or commercial driver’s license and maintain auto liability insurance.

• Must have an acceptable driving history (no more than 3 moving violations within the past three years of the application date).

• Willingness to work irregular hours including weekends, holidays, evenings, and nights as required.

• Willingness to travel up to 25% for job-related purposes as needed.

• Experience managing multiple priorities, tasks, and functions is preferred.

• Experience using the State Property Accounting System (SPA) is preferred.

• Experience working with lease contracts with the Texas Facilities Commission is preferred.

Knowledge, Skills, and Abilities:

• Knowledge of agency policies and procedures and of office management.

• Skill in coordinating activities.

• Ability to study and evaluate programs and propose recommendations.

• Ability to interpret and apply agency policies and procedures.

• Ability to analyze and solve work problems.

• Ability to manage multiple projects, meet strict deadlines, and to exercise good judgment and make sound decisions affecting the operation of department functions.

• Ability to communicate effectively, both orally and in writing, with diverse groups of people.

• Ability to establish and maintain effective working relationships with manager, coworkers, and vendor staff.

• Ability to assign and/or coordinate the work of others.

Physical and Mental Requirements:

• Ability to walk, stand, sit, kneel, push, stoop, twist, reach above the shoulder, grasp, pull, and bend repeatedly.

• Ability to properly use lifting devices and manually lift 75 lbs.

• Ability to operate motor vehicles such as cargo trucks and vans.

• Ability to operate forklifts, pallet jacks, adjustable dock plates, and related warehouse equipment.

• Ability to operate standard office equipment and computer software.

Essential Job Functions:

Plans, directs, and coordinates staff services functions, plans and coordinates special and administrative assignments and programs, and coordinates and assigns the work of others such as:

• Coordinates and monitors the activities of personnel responsible for building operations, safety, security, receiving, distribution, mail services, risk management and property management.
• Coordinates and provides facilities staff with consultative and technical assistance.
• Regularly meets with staff to coordinate facility projects, discuss business, make announcements, and provide guidance and reviews.
• Encourages open communications between and among employees in the Facilities section.

Assists Facilities Manager with daily facility operations and services such as:

• Monitors processes, equipment, systems, and the staff and contractors that use them to ensure services are provided appropriately and timely.
• Works with other departments, state agencies, and contractors to monitor, implement services, and report various facility safety and physical security information.
• Coordinates the daily operations of the Facilities Help Desk, Warehouse, and Mail Center services by assigned personnel, reviewing daily service performance and maintaining systems.
• Coordinates the daily operations of the receiving, distribution, and property management services by assigning personnel, reviewing daily service performance, and maintaining systems.
• Manages complex leasehold improvement projects which includes identifying required improvements, developing scope of work and procurement documents, planning and scheduling renovations and oversight of vendors.
• Documents and communicates lease contract issues with lessor representatives, Texas Facilities Commission, and Lottery personnel.
• Conducts reviews, approves procurements, payments, and staff leave to ensure compliance with all policies and procedures.
• Screens, interviews, and recommends employment of applicants.

Develops policies and procedures and ensures compliance with applicable laws and policies to include:

• Develops and maintains Facilities section guidelines, standards, rules, policies, and procedures.
• Routinely assists staff to review and update existing procedures and guidelines pertaining to safety, physical security, receiving, distribution, mail services, and property management.
• Prepares justifications for and assists in implementing procedure or policy changes and develops policy and procedure manuals.
• Conducts surveys, inspections, inventories, or reviews to determine compliance with certification requirements, laws and Lottery regulations, policies, and procedures.
• Assists management in verifying vendors are in compliance with established rules, regulations, policies, contracts, strategies, goals, and methods of operation.

Assists in project and program planning, development, and implementation such as:

• Assists Facilities Manager to establish section goals and objectives and develops schedules, priorities, and standards for achieving goals.
• Studies and analyzes operations and problems and prepares reports of findings and recommendations.
• Recommends and coordinates activities to produce a more effective section and prepares or assists in the preparation of administrative reports, studies, and specialized research projects.
• Provides consultative services and technical assistance to plan, implement, and monitor effective projects, programs and services, and coordinates projects, tasks, and activities with Lottery staff, vendors, and the public.
• Reviews and assists in evaluating information on service delivery, system methods, outputs, and activities in order to identify gaps in resources and recommend improvements.
• Assists in analyzing the applications and variations of projects and programs to develop an action plan for improvement.

Establishes and maintains outstanding customer service by:

• Effectively communicates, verbally and in writing, with staff, management, and other Lottery employees, vendors, and public in a pleasant, productive, and articulate manner.
• Routinely listens and responds timely to staff and customer inquiries and requests.
• Guides and develops team leaders in the Facilities section to provide outstanding customer service in safety, physical security, receiving, distribution, mail services, and property management.
• Establishes goals and priorities with the Facilities Manager and staff to improve gaps between what is requested by customers and what is delivered and when it is delivered.
• Routinely advises staff when potential problems or situations arise that require attention.

Monitors and maintains databases, ledgers, and operating systems such as:

• Maintains thorough knowledge of State and National Property Accounting Practices and Standards and assists staff and management to implement inventories, reports, and procedures.
• Maintains the physical security and access systems for Lottery facilities, and assists staff and management to implement and/or resolve State Office of Risk Management requirements, and audit and inspection findings.
• Assists in routinely operating and maintaining closed circuit television and digital video recording systems, and providing data according to internal, Open Records and record retention procedures.
• Evaluates, interprets, and provides reports resulting from historical and current building access data, to management, utilizing the building security system.
• Maintains electronic file(s) of contract correspondence to include security guard services, building security system, SORM indoor air quality, and ergonomic assessments.
• Coordinates with Purchasing and Accounts Payable to reconcile invoiced services and dispute payments.
• Assists management with annual budget review.

Performs special projects and tasks or other related duties as assigned.

The Texas Lottery Commission is an Equal Opportunity Employer

APPLICATION PROCESS

Applications must be completed online through CAPPS Recruit by 11:59 p.m. on the posting's closing date. When a job opening is posted Open Until Filled, it is best to apply as quickly as possible, as the posting may close or be placed on hold at any time with or without prior notification.

All applicants must submit a thoroughly completed on-line application through CAPPS Recruit, answering all applicable questions, whether starred with an asterisk or not. Applications must contain complete job histories, which includes job title, dates of employment, name of employer, supervisor's name and phone number and a description of duties performed. If this information is not submitted, your application may be rejected because it is incomplete. Resumes do not take the place of this required information.

Instructions for completing the on-line State of Texas Application for Employment can be found here:

https://www.texaslottery.com/export/sites/lottery/About_Us/Employment_Opportunities/how_to_apply.html

Please be aware that additional information or documents will not be accepted for purposes of determining eligibility after the closing date.

Inquiries regarding the status of an application will be answered as time and agency resources allow.

RELATED MILITARY OCCUPATIONAL SPECIALTY CODES

Veterans, Reservists, or Guardsmen with a MOS or additional duties or other related fields pertaining to the minimum experience requirements may meet the minimum qualifications for this position and are encouraged to apply.