ADMINISTRATIVE OFFICER

Technical Support Specialist And Production Controller

Serves as the Technical Support Specialist and Production Controller for the Rhode Island Army National Guard's (RIARNG) Construction and Facilities Management Office (CFMO), responsible for direct management of the Facilities Management Work Order system and assisting with various technical, administrative, clerical, and operational functions of the program and the performance of other related duties, as assigned.

Works under the supervision of the Facilities Management Branch Chief in a developmental capacity and the administrative supervision of the Environmental Program Manager with latitude for the exercise of independent judgement; work is reviewed for accuracy and conformance to instructions and regulations.

As required, may supervise the work of other personnel or contractors.

Administrative :

o Oversee day-to-day office operations, which include but are not limited to physical and digital records and document management, inventory control, scheduling, purchasing, and liaising with customers, vendors, and visitors.

o Maintain calendars and computerized database and spreadsheet systems to track compliance with regulatory requirements and collect, analyze, and report data. This includes tracking the details of permits, licenses, plans, contracts, meetings, etc. and alerting personnel as deadlines approach.

o Schedule meetings, classes, and other events and coordinate all details for their successful conduct.

Budget & Contracts :

o Assist in the management and execution of the RIARNG Environmental State Operating Budget through various state and federal online systems.

o Generate and process Requests for Purchase, obtain Purchase Orders, and track / update authorizations through to closeout to include accepting / rejecting and processing invoices against purchase orders to payment release.

Environmental :

o Manage low-risk environmentally related programs, such as solid waste and recycling and educational outreach.

Facilities Management :

o Production Controller for Facilities Management Office as a global administrator of the web-based work order system "Asset Essentials".

o Responsible for processing user requests, providing customer service support, work categorization, facilities data input, and running analytic reports.

o Responsible for initiating all work requests for maintenance, repair, and environmental projects through Asset Essentials work order system.

o Liaison between Facilities Management Office and Brightly Software (Asset Essentials)

o Evaluating, planning, coordinating, and monitoring maintenance and repair projects by contractors and state workers.

o Capable to determine compliance with state contracting procedures and to develop new approaches to complicated maintenance activities.

o Ability to communicate effectively both orally and in writing to brief supervisors and committees, and to prepare analyses of problems and reports

o Uses judgement to interpret, modify, and apply the appropriate guidelines for the various aspects of facility management and situations encountered. Problems encountered which do not have guidelines or precedent actions are referred to the supervisor along with recommended course of action to resolve them.

o Arranging facility utilization and / or maintenance; advising individuals of scheduling and methods of repair services through work orders, emails, and phone communications.

Clerical & Miscellaneous :

o Review incoming correspondence and route, post, and file as appropriate.

o Prepare a wide variety of correspondence, forms, documents, and records in the appropriate format per state, military, and federal guidelines.

o Record, produce, and distribute meeting minutes.

o Assist in maintaining the online presence of the environmental program and facilities management branch (e.g. SharePoint).

o Directly manage Asset Essentials work order system for the Rhode Island Army National Guard, routing tasks to the appropriate parties, tracking and updating tickets, and reporting status.

o Develop, maintain, and present slides on the status of assigned responsibilities at meetings.

o Collaborate with CFMO, RING and State personnel to enable combined operations and planning efforts.

o Other duties as assigned.

Minimum Qualification Requirements :

Education : Such as may have been gained through graduation from an accredited university with an Associate's degree or certificate program in the biological or environmental sciences, business, computer systems, or accounting.

Experience : 3-5 years of employment within the environmental and / or construction and facilities management field performing administrative and / or technical support work, including two (2) or more years of experience with state and / or federal purchasing programs and systems.

Or : Any combination of education and experience that shall be substantially equivalent to the above education and experience requirements.

Special Mandatory Requirements :

• Must possess and maintain a valid driver's license for the duration of employment.
• Subject to BCI and NAC background investigations for security purposes.
• Ability to work outdoors in areas with uneven surfaces, and in all weather conditions.
• Work involves regular and recurring exposure to moderate risks and discomforts associated with construction, fabrication or production areas.
• Required to stand, bend, stoop, carry objects weighing up to 30 pounds, and reach and climb ladders in order to perform facility maintenance or inspection. May require prolonged sitting.
• Available for occasional out-of-state travel (approximately 5%).