Summary
POSITION OVERVIEW
The Western District of Arkansas is seeking qualified applicants for the position of Space & Facilities Specialist. This position is a shared position with the U.S. District Court and U.S. Probation Office. The Space & Facilities Specialist is the primary point of contact for all space and facilities matters throughout the district. The Space & Facilities Specialist also performs duties related to project management, procurement, inventory, and emergency preparedness.
This job is open to
Clarification from the agency
Open until filled; preference given to applications received by Friday, September 20, 2024.
Duties
SUMMARY OF DUTIES
- Act as the principal liaison on space and facilities projects between the court and the Office of the Circuit Executive, Administrative Office (AO), GSA, U.S. Marshals Service (USMS), and other individuals, agencies, or firms involved with the projects.
- Manage and coordinate all space and facilities projects, to include new construction and renovation, project scope, budget preparation, timelines, and schedules.
- Prepare Reimbursable Work Authorizations (RWA) and appropriate documentation for new or renovated space and facilities and overtime utilities and submit for approval. Verify and reconcile RWA charges and authorize payment.
- Review contract specification documents and blueprints to ensure compliance with the U.S. Court Design Guide and the court's preference. Document and report deviations or non-compliance issues. Participate in all project planning and design meetings.
- Develop furniture layouts and assist in selection of furniture and finishes.
- Develop plans to accommodate the court's current and future space needs. Prepare all reports and requests for space which involve surveys of existing space and new space requirements due to new judges and/or courthouses.
- Coordinate and attend all facility security and tenant meetings as required.
- Recommend cyclical replacement of property and cyclical facilities maintenance. Oversee routine and cyclical building maintenance, repairs, and renovations.
- Serve as point of contact for and maintain oversight of district rent matters. Monitor rental payments to ensure accuracy and conformity with Judiciary rent management guidelines. Reconcile and verify court space and resolve rent bill issues with the Administrative Office, GSA, and court personnel, as needed.
- Act as the Continuity of Operations (COOP) Coordinator for the court. Maintain the COOP Plan and Occupancy Emergency Plan (OEP) for all locations.
- Provide emergency preparedness training to all staff on a regular basis.
- Oversee and manage the Judiciary AED & CPR program. Coordinate required training for Probation Officers.
- Actively participate in planning and preparation for potential disaster scenarios.
- Perform advanced procurement activities (equipment, services, furniture, etc.) from government and non-government sources through new contracts, competitive bids, or existing government contracts.
- Prepare specifications, solicitations, and requests for qualifications/proposals. Obtain and review competitive bids, quotes, and proposals from vendors and contractors; discuss evaluations and review with requesters and subject matter experts.
- Evaluate and monitor contract performance to ensure compliance with contracted obligations; assist with clarifying contract requirements and resolving any conflicts.
- Maintain Contracting Officer Level 3 certification by completing initial coursework and continuing education.
- Assist with internal control annual self-assessments and cyclical audits, including auditor document requests and submissions.
- Oversee furniture and equipment moves and scheduling and escorting of vendors. Create move coordination plans which include detailed schedules and phasing plans.
- Act as the district's primary Custodial Officer for furniture and equipment; perform inventory annually; coordinate with the Disposal Officer on the list of items to be disposed of or offered as excess/surplus.
- Responsible for maintaining files for each government vehicle (records of assignment and return, maintenance, and repair records, etc.).
- Provide support to the procurement staff in their daily activities and perform other duties as assigned.
- Travel to divisional offices as needed, collaborating with tenants and resident building managers to ensure all maintenance and/or repair issues are addressed; assist with moves & furniture installations; conduct site visits to monitor progress; attend and conduct project meetings, etc.
- Some lifting of boxes and moving of furniture is required.
Requirements
Conditions of Employment
Applicants must be a U.S. citizen or be eligible to work in the United States. The applicant selected will be subject to an FBI fingerprint check and background investigation and will be subject to periodic updates. An individual may be hired provisionally pending successful completion of the necessary records checks. The position is subject to mandatory electronic fund transfer (direct deposit) for salary payment (bi-weekly). Employees of the United States District Court are appointed in the excepted service, are considered "At-Will" employees, and serve at the pleasure of the Court. Employees are required to adhere to the Code of Conduct for Judicial Employees, which can be found at https://www.uscourts.gov/.
Qualifications
MINIMUM QUALIFICATIONS
- Two years of progressively responsible experience related to managing space and facility projects, project management, and design.
- Significant experience in the review and analysis of construction documents and cost estimates.
- Excellent communication and interpersonal skills, both oral and written.
- Possess the ability to initiate, manage, prioritize, and follow through on multiple high impact projects and priorities within strict deadlines in a fast-paced environment.
- Self-starter with demonstrated analytical and problem-solving skills and ability to exercise sound judgment.
- Must possess outstanding attention to detail and accuracy.
- Be innovative and creative and contribute to a positive work environment.
- Candidates must be highly organized, possess tact, good judgement, a strong work ethic, and always maintain a professional appearance and demeanor.
- This position requires exceptional ability to communicate, articulate, and relate to coworkers and others with professionalism and integrity.
- Demonstrated proficiency in problem solving, troubleshooting, and identifying alternative solutions.
- Demonstrated ability to make timely and effective decisions.
- Possess excellent project management skills with a track record of delivering successful projects.
- The successful candidate must be a team player and exhibit the highest standards of excellence and integrity, and display always and to all persons, a courteous, professional, and cooperative attitude.
- Advanced proficiency using Microsoft Office applications, Adobe Acrobat, and project management applications.
- Must be willing to pursue ongoing professional development.
PREFERRED QUALIFICATIONS
- A bachelor's degree in construction management, project management, business, or related field is preferred.
- Three years of progressively responsible experience related to managing space and facility projects, project management, and design.
- Previous experience in a court or legal environment.
- Previous government financial and/or procurement experience.
Education
Please read the "Qualifications" section.
How You Will Be Evaluated
You will be evaluated for this job based on how well you meet the qualifications above.
Please read the "Next steps" section for more information.
Required Documents
Please read the "How to Apply" section.
If you are relying on your education to meet qualification requirements:
Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from
schools accredited by accrediting institutions recognized by the U.S. Department of Education.
Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.
How to Apply
APPLICATION PROCEDURES
Qualified applicants should submit a complete packet consisting of:
- Letter of interest that clearly outlines how your skills, education, and experience as it relates to the job duties.
- Current and detailed resume.
- Names and contact information of three professional references.
- Completed Application for Judicial Branch Federal Employment (Form AO-78). This form may be downloaded from the U.S. Courts website: https://www.uscourts.gov/forms/human-resources-forms/application-judicial-branch-federal-employment.
Only qualified applicants will be considered for this position. Applicants selected for interviews must travel at their own expense. References will be contacted for finalists only after permission is obtained from candidates. Email your complete packet to: Kara_Pittman@arwd.uscourts.gov (single PDF document preferred). Please reference the vacancy announcement number and title in the subject of the email. Incomplete packets will not be considered.
Next steps
The court reserves the right to modify the conditions of this job announcement or withdraw the announcement, which may occur without prior written or other notice. If a subsequent vacancy of the same position becomes available within a reasonable timeframe of the original announcement, the Clerk of Court may elect to select a candidate from the original qualified applicant pool.
The United States District Court for the Western District of Arkansas is an Equal Employment Opportunity Employer and values diversity in the workplace.
https://www.arwd.uscourts.gov/.
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