BUILDING & GROUNDS OFFICE MGMT/CONTRACT ADMINISTRATOR

Title: BUILDING & GROUNDS OFFICE MGMT/CONTRACT ADMINISTRATOR

State Role Title: Gen Admin Supv II/Coord II

Hiring Range: Negotiable, commensurate with experience.

Pay Band: 5

Agency: Dept Behavioral Health/Develop

Location: Eastern State Hospital

Agency Website: https://dbhds.virginia.gov/facilities/esh/

Recruitment Type: General Public - G

Job Duties

This position manages the Eastern State Hospital’s Buildings and Grounds contract administration, vendor and contractor relations, and performance evaluations. Including tracking of purchase requests, purchase order numbers, and contracts to ensure sufficient funds have been requested and applied properly to provide on- time payment of invoices generated and tracked through ESH B&G department. Manages contracts, databases, and relationships with all local, state, and federal agencies, as well as all programs and reports required to maintain the integrity and effectiveness of buildings and grounds operational contracts. Provides direction and support to the Buildings and Grounds (B&G) office functions. This includes:
• Backup support of TMS to manage workflow processes, inventory, and act as liaison between work order originator and B&G staff.
• Work with the Director of B & G to plan and implement the office operations for delivery and improvement of service, staffing, and resources.
• Supervise the Inventory Control position, ensuring the shop supplies are in place for trades techs.
• Identify areas of improvement to promote growth and the effectiveness of the buildings and grounds office operations and staffing.
• Evaluates the effectiveness of services provided and recommends changes in procedures to meet B&G office needs.

Minimum Qualifications

• Virginia Contracting Certification preferred or background in state or local government procurement. (Ability to obtain VCA within 1 year of employment).
• Experience with accounts payable and reconciliation of credit card invoices and cost coding to correct department(s).
• Experience with State Procurement regulations (VPPA) to procure supplies, equipment, and services.

Additional Considerations

• Experience working with TMS software systems in a large institutional environment.
• Experience with maintenance operations.
• Virginia Contracting Associate and Risk Management (VCARM).

Special Instructions

You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.

 

Contact Information

Name: EASTERN STATE HOSPITAL

Phone: 757-208-7717 / REFER TO PAGEUP APPLICATION STATUS

Email: EMAIL APPLICATION MATERIAL NOT ACCEPTED

 

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.

Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.