OAG - Facilities & Asset Management | Program Specialist I | 25-0066

Job Description

GENERAL DESCRIPTION

The Facilities and Asset Management Division of the Office of the Attorney General (OAG) is seeking a Logistics Coordinator who will be responsible for asset management, including inventory control and receiving, supply operations, and logistic services. Warehouse Operations supports agency operations by providing and maintaining orders, warehouses, and delivers consumable supplies and other items to all agency locations statewide.

The OAG is a dynamic state agency with over 4,000 employees throughout the State of Texas. As the State's law firm, the OAG provides exemplary legal representation in diverse areas of law. OAG employees enjoy excellent benefits (https://ers.texas.gov/Benefits-at-a-Glance) along with tremendous opportunities to do important work at a large, dynamic state agency making a positive difference in the lives of Texans.

ESSENTIAL POSITION FUNCTIONS

• Acts as liaison between agency divisions, contract moving companies, and modular furniture and file system vendors.
• Consults with divisions and provides pre-move planning, including pre-move walk-throughs, developing move sequences, assisting with room layouts, and coordinating activities with building managers; provides on-site monitoring of large office moves statewide to ensure that moves are conducted in an efficient, cost-effective manner; assists offices with space planning related to modular and conventional furniture systems. Assists with the review of the program, identifies improvement areas, and provides plans to address areas of concern.
• Coordinates the procurement of modular furniture and file system components and services; resolves damage claims and other post-move and shipping problems in a timely manner, obtaining appropriate resolutions.
• Obtains cost estimates for moving services and orders for modular furniture and file system components, services, and reviews estimates to ensure that costs are realistic and appropriate.
• Acts as the division's Travel Liaison, managing transportation requests and travel vouchers for warehouse employees. This includes preparing and processing travel requests and vouchers while ensuring all arrangements adhere to company policies and budget guidelines. Ensures compliance with travel procedures and maintains accurate documentation.
• Serves as work order scheduler by managing and coordinating work orders for services such as furniture setup, multi-location deliveries, and floor-specific supply order deliveries. Communicate with internal staff and external clients to determine service requirements, schedule tasks, and ensure timely completion of work orders. Track and follow up on incomplete orders, while working with the receiving office and suggesting improvements to enhance efficiency.
• Serve as Asset Liaison, responsible for maintaining accurate inventory records and safeguarding agency assets located at the warehouse. Duties include verifying physical inventory against Bi-Monthly Inventory Reports, documenting asset transfers, and preparing accountability records for assigned items. Report lost or damaged property within 24 business hours and ensure inventory updates reflect all changes. Notify Division Management of any structural changes within the division and coordinate with them when items are moved or placed without prior notification.
• Consults on and assists with the installation and reconfiguration of modular furniture.
• Acts as contract administrator for freight and parcel shipping contracts, and monitors freight activities to ensure that contract vendors perform within specifications; makes recommendations regarding best method to achieve the most cost-effective freight service for specific shipping transactions; assists with the review of the program, identifies improvement areas, and provides plans to address areas of concern. Creates shipping accounts for agency employees.
• Creates annual purchase requisitions and Executive Administration Memos; verifying Government Code Chapters and Managed Contract numbers; reviews and approves invoices in a timely manner, ensuring that charges are accurate and appropriate, and that costs are allocated to the proper budget codes.
• Creates, maintains, and updates all procedures and forms for all areas of responsibility; conducts an annual review of procedures and forms for all areas of responsibility by the end of each State fiscal year.
• Consults on and assists with coordination of disposition of surplus property, including establishing timelines, maintain communication, reviewing form submissions, and reporting.
• May assist with processing various documents and information to the Centralized Accounting and Payroll/Personnel System (CAPPS) financial system for financial transactions.
• Tracks and maintains records for projects and provides weekly reporting.
• Performs related work as assigned
• Maintains relevant knowledge necessary to perform essential job functions
• Attends work regularly in compliance with agreed-upon work schedule
• Ensures security and confidentiality of sensitive and/or protected information
• Complies with all agency policies and procedures, including those pertaining to ethics and integrity

Qualifications:

MINIMUM QUALIFICATIONS

• Education: Graduation from high school or equivalent
• Education: Bachelor's degree from an accredited college or university; experience in the following (or closely related) fields may be substituted for the required education on a year-for-year basis: Logistics, moving and planning services, project management, or warehousing
• Experience: Two years of full-time experience working in the following (or closely related) fields: Logistics, moving and planning services, project management, or warehousing. College education may be substituted on a year-for-year basis.
• Knowledge of office procedures
• Skill in handling multiple tasks, prioritizing, and meeting deadlines
• Skill in effective oral and written communication
• Skill in exercising sound judgment and effective decision making
• Ability to receive and respond positively to constructive feedback
• Ability to work cooperatively with others in a professional office environment
• Ability to provide excellent customer service
• Ability to work in person at assigned OAG work location, perform all assigned tasks at designated OAG work space within OAG work location, and perform in-person work with coworkers (e.g., collaborating, training, mentoring) for the entirety of every work week (unless on approved leave)
• Ability to arrange for personal transportation for business-related travel
• Ability to work more than 40 hours as needed and in compliance with the FLSA
• Ability to lift and relocate 50 lbs.
• Ability to travel (including overnight travel) up to 30%

PREFERRED QUALIFICATIONS

• Experience: State government purchasing/receiving/inventory field
• Knowledge: Working with the State Property Accounting System (SPA) and/or the Centralized Accounting and Payroll/Personnel System (CAPPS)

TO APPLY

To apply for a job with the OAG, electronic applications can be submitted through CAPPS Recruit. A State of Texas application must be completed to be considered, and paper applications are not accepted. Your application for this position may subject you to a criminal background check pursuant to the Texas Government Code. Military Crosswalk information can be accessed at

https://hr.sao.texas.gov/Compensation/MilitaryCrosswalk/MOSC_ProgramManagement.pdf

THE OAG IS AN EQUAL OPPORTUNITY EMPLOYER