Title: BUILDING & GROUNDS OFFICE MGMT/CONTRACT ADMINISTRATOR

State Role Title: 19222

Hiring Range: COMMENSURATE WITH EXPERIENCE

Pay Band: 5

Agency: Dept Behavioral Health/Develop

Location: Eastern State Hospital

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

Recruitment Type: General Public - G

Job Duties

To manage the Eastern State Hospital’s Buildings and Grounds contract administration, vendor and contractor relations and performance evaluations. Including tracking of purchase request, 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. Also serves as B&G Grounds Manager. Provide 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.
• Work with the Director of B & G to manage grounds maintenance as required.
• Identify areas of improvement to promote growth and the effectiveness of the buildings and grounds office operations and staffing.
• Evaluates effectiveness of services provided and recommends changes in procedures to meet B&G office needs.

Knowledge Requirements:
 Working knowledge of Buildings and Grounds support services operations.
 Experience working with operational and technical customers, vendors, peers and ESH management.
 Knowledge and understanding of HIPAA (Health Insurance Portability and Accountability Act) regulations related to information security and confidentiality.
 Advanced knowledge of state procurement requirements.
 General principles of labor and materials management.
 Ability to create and manage administrative processes using computer management systems.
 Technical knowledge of computers and software systems applications sufficient to maintain data input and tracking for contract administrations and material purchases tracking.
 Proficiency in the Microsoft Office Suite (Word, PowerPoint, Excel, Access) or similar products and experience.

Skills:
 Ability to work independently.
 Analytical skills necessary to make recommendations based on data analysis and user needs.
 Ability to prioritize work, handle multiple priorities and meet deadlines.
 Must have pleasant, positive, and helpful service attitude.
 Excellent oral and written communication skills.
 Ability to train staff on system uses and functionalities.
 Excellent, proven successful experience working with purchasing and procurement software systems applications.
 Ability to learn new software applications including flexibility and creativity in software system integration with on-going operations.
 Experience generating reports from software systems for the purposes of data analysis, trends identification, budgeting, and similar purposes.
 Experience with maintaining and managing communications and relationships with Local, State, Federal agencies, entities, and vendors to ensure proper execution and reporting to meet ESH compliance reporting and updated data bases for the purpose a survey readiness program.
 Ability to handle multiple tasks, set appropriate priorities and accomplish assignments in a thorough and timely manner.
 Works well with others.

Minimum Qualifications

-Knowledge of accounts payable and reconcile credit card invoices and cost coding to correct department.
-Knowledge of State Procurement regulations (VPPA) to procure supplies, equipment, and services.
-Knowledge of accounts payable and reconcile credit card invoices and cost coding to correct department.
-Proficiency in the Microsoft Office Suite (Word, PowerPoint, Excel, Access) or similar products and experience.
-Experience working with purchasing and procurement software systems applications.
-Experience generating reports from software systems for the purposes of data analysis, trends identification, budgeting, and similar purposes.
-Experience with maintaining and managing communications and relationships with Local, State, Federal agencies, entities, and vendors to ensure proper execution and reporting to meet ESH compliance reporting and updated data bases for the purpose a survey readiness program.
-Knowledge of state procurement requirements.
-Knowledge of General principles of labor and materials management.
-Knowledge of Buildings and Grounds support services operations.
-Experience working with operational and technical customers, vendors, peers and ESH management.
-Knowledge and understanding of HIPAA (Health Insurance Portability and Accountability Act) regulations related to information security and confidentiality.

Additional Considerations

-Prior experience working with a TMS software system in a large institutional environment is preferred.
-Prior landscaping and groundskeeping experience preferred.
-Advanced knowledge of maintenance operations preferred.
-Virginia Contracting Associate and Risk Management Certification (VCARM) preferred.
-Virginia Contracting Certification preferred or background in state or local government procurement. (Ability to obtain VCA within 1 year of employment).
-Ability to create and manage administrative processes using computer management systems.
-Technical knowledge of computers and software systems applications sufficient to maintain data input and tracking for contract administrations and material purchases tracking.

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.

This position is considered essential personnel and would be required to work in the event of an emergency, pandemic, or facility need. All ESH positions may be required to work different shifts to include nights, weekends, and holidays, and/or overtime as requested, in the event of an emergency.

EASTERN STATE HOSPITAL only accepts online applications via PAGEUP. Resumes and other documents may accompany the application but will not serve as a substitute for an application. Faxed, e-mailed or mailed applications will not be accepted. Please refer to your PAGEUP account for the status of your application and this position. This posting will remain open for a minimum of five (5) business days.

EASTERN STATE HOSPITAL offers a comprehensive benefit package to include your choice of four health insurance plans, paid life insurance and retirement plans, 12 paid holidays, annual and sick leave.

Reasonable accommodations are available to persons with disabilities during application and/or interview processes per the Americans with Disabilities Act. Contact Human Resources at for assistance. Minorities, Individuals with disabilities, Veterans, and people with National Service experience are encouraged to apply. EEO/AA/TTY.

EASTERN STATE HOSPITAL is an Equal Opportunity Employer. Employment opportunities are open to all regardless of race, sex, color, national origin, religion, sexual orientation, gender identity, age, veteran status, political affiliation, genetics or disability.

DBHDS is a healthcare organization and must comply with the federal Centers for Medicare and Medicaid Services (federal CMS) guidance on Omnibus COVID-19 Health Care staff Vaccination Regulation which requires vaccination of all employees or an exemption. A job offer of employment is contingent upon the candidate meeting these guidelines as a condition of employment.

Contact Information

Name: EASTERN STATE HOSPITAL

Phone: 757-208-7717 / PLEASE REFER TO PAGE UP JOBS.VIRGINIA.GOV) TO CHECK THE STATUS OF YOUR APPLICATION

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.