Facilities and Purchasing Specialist

Superior Court of California, County of Napa; Napa (CA); On-site; USD 60,000 - 90,000; Full time

Job summary

Superior Court of California, County of Napa, is seeking a Facilities and Purchasing Specialist to coordinate court facility maintenance and related projects. The role liaises with court partners on facilities work, oversees vendor relationships, and handles purchasing, contracting, and records management.

The position emphasizes coordination of remodels, security equipment, inventory, and service desk operations, ensuring compliance with policies and procedures while supporting court staff and

Qualifications

• Strong communication and writing abilities for coordination with courts, vendors, and staff.
• Ability to interpret and apply administrative concepts to facilities tasks and purchasing.
• Experience with coordinating vendors and managing service contracts is preferred.

Responsibilities

• Coordinate court facilities maintenance and remodel/construction projects.
• Oversee purchasing, create purchase orders, and manage vendor information and contracts.
• Maintain keys, access badges, and security equipment; liaise with vendors and staff.

Skills

Communication skills

Relationship management

Reading and writing

Education

High school diploma or GED

Public administration coursework (preferred)

Tools

Microsoft Office 365

Job description

Under general management direction, this role provides coordination of court facility maintenance and projects, as well as designated purchasing activities. This position, under the directions and guidance of the Court Executive Officer, acts as liaison with the Judicial Council and County partners on facilities projects. The Facilities and Purchasing Specialist will oversee relationships with Court vendors providing services related to facilities and business operations. This role will be responsible for purchasing, maintaining vendor product information, and creating purchase orders, as well as reviewing/renewing contracts with legal staff and management.

This is a single level classification responsible for court-related tasks and projects involving all Court facilities, building maintenance, coordination of remodels/construction, security equipment and vendor management. This position is responsible for designated purchasing and procurement functions.

Coordinates and monitors maintenance and improvements at court facilities.

Issues and maintains accounting of keys, access badges, and photo badges. Coordinates requests for key and lock changes in accordance with established policies and procedures. Maintains the Court security equipment contracts, security equipment logs and maintenance, ensures equipment is properly registered and procedures are in compliance with the California Department of Public Health.

Handles contract and vendor management for janitorial service.

Assists in facilities assessments and addresses needs relation to all aspects of office, courtroom, and staff conditions such as, but not limited to: carpet, paint, lighting, fixed and moveable furniture, and signage for all Court buildings.

Notes indications of required maintenance and processes appropriate work orders.

Enters data in purchasing, inventory, and work order systems.

Assists in coordinating staff and judicial moves.

Coordinates court inventory, asset management, and surplus requirements and processes in accordance with trial court financial policies.

Coordinates service desk requests and routes to appropriate staff member for completion.

Coordinates and monitors repair or maintenance work being performed by vendors and answers questions pertaining to repair and/or maintenance work.

Maintains Court records and files for all facility-related services. Liaise with Court vendors such as, but not limited to: janitorial, document shredding, perimeter security, etc.

Receives supplies, forms, and equipment deliveries. Stores supplies and ensures storerooms are orderly.

Creates purchase requisitions for approval, places orders, and create purchase orders in accordance with trial court financial policies and procedures, and judicial branch contracting laws.

Coordinate competitive procurements with management, vendors and government agencies.

Researches, develops, and maintains vendor product information lists which include current prices for contracted goods and services.

Coordinate records storage needs for the Court.

Performs general/clerical tasks, which may include answering telephone calls, making copies, or processing incoming/outgoing mail.

Coordinates with Court IT for all facilities needs that may involve the use of technology.

Provides assistance to employees or divisions as needed.

Performs other related duties as required.

Any combination of training and experience, which demonstrates attainment of the required knowledge and ability to perform the required work, typically:

Education

Graduation from high school or GED is required. Graduation from an accredited college/university with coursework in public administration or business administration is preferred.

Experience

The equivalent of two years of experience in facilities maintenance, vendor management, and/or public sector purchasing.

Knowledge of

• Modern office management procedures, practices, and equipment, particularly as they apply to facilities management;
• Microsoft Office 365 applications, including Word, Excel, PowerPoint, Teams (or similar collaboration software applications) and electronic databases.;
• Practices and procedures for purchasing, maintaining, storing, and issuing supplies
• Practices and procedures for maintaining and issuing keys and access badges
• Basic mathematics

Ability to:

• Establish and maintain effective working relationships with Court staff, County staff, members of the public, government agencies, and vendors;
• Communicate effectively, orally and in writing;
• Read and write at a sufficient level to perform work;
• Interpret and apply legal, financial, and administrative concepts to assigned functions;
• Analyze problems and provide solutions;
• Read and comprehend technical written material;
• Apply basic statistical and mathematical concepts;
• Learn new software applications and systems, including the court's work order, purchasing, and inventory systems
• Operate standard office equipment including personal computers;
• Plan and organize work to meet deadlines;

Special Requirements

A valid class C California driver's license and an acceptable driving record are required. Must pass a comprehensive background check to work for the Court.