Facilities, Emergency Management, & Telecommunications Manager

Full Job Description

Great Benefits! This position includes medical, dental, life insurance, long-term disability, retirement, deferred compensation, flexible spending account, dependent care assistance, paid time off (sick leave, vacation leave, personal holiday, personal leave day), 11 paid holidays, and an Employee Assistance Program. Tuition Reimbursement is available for eligible employees subject to guidelines and funding. You can find more information about benefits at Benefits - careers.wa.gov.

Requirements

About the Position
This position reports to the Chief Administrative Officer and manages facilities, telecommunications, mailroom, and closed file programs. This position is also responsible for agency emergency management activities, working with staff and partners across all sectors of emergency response, including county, state, and federal government entities, to enhance the ability to respond to disasters and emergencies, and to develop all-hazards preparedness capabilities to minimize impacts to the people of Washington. As a member of the agency's Extended Management Team, the position participates in strategic planning for the division and agency.

Duties include, but are not limited to:

Facilities

• Coordinates all agency leasing activities. Compiles and prepares reporting documents to OFM, and DES. Conducts lease negotiations and oversees maintenance and tenant improvements for BIIA facilities in conjunction with DES and OFM.

Coordinates space allocation and space moves. Meets with customers to understand needs and available space and to determine the exact intent of proposed move.

Assures project meets safety, building, environmental, and construction codes and regulations. Estimates materials and work hours necessary to accomplish project.

• Applies OFM and DES guidelines relating to lease activity, contracts, and facility alterations.
• Coordinates with OFM Facility Oversight for all facility reporting through Facilities Portfolio Management Tool.
• Prepares BIIA six-year facilities plan for OFM.

• Coordinates maintenance requests and resolution of facility-related problems such as safety, security, and cleanliness by working cooperatively with building owner/other vendor representatives. Coordinates scheduling between parties and ensures timely resolution.

Telecommunications

• Provides technical support and administration for the agency's statewide telecommunications systems.
• Manages telecommunications network. Determines the inventory level of phone lines and equipment to maintain a level of service to all eight agency facilities.
• Develops and maintains relationships with WaTech, as well as external vendors and contractors. Applies WaTech guidelines regarding telecommunications issues.
• Prepares detailed plans for large telecommunications projects and ensures implementation.
• Conducts equipment maintenance, performing backup and storage, updating technical documentation, and troubleshooting and resolving problems.
• Coordinates maintenance requests and resolution of telecommunications-related problems by working cooperatively with building owner/telecom representatives.
• Responds to requests for access to telecommunications services/equipment and for help solving user or equipment problems.

Emergency Management

• Responsible for state-level emergency planning and response efforts for the agency.
• Accountable for overseeing state-wide emergency planning and business continuity.
• Responsible for the agency's Continuity of Operations Plan (COOP) and ensuring the agency is equipped and informed to respond in the case of an emergency, including non-emergency exercises to ensure preparedness.
• Conducts initial assessment of facilities' operational status and telecommunications availability and acts as point of contact in the event of a disaster or emergency affecting agency facilities.

Mailroom

• Supervises, leads, and mentors a team of employees assigned to the mailroom. Set expectations, conduct performance reviews.
• Manages daily mail, fax processing, and electronic filings through the agency portal in the Olympia office and ensures the distribution of correspondence to remaining staffed agency locations, and processing in the agency's case management system.

Qualifications

The Ideal Candidate
For this critical role, the BIIA seeks a dynamic leader who is deeply committed to the success of the agency and has a general understanding of the nature and importance of the BIIA's work. The ideal candidate will maintain and champion a work environment that fosters respect, trust, integrity, diversity, equity, inclusion, professionalism, accountability, and continuous improvement. The ideal candidate will model the agency's core and leadership competencies:

BIIA Core Competencies

• Accountability: Takes responsibility for own actions and can be relied upon to achieve excellent results with little oversight.
• Adaptability to Changing Needs/Flexibility: Embraces changing business needs and adapts approach, goals, and methods to achieve success.
• Customer Focus: Builds and maintains internal and external customer satisfaction with the services offered by the organization.
• Diversity and Inclusion: Recognizes the value of cultural, ethnic, gender and other individual differences. Understands differences in and responds appropriately to others.
• Effective Respectful Communications: In a respectful manner, conveys clear messages that are effective in communicating information and ideas with others.
• Ethics and Integrity: Earns trust, respect, and confidence of coworkers and customers through honesty, candor, and professionalism in all interactions.
• Relationship Building: Builds constructive working relationships characterized by a high level of teamwork, cooperation and mutual regard.
• Safety Focus: Adheres to all workplace safety laws, regulations, standards and practices.

Leadership Competencies

• Leadership, Performance and Accountability: Serves as an effective leader consistent with the agency's mission and values.
• People Management: Effectively manages human resources in a consistent and equitable manner.
• Decision Making: Uses knowledge and understanding of the organization to make sound and logical decisions and takes actions that contribute effectively to organizational goals.
• Knowledge and Learning: Develops and maintains a knowledge base, including a deep understanding of agency programs, authorities and resources and a commitment to learning.
• Strategic Thinking: Develops innovative ideas that provide solutions to all types of workplace challenges.
• Conflict Management: Effectively works with others to understand interests and actively strive to achieve agreements or resolve differences in a timely manner.

Statewide Equity Competencies

• The ability to take action to learn and grow: Takes responsibility for knowing their own strengths and weaknesses and uses their learning to make government programs and processes more efficient and effective to serve all in Washington.
• The ability to take action to meet the needs of others: Flexible, adaptable, customer-service focused, and willing and able to empathetically respond to the unique needs of the people they work with and serve.

Minimum Qualifications

• Experience in facility planning, lease negotiation, and project management.
• Ability to apply principles of management, strategic planning, and project management.
• Strong analytical, problem-solving, decision-making, and consultative skills.

Desired Qualifications

• Supervisory experience.
• Experience in telecommunications management.
• Experience in emergency management and disaster preparedness planning, principles, and practices.
• Proven project management skills demonstrating the ability to successfully complete and implement large-scale projects.
• Ability to manage competing priorities.
• Ability to apply Department of Enterprise Services (DES) guidelines relating to lease activity, contracts, and facility alterations.
• Ability to apply WaTech policies and guidelines as they relate to telecommunications issues.
• Ability to apply Office of Financial Management (OFM) policies and guidelines as they relate to facility inventory and process to downsize, move, and acquire office space.
• Ability to effectively communicate both orally and in writing.
• Ability to work effectively with landlords, vendors, and contractors as they relate to leases, facilities, and telecommunications systems.
• Ability to apply industry, state, and local standards, directions, and trends pertaining to facilities and telecommunications.

Additional Information

Notes:

1. The official duty station is the Olympia Office. The successful candidate may work remotely; however, in-person work in the Olympia office may be required 1-2 days per week.
2. Travel is required on occasion to the eight BIIA facilities around the state, and to attend training and meetings.
3. Extended hours and/or work on weekends/holidays may be required if the need arises.

Application Process:
Interested candidates must apply on-line and attach the following:

• A cover letter specifying how you meet the qualifications listed above (no more than two pages).
• A current resume.
• A list of at least three professional references.

Please attach the required documents in the "provide attachment" section of the online application. Only applicants who meet the required qualifications and submit all of the required documents by the closing date will be considered.

Questions? If you have any questions about the position or application process, please contact Christy Sterling, Human Resources Manager, at (360) 753-6823, ext. 1123 or christy.sterling@biia.wa.gov.

The Washington State Board of Industrial Insurance Appeals is an equal opportunity employer and does not discriminate on the basis of age, sex, gender identity/expression, marital status, sexual orientation, race, creed, color, national origin, honorably discharged veteran or military status, or the presence of any sensory, mental or physical disability or the use of a trained dog guide or service animal by a person with a disability. Persons requiring reasonable accommodation in the application process or requiring this announcement in an alternative format may contact the Human Resources Office at HROffice@biia.wa.gov or call 360-753-9639.