Facilities Support Specialist

Job Summary

With guidance from the Facilities Supervisor, the Facilities Support Specialist coordinates and supports all functions on the loading dock, processes all incoming and outgoing deliveries, and completes incident reports involving accidents that occur to vehicles, delivery personnel, and employees in and around the dock.

A significant portion of the Facilities Support Specialist’s job involves handling, processing, and delivering incoming and outgoing USPS and inter‑office mail on a daily basis. This includes handling incoming and outgoing Certified, Registered, Priority, and Express Mail. The position also handles the receiving, separation, and delivery of inbound and outbound packages from Amazon, Federal Express, Maryland Messenger, Staples, UPS, and USPS, etc.

• Maintains loading dock in an orderly fashion, free of obstacles and safety hazards. Reports problems with overhead door to Facilities Supervisor.
• Log‑in and delivers all incoming packages or envelopes with a tracking number, including Amazon, Federal Express, Maryland Messenger, Staples, UPS, and USPS, etc.
• Maintains current and up‑to‑date log books for rotating 6 months.
• Tracks packages as required.
• Processes invoices for payment for the Facilities Department. This involves receiving invoices from the Finance Department, coding the invoices, and presenting them for approval to the Director of Real Estate and Facility Operations. Once approved, copies are kept in the Facilities Department and original invoices are given to the Finance Department for payment.
• Checks items to ensure that addresses are legible and correct, that sufficient postage has been applied or the appropriate documentation is attached, and that items are in a suitable condition for processing. All envelopes must be sealed and postmarked, then put into the US Mail Box by 4:30 p.m. or handed to the US Mail Carrier when they deliver our incoming mail.
• Identifies mail that is not addressed to a specific individual or department by opening and reading contents only if necessary.

• Completes incident reports involving accidents that occur to vehicles, delivery personnel, and employees in and around the dock.
• Works according to established practices, procedures, techniques, and standards with minimal supervision within the assigned time frame maintaining productivity levels.
• Exercises normal protective care for equipment and materials used and a normal regard for the safety of self and others.
• Maintains confidentiality and security of information per HIPAA Privacy Rule guidelines.

• Coordinates incoming and outgoing orders for equipment and material with the Procurement department as warranted.
• Coordinates the delivery of mail and/or packages to other company locations using a courier service (Columbia, Easton, Glen Burnie, Randallstown, Way Station).
• Receives and distributes all incoming US mail and collects and re disburses all inter‑office mail.

• Postmarks outgoing US Mail using a designated postage machine.
• Issues new or updated s and access cards for new hires and current employees; produces card history reports as requested and completes quarterly access card audits.

• Has direct public contact with employees, clients and patients, and behaves in a professional and courteous manner, assisting those individuals who may ask for help or appear to need assistance.

• Communicates orally and in writing with other employees in person, using a computer and/or a telephone. Is able to communicate effectively in a professional and friendly manner.

• Communicates orally and in writing with other employees using computer and telephone.
• Is able to communicate effectively in a professional and friendly manner.
• Ability to identify mail that is not addressed to a specific individual or department.
• Ability to bend, stoop, stand, reach and possibly climb a ladder if required.
• Organizational skills needed to maintain records of incoming and outgoing mail and packages (using Microsoft Excel).
• Ability to…