TMS (Total Maintenance System) Specialist

Title: TMS (Total Maintenance System) Specialist

State Role Title: Admin and Office Spec III

Hiring Range: Up to $43,000, Salary to commensurate with experience

Pay Band: 3

Agency: Dept Behavioral Health/Develop

Location: Central State Hospital

Agency Website: https://dbhds.virginia.gov/facilities/csh/

Recruitment Type: General Public - G

Job Duties

Central State Hospital (CSH) is a 277 bed Joint Commission accredited psychiatric inpatient facility located in Petersburg, Virginia. CSH has proudly been serving citizens of the Commonwealth since 1870, when we opened our doors as the first psychiatric hospital in the country dedicated to the treatment of African Americans. A new and modern CSH is currently under construction on the same property, with a scheduled completion date of 2027.

CSH maintains the only maximum-security treatment facility in the state (111 beds). We also have 166 beds available for individuals in the community who need inpatient care, as well as individuals in the criminal justice system. We believe that treatment should be holistic and focused on the person’s individual needs, recognizing that recovery is not linear or the same for every person. Treatment modalities may include medication, evidence-based group and individual therapy, peer support, psychosocial rehabilitation, vocational training, preparation for court, and treatment for substance use.

Central State Hospital is currently recruiting for a TMS (Total Maintenance System) Specialist to join our team within the Physical Plant Services Department. The position will include but not limited to administrative support and duties as assigned in PPS and TSP with lead worker responsibilities of the Computerized Maintenance Management System (CMMS). The TMS Specialist will act as a Customer Service Representative to the entire DBHDS Petersburg Complex. The successful incumbent will receive and enter work request received by the Physical Plant Department and Transportation into CMMS. The TMS Specialist will enter queries for work order data into the CMMS Maintenance software, maintain and develop reports from CMMS and other data as required. The position will process invoices and purchases, process purchase card statements, maintains files and records, orders goods and materials from warehouse or vendors as required.

Job Duties:
- Serve as TMS database Specialist
- Proactively monitors/evaluates the effectiveness of TMS and makes recommendations for new applications or enhancements based on need
- Maintains and monitors user lists and system security/access.
- Clearly articulates DBHDS’s vision, values, and strategic priorities, goals and objectives to TMS users.
- Maintains ongoing communication with manager and assigned constituents to support effective system functioning and accountability.
- Performs multiple AOS tasks and coverage as assigned in a responsible manner, understanding and adherence to agency vision and values in all aspects of work.
- Reviews activity and data reports to ensure adherence to DBHDS TMS requirements.
- Serves as liaison/technical expert, consulting with appropriate facility personnel and the vendor technical services for coordination, problem resolution and system maintenance activities.
- Troubleshoots basic and moderately complex issues and escalates more complex issues to IT and/or the vendor.
- Daily receives, reviews, prioritizes all incoming work requests to include: travel, corrective, preventive, and project maintenance requests through the TMS software.
- Assist in the communication process as needed. Accurately inputs data within the limitations of the data being returned as needed for electronic completion through the CMMS/TMS software.
- Assists supervisors as needed with monitoring their workflow through the TMS report module and the AOD report, other departmental reports as required.

Minimum Qualifications

- Experience utilizing software for Computer Maintenance Management Systems (CMMS).
- Experience operating the Accruent Inc. TMS software system.
- Experience with communicating data trends to a variety of staff.
- Experience working in building maintenance operations.
- Knowledge of accounts payable and reconcile credit card invoices and cost coding to correct department.
-Ability to manage multiple priorities.
-Ability to analyze and research data.
-Excellent organizational skills.
-Oral and written communication skills.
-Knowledge of computer and data entry to include Microsoft Office (Word, Excel and PowerPoint).
-Working knowledge and understanding of the concepts of a computerized maintenance management software system.
-The ability to utilize an electronic work order system proficiently.
-Ability to communicate professionally orally and in writing with vendors, contractors, and representatives of other Agencies.

Additional Considerations

- Advanced working knowledge of computers to include; CMMS Software, Gmail, Microsoft Word and Excel.
-Preferred working knowledge of FMSII software, CMMS/TMS, invoice reconciliation and procurement processes and policies.

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.

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.
Central State Hospital only accepts online applications via RMS. 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 RMS account for the status of your application and this position. This posting will remain open for a minimum of five (5) business days.

An extensive criminal history background investigation, not limited to employment references, drug testing and E-Verify will be conducted.

Central 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.

Applicants must list all relevant experience that you wish to be considered for this position. Applicants will be provided confirmation of receipt when your application and/or resume is submitted. Please refer to “Your Application” in your account to check the status of your application for this position. A fingerprint-based criminal history check and reference checks are required for the selected candidate for this position. Under Virginia Code §37.2-314 and 37.2-408.1, the Department of Behavioral Health and Developmental Services is prohibited from employing or using as volunteers, persons who have been convicted of specific “barrier” crimes or persons who may be the subject of pending “barrier” charges.

DBHDS facilities are no longer required to ensure that all staff members are vaccinated against COVID-19. However, facilities encourage and educate staff on the benefits, and continue to offer COVID-19 vaccination programs to staff, residents/clients. Employees may be required to disclose immunization status for purposes of infection prevention and/or management of outbreaks. Upon acceptance of a job offer, new recruits will be asked to disclose their vaccination status (and for those fully vaccinated, proof of vaccination) during the pre-employment process. If you have any questions, contact the Office of Human Resources.

Commonwealth’s Alternate Hiring Process: In support of the Commonwealth’s commitment to inclusion, individuals with disabilities are encouraged to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their Certificate of Disability (COD) provided by a Certified Rehabilitation Counselor with the Department of Aging and Rehabilitative Services (DARS). Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS, to get their Certificate of Disability. To obtain a Certificate of Disability go to: https://www.vadars.org/drs/cpid/PWContact.aspx, or call DARS at 800-552-5019.

Reasonable accommodations are available to persons with disabilities during the application and/or interview process per the Americans with Disabilities Act. Contact Human Resources at (804) 524-7111 for assistance.

DBHDS 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. Minorities, Individuals with Disabilities, Veterans, and people with National Service experience are encouraged to apply. EEO/AA/TTY

Contact Information

Name: Human Resources

Phone: 804-524-7111

Email: cshrecruitment@dbhds.virginia.gov

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.