Library: Policy

OKDHS:115-3-1. Office space

Revised 6-1-08

(a) Support Services Division (SSD) Property Management Unit is responsible for acquisition of office space for Oklahoma Department of Human Services (OKDHS) staff at the county level.  The Property Management Unit coordinates office space with Field Operations Division (FOD) and the local county director.

• (1) The local county director:
  • (A) ensures appropriate use, availability, and security of OKDHS facilities.  After hours usage is confined to OKDHS business or activities of a public nature which are an appropriate use of public buildings;
  • (B) communicates with the owner-lessor, county commissioners, or others to obtain necessary maintenance and repairs;
  • (C) is familiar with Section 504 of the Rehabilitation Act of 1974 (Act), as it relates to accessibility of public buildings;
  • (D) in cooperation with the Property Management Unit, ensures the human services center (HSC) is in compliance with requirements of the Act;
  • (E) reviews contracts for janitorial services when OKDHS has a contract and determines job tasks and frequency for completion.  Quality of service delivered is monitored regardless of origin of contract and appropriate notification provided if the service is not acceptable; and
  • (F) ensures basic health and safety codes are met.
• (2) FOD is responsible for aligning local staff and equipment to best utilize available space.  Recommendations from program staff are considered as to placement of staff and FOD considers the total needs of the county.

(b) After approval for acquisition of new or additional space for HSC offices, negotiations occur in accordance with time lines provided by the Property Management Unit.

• (1) The Property Management Unit, in cooperation with the local county director:
  • (A) acts as an advocate for all staff housed in the facility; and
  • (B) provides information necessary for development of general space plans.
• (2) The county director:
  • (A) monitors progress on the facility; and
  • (B) keeps all appropriate divisions informed in order to coordinate equipment shipments, service hookups, and final moving dates.