Facilities Division Manager Job Description

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CHARACTERISTICS OF THE CLASS

Under the general direction of the Management Services Director, this professional/technical position is responsible to manage/oversee the operating facilities in the City. Responsibilities include, but are not limited to: building systems, structures, and interiors and exteriors of buildings for efficient, reliable, safe and secure buildings for municipal use. Effective operation and maintenance of facilities is a complex responsibility, carried out within established policies, procedures, regulations, and guidelines issued by the City and by the appropriate County, State, and Federal agencies. Work is reviewed through observation, customer satisfaction, conferences, reports, and for results obtained. This position is classified as an “assigned” position for Federal Emergency Management (FEMA) and incumbent is required to be available to respond to emergency conditions. Performs related work as required.

ESSENTIAL FUNCTIONS

Operations and Maintenance:

Plan, assign, direct, and measure work of assigned staff. Assure work performed and new installations meet appropriate specifications and product quality requirements.

Acquire, distribute, store, and account for operating supplies and tools.

Approve qualifications of vendors and authorize sublet work as required for facility repairs and maintenance. Inspect for work and product quality utilizing best industry standards. Develop, inspect, measure, and report on acceptable Service Level Agreements with contracted vendors.

Apply for required building permits as needed.

Assure proper operations of Council Chamber lighting, HVAC and speaker system.

Manage inspections,repair, and upgrade/replacement of City owned street lights.

Operate and maintain emergency building generators assigned to Facilities responsibility.

Identify, install, and maintain equipment and fixtures that provide the most efficient delivery of heating, air conditioning, and lighting, as well as the efficient utilization of water inside the facilities.

Responsible for the Facilities Management building, yard functions and conditions.

Respond to emergencies on a 24-hour basis for the purpose of protecting City assets and/or personnel.

Project Management:

Set goals and deadlines for the division.

Responsible for preparation of specifications for City building and facilities equipment.

Conduct and maintain current building assessments for City owned buildings. Develop and recommend long term maintenance and replacement schedules for City buildings and mechanical equipment, including roofing, interior and exterior painting, flooring, HVAC and Chiller systems, generators, alarm systems, security cameras, and other life-safety systems.

Evaluate adequacy of facilities and develop plans and priorities for modifications or additions; evaluate soundness and efficiency of physical plant operations.

Finance and Business:

Management of assigned personnel including hiring, disciplinary, safety training, technical training, continuing education, and continuous performance evaluation.

Develop and manage organization's financial and budget activities to fund operations, maximize investments, and increase efficiency. Gather and analyze operations and financial data regarding full facets of Facilities operations across the City. Work closely with all City departments, develop annual city wide facilities management budget.

Review purchase orders, tool and supply purchases, activity reports, and other performance data to measure productivity and goal achievement; and to determine areas needing cost reduction and program improvement.

Develop and review bid specifications for sourcing products and services, evaluate proposals and manage awarded contracts to statement of work.

Review and comment on City Department’s Capital Improvement Plans in relation to ongoing maintenance and repair.
Responsible for Facilities’ compliance with all applicable local, state and federal rules and regulations. Ensure that all required County and State documentation is provided in a timely manner. Maintain liaison with appropriate County and State regulatory agencies regarding the City's Facilities operation and facilities.

Leadership and Strategy:

Establish priorities through consultation with Department Directors utilizing limited resources to complete tasks and assignments in an orderly and timely manner

Measure and report on customer satisfaction and performance metrics

Analyze internal processes, recommend and implement procedural or policy changes to improve operations.
Maintain clear communications with Departments on projects within assigned areas of responsibility; provide progress updates.

Participate in training and certifications as required by FEMA for emergency management.

Participate as an assigned member of the city’s Emergency Response team in the case of declared emergencies.

REQUIREMENTS

A.    MINIMUM TRAINING AND EXPERIENCE

Graduation from a high school or trade school, and two (2) years of related college course work, professional certifications and/or training in facility maintenance, project management, mechanical engineering, or related fields. Five (5) years’ recent experience as a supervisor or manager in Facilities Operations within a public, private or military organization of similar size. Five (5) years’ recent experience preparing technical specifications for building maintenance and operating equipment in a large organization across a wide variety of building environments. Five (5) years’ recent experience in current and long term budgeting responsibility. Proficient in utilizing Microsoft Office and industry specific software programs. Demonstrated proficiency in the production and utilization of Facilities performance and financial data to analyze and manage operations. Demonstrated ability to perform duties with a focus on customer satisfaction.

B.    KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of modern practices in Facilities management.

Knowledge of modern management and supervisory techniques.

Knowledge of the most current State of Florida Building Codes and local code requirements as applied to commercial buildings

Knowledge of Federal, County, and State regulations relating to Facilities operations.

Knowledge of the principles and techniques of physical plant operations; products, tools, and characteristics of equipment.

Ability to evaluate equipment and structures to determine economic benefit of repair or replacement.

Ability to read blueprints and design schematics to include understanding the nomenclature used in the commercial building and facility industry

Ability to prepare and adhere to a division operating budget. Ability to prepare and adhere to a city-wide facilities repair and maintenance budget.

Ability to plan, prioritize, schedule, and supervise the work of others.

Ability to establish and maintain effective working relationships with other City departments, subordinates, superiors, other public agencies, and vendors.

Ability and willingness to be flexible with staff scheduling in order to minimize the impact of other City staff in the delivery of services.

Ability to plan, delegate, and coordinate the work of City staff, contractors, and State and County inspections.    

Knowledge of municipal departmental operations and their relationship to overall City objectives and goals.

Ability to review, analyze, and interpret data and to formulate action plans.

Skill in the transmittal of both written and oral information.

Skill in the use and operation of a personal computer and contemporary software programs to include Microsoft Office programs, advanced accounting software, and building/equipment specific software applications such as HVAC or building load management operating software

Ability and willingness to develop and/or learn new processes, procedures, and software systems as required    

C.    PHYSICAL AND MENTAL REQUIREMENTS

Ability to operate motor vehicles (i.e. pickup trucks, van, etc.); load and unload vehicles with objects weighing no more than 50 lbs.

Ability to go from standing or sitting position to a bending, kneeling, or squatting position, or vice-versa, periodically throughout the working day.

Ability to climb stairs throughout the work day.

Ability to walk, stand, and sit for long periods of time, not to exceed 8 hours consecutively.

Ability to walk continuously for more than 5 minutes at a time.

Ability to hear, speak, and comprehend conversation in English in a normal tone of voice.
    
Ability to use senses which include sight, smell, hearing, and touch as aids in the evaluation of troubleshooting of malfunctioning equipment.

Ability to see and read in English, letters, numbers, words, characters, or symbols which are both large and small.

Ability to identify colors.

Ability to print and draw letters, numbers, words, characters, or symbols which are legible and understood by others.

Ability to use hand tools which requires the use of hands, wrists, and fingers.

Ability to move back and forth and sideways while in a bending, kneeling, or squatting position.

Ability to stay in a bending, kneeling, or squatting position for periods of time not to exceed 10 minutes.

Ability to work in undesirable conditions such as dust, dirt, heat, cold, fumes, odors, excessive noise, humidity, and various weather.

 

This job description is not intended to be and should not be construed as an all inclusive list of all the responsibilities, skills or working conditions associated with the position. While it is intended to accurately reflect the position activities and requirements, management reserves the right to modify, add or remove duties and assign other duties as necessary. This job description does not constitute a written or implied contract of employment.

Revision Date - 3/7/16