Assistant Manager of Facilities

JOB SUMMARY:

The Manager of Facilities is a responsible professional position, which performs complex professional work and manages and coordinates multiple assignments in a timely manner. The position reports directly to the Manager of Facilities Administration and requires significant interaction with individuals both inside and outside the City, including the public, vendors, and with other governmental agencies, City staff, and elected officials.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Coordinates and supervises preventative and corrective maintenance of City-owned or operated buildings using outside contractors and vendors or City staff.
• Coordinates annual inspections, re-inspections and repairs as needed to key facility systems (e.g., elevator, sprinkler, fire alarm equipment, HVAC systems, etc.).
• Coordinates both emergency and non-emergency service calls to DPW verbally and using the Cartegraph Asset Management software or by using outside contractors for various City-owned properties.
• May be called on to respond to facilities emergency situations after hours, including evenings, weekends and holidays. Examples of emergency situations include storm damage, HVAC issues, plumbing issues, etc.
• Manages multiple maintenance projects as well as contracts for HVAC, janitorial, sprinkler, elevator, pest control, and fire extinguishers.
• Obtains estimates for maintenance work and equipment (supplies) necessary for various City facilities which may include roof, masonry, mechanical, electrical or plumbing work.
• Manages tenant matters for City facilities with leases and rental agreements to ensure compliance with all conditions of lease and rental agreements including maintenance responsibilities and timely payment of funds.
• Assists the Manager in the preparation and maintenance of annual operating budgets for multiple City properties and the department.
• Assists the Manager by providing input on the negotiation of leases and rental agreements (cell tower, commercial, stadium, etc.) and development of lease and rental documents,
• Assists the Manager with oversight of the Americans with Disabilities Act (ADA) compliance program for the City of Frederick facilities.
• Assists the Manager with the management of City office space including planning and executing office moves, modifications, renovations, and/or office construction.
• Provides input on and maintains records on department policies and procedures.
• Coordinates telecommunication additions, moves, and change requests through County IIT in the absence of the Facilities Services Specialist.
• Performs all administrative tasks related to the operations of the Facilities Administration Department, including and not limited to entering requisitions, preparing work orders, typing correspondence, ordering supplies, filing, etc. in the absence of the Facilities Services Specialist.
• Operates a vehicle observing legal and defensive driving practices on a regular basis.
• Performs other duties as assigned.

QUALIFICATIONS:To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

REQUIRED EDUCATION AND/OR EXPERIENCE:

• Associate degree in business administration, Public Administration or related field.
• One (1) year of experience of management or building services, including preventative and corrective building maintenance techniques (with some emphasis in mechanical and electrical systems).
• One (1) year experience in local government or related field preferred. Professional experience and internships may be substituted for one year of education or experience. Five (5) years of experience in facilities management may replace the associate degree requirement.
• Experience in property or facilities management.

REQUIRED CERTIFICATES AND/OR LICENSES:

• Vehicle Operator's license with satisfactory driving record that meets insurability standards of the City's insurance carrier is required. The employee must maintain the license for the duration of their employment.

REQUIRED SKILLS (Communication/Language; Mathematical; Computer; etc.):

• Knowledge/ability to use computer at an intermediate level.
• Possess a high level of self-initiative with the ability to handle large and diverse workload.
• Strong organizational skills.
• Ability to perform multiple tasks simultaneously and work productively through regular interruptions.
• Ability to communicate to internal and external customers in a diplomatic manner.
• Ability to develop PowerPoint presentations and create Excel spreadsheets.
• Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
• Ability to work well under pressure and during emergency situations.

OTHER DESIRABLES:

• Bachelor's degree in business administration, public administration or related field.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by the incumbent to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is required to move about in an office type setting, outdoors and on uneven terrain. The employee is required to remain in a stationary position for extended periods of time, to compile and retrieve information from computers, phones, etc., to draft and write, to handle paperwork and position self in the course of work, and to safely maneuver self physically by stooping, crouching, bending and twisting in order to inspect properties, to include climbing a ladder to different heights. The employee must occasionally lift and move up to 25 pounds.

Talking: The incumbent must have the ability to express or exchange ideas in the English language by means of the spoken word; those activities where detailed or important spoken instructions must be conveyed to other workers accurately or quickly.

Hearing: The incumbent perceives the nature of sounds at normal speaking levels with or without correction and having the ability to receive detailed information through oral communication and making fine discriminations in sound.

WORK ENVIRONMENT/CONDITION: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to work in a typical office setting and occasionally is exposed to varying outdoor weather conditions.