Exempt: Yes
Department: Facilities
Reports To: Facilities Development Manager
Location: Administration
Date Prepared: November 20, 2023
Date Revised: January 30, 2024
Safety Sensitive: This position is designated as safety/security sensitive and is subject to pre-employment, reasonable suspicion and random drug and alcohol screening.
GENERAL DESCRIPTION OF POSITION
The Assistant Facilities Manager helps maintain the City's existing facilities as well as help plan and implement new projects throughout the city. The ideal candidate will have project management experience in construction or related field and strong skills in developing and overseeing work plans. This position is a hands-on position requiring the candidate to perform some of the maintenance duties. The Assistant Facilities Manager will also prepare and present updates regularly, ensuring that our goals are being achieved.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Document building systems for all city facilities, input related data, and develop a preventative maintenance plan for the city.
2. Assist in leading projects from conception through deployment, identifying schedules, scopes, budget estimations, and implementation plans, including risk mitigation.
3. Coordinate internal and external resources to ensure that projects adhere to scope, schedule, and budget.
4. Analyze project status and, when necessary, revise the scope, schedule, or budget to ensure that project requirements are achieved.
5. Establish and maintain relationships with relevant stakeholders, providing day-to-day contact on project status and changes.
6. Establish and maintain processes for managing scope during the project lifecycle, setting quality and performance standards and assessing risks.
7. Structure and manage integrated, performance databases for maintenance and construction projects.
8. Develop and maintain partnerships with third-party resources, including vendors, design professionals, and contractors.
9. Assign and monitor resources to ensure efficiency and maximize productivity.
10. Report project outcomes and/or risks to the appropriate management channels and escalate issues, as necessary, according to project work plan.
11. Perform maintenance or construction duties when required.
12. Perform any other related duties as required or assigned.
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty mentioned satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
EDUCATION AND EXPERIENCE
Knowledge of a specialized field (however acquired), such as basic accounting, computer, etc. Equivalent of four years in high school, plus night, trade extension, or correspondence school specialized training, equal to two years of college, plus 6 years related experience and/or training, and 3 years related management experience, or equivalent combination of education and experience.
COMMUNICATION SKILLS
Ability to read and understand documents such as policy manuals, safety rules, operating and maintenance instructions, and procedure manuals; ability to write routine reports and correspondence. ability to effectively communicate information and respond to questions in person-to-person and small group situations with customers, clients, general public and other employees of the organization.
MATHEMATICAL SKILLS
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to prepare and interpret bar graphs.
CRITICAL THINKING SKILLS
Ability to solve practical problems and deal with a variety of known variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, or diagram formats.
REQUIRED CERTIFICATES, LICENSES, REGISTRATIONS
Not indicated.
PREFERRED CERTIFICATES, LICENSES, REGISTRATIONS
Not indicated.
SOFTWARE SKILLS REQUIRED
Basic: Alphanumeric Data Entry, Database, Spreadsheet, Word Processing/Typing
INITIATIVE AND INGENUITY
SUPERVISION RECEIVED
Under direction where a definite objective is set up and the employee plans and arranges own work, referring only unusual cases to supervisor.
PLANNING
Considerable responsibility with regard to general assignments in planning time, method, manner, and/or sequence of performance of own work, in addition, the work operations of a group of employees, all performing basically the same type of work.
DECISION MAKING
Performs work operations which permit frequent opportunity for decision-making of minor importance and also frequent opportunity for decision-making of major importance, either of which would affect the work operations of small organizational component and the organization's clientele.
MENTAL DEMAND
Close mental demand. Operations requiring close and continuous attention for control of operations. Operations requiring intermittent direct thinking to determine or select the most applicable way of handling situations regarding the organization's administration and operations; also to determine or select material and equipment where highly variable sequences are involved.
ANALYTICAL ABILITY / PROBLEM SOLVING
Oversight. Activities covered by expansive policies and objectives, and oversight as to execution and review. High order of analytical, interpretative, and constructive thinking in varied situations covering multiple areas of the organization.
RESPONSIBILITY FOR WORK OF OTHERS
Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities may include but not limited to interviewing, hiring and training employees; planning, assigning and directing work; appraising performance, rewarding and disciplining employees; addressing complaints and resolving problems.
Supervises a small group (1-3) of employees in the same or lower classification. Assigns and checks work; assists and instructs as required, but performs same work as those supervised, or closely related work, most of the time. Content of the work supervised is of a non-technical nature and does not vary in complexity to any great degree.
Supervises the following departments: Facilities
RESPONSIBILITY FOR FUNDS, PROPERTY and EQUIPMENT
Occasionally responsible for organization's property where carelessness, error, or misappropriation would result in moderate damage or moderate monetary loss to the organization. The total value for the above would range from $5,000 to $150,000.
ACCURACY
Probable errors would not likely be detected until they reached another department, office or patron, and would then require considerable time and effort to correct the situation. Frequently, possibility of error that would affect the organization's prestige and relationship with the public to a limited extent, but where succeeding operations or supervision would normally preclude the possibility of a serious situation arising as a result of the error or decision.
ACCOUNTABILITY
FREEDOM TO ACT
Directed. Freedom to complete duties as defined by wide-ranging policies and precedents with mid to upper-level managerial oversight.
ANNUAL MONETARY IMPACT
The amount of annual dollars generated based on the job's essential duties / responsibilities. Examples would include direct dollar generation, departmental budget, proper handling of organization funds, expense control, savings from new techniques or reduction in manpower.
Very small. Job creates a monetary impact for the organization up to an annual level of $100,000.
IMPACT ON END RESULTS
Modest impact. Job has some impact on the organizations end results, but still from an indirect level. Provides assistance and support services that facilitates decision making by others.
PUBLIC CONTACT
Frequent contacts with general public, patrons, or other outside representatives, wherein the manner of handling these contacts has a bearing on the organization's position and operation.
EMPLOYEE CONTACT
Contacts with other departments or offices and also frequently with individuals in middle level positions; consulting on problems which necessitate judgment and tact in presentation to obtain cooperation or approval of action to be taken. Also, important contacts with associates as required in advanced supervisory jobs.
USE OF MACHINES, EQUIPMENT AND/OR COMPUTERS
Regular use of complex machines and equipment (desktop/laptop computer and software, road and production machines and equipment, driver's license/cdl, etc.)
WORKING CONDITIONS
Outside or inside working environment, wherein there are potential hazardous working conditions and life-threatening situations exist (fire, chemicals, electrical sources, heights, dangerous people, etc.) part of the time.
ENVIRONMENTAL CONDITIONS
The following work environment characteristics described here are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the functions of this job, the employee is frequently exposed to work near moving mechanical parts, fumes or airborne particles, outdoor weather conditions; and occasionally exposed to work in high, precarious places, toxic or caustic chemicals, wet or humid conditions, vibration. The noise level in the work environment is usually loud.
PHYSICAL ACTIVITIES
The following physical activities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and expectations.
Moderate diversity, low physical. Work activities which allow for a moderate amount of diversity in the performance of tasks which are not as varied as those positions with high-level diversity and decision-making.
While performing the functions of this job, the employee is regularly required to walk, use hands to finger, handle, or feel, reach with hands and arms, talk or hear; and frequently required to stand, climb or balance, stoop, kneel, crouch, or crawl; occasionally required to sit, taste or smell. The employee must occasionally lift and/or move up to 100 pounds; frequently lift and/or move up to 25 pounds; regularly lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision; distance vision; color vision; peripheral vision; depth perception; and ability to adjust focus.
ADDITIONAL INFORMATION
Required skills and qualifications
- Three or more years of project management experience
- Experience with project management software
- Strong attention to deadlines and budgetary guidelines
- Proven success working with all levels of management
- Strong written and verbal communication skills
- Excellent presentation skills
Preferred skills and qualifications
- Experience in design software
- Experience in coaching project team members to strengthen their abilities and skill sets