Facilities Manager

"Applicants must be currently authorized to work in the United States on a full-time basis."

Position Overview

Salary Range: $97,036.78 - $123,815.95/annually. Salary reflects Step 1 and Step 6 of a 7-step pay scale. Salary at hiring will be dependent upon the applicant's education, experience, and training.

Work Schedule: Monday - Friday, 8:00 a.m. - 5:00 p.m.

Job Summary:
The facilities manager supervises, manages, directs and coordinates the maintenance, repair, alteration and construction of city buildings and grounds with the goals of protecting the city’s investment in its facilities and providing an appropriate physical environment for city employees and the public.

Scope of Responsibility:
Applies professional/managerial principles and judgment, within the overall direction established by senior management. Performs advanced troubleshooting or analysis; uses judgment to select from multiple known alternatives. Failures and successes impact the department or functional operations, with moderate financial impact on the overall organization. Requires regular interaction to communicate or negotiate important agreements, requiring considerable tact, sense of timing and the ability to engender trust, plus sensitivity to diverse audiences, where relationships involve cooperation within the overall organization and/or directly interfacing with individual customers or vendors.

Essential Duties and Responsibilities

Supervision

• Selects, trains, motivates, and evaluates Facility Services Division personnel; provides or coordinates staff training; works with employees to correct deficiencies; implements discipline and termination procedures.
• Plans, directs, and coordinates, the Facility Services Division's work plan; meets with staff to identify and resolve problems; assigns projects and programmatic areas of responsibility; reviews and evaluates work methods and procedures.

• Participate in assuming management responsibility for the Facilities Division programs, services and activities
• Manage and participate in the development and implementation of goals, objectives, policies, and priorities for assigned programs; recommend, within policy, appropriate services and staffing levels; recommend and administer policies and procedures.
• Continuously monitor and evaluate the efficiency and effectiveness of service delivery methods and procedures; assess and monitor workload, administrative and support systems, and internal reporting relationships; identify opportunities for improvement and review; direct the implementation of improvements.
• Conduct a variety of organizational studies, investigations, operational studies and special projects including manpower, material, and equipment utilization studies.
• Participate on a variety of boards and commissions; attend and participate in professional group meetings; stay abreast of new trends, innovations, and regulations.
• Respond to and resolve difficult and sensitive inquiries and complaints.
• Represents the Facility Services Division to other City departments, elected officials and outside agencies; explain and interpret Facility Services Division programs, policies, and activities; negotiates and resolves sensitive, significant and controversial issues.
• Coordinates Facility Services Division activities with those of other departments and outside agencies and organizations; provides staff assistance to the Deputy City Administrator; prepares and presents staff reports and other necessary correspondence.
• Responsible for coordination of city building/facility services and activities including construction coordination and building maintenance management.
• Create and maintain a preventative maintenance program for city buildings. Works closely with customer departments, contractors, and other persons to maintain or update electrical, plumbing, heating, ventilation, air conditioning, energy conservation, and other systems at city buildings/facilities. Acts as the primary customer service for facility tenants, where applicable.
• Ascertain present and future needs, in coordination with departments, for current and additional city buildings/facilities; coordinate long-term plans to meet these needs including the budgetary requirements.
• Directs, oversees and participates in developing the division work plan, policies and procedures, schedules and methods for cleaning and maintaining the city’s facilities and grounds.
• Coordinate and manage the lease of facilities for city use.
• Inspects work in progress and completed work of employees and contractors for accuracy, techniques, compliance with standards and specifications, quality and completeness. Coordinates work with facility occupants, other departments, governments and the public.
• Manages security arrangements for buildings and grounds.
• Manages energy usage for buildings and grounds.

• Manages and participates in the development and administration of the Facility Services Division budget; forecasts additional funds needed for staffing, equipment, materials, and supplies; monitors and approves expenditures; preps and implements budgetary adjustments as necessary.
• Participates in the Capital Improvement Plan process as related to facilities and administers these budgets.
• Plans and procures appropriate materials, supplies and other resources necessary for maintenance projects within the applicable purchasing policies.
• Prepares and retains the necessary records and reports on projects, on-going work, building additions/construction, personnel, material usage, equipment, fees and costs.
• Prepares requests for qualifications and proposals from design professionals and requests for bids from contractors; assists in selecting qualified firms; and monitors the work of the selected firms to assure compliance with contracts and quality demands.

Qualifications and Skills

Required Qualifications and Skills:

• Bachelor degree from an accredited school or college with major course work in engineering, building maintenance technology or infrastructure, business administration or a related field

• Eight (8) years of experience in engineering, building maintenance technology or infrastructure, business administration or a related field

• Five years of property management, building maintenance or construction management experience at a level sufficient to satisfy essential qualifications

• Two (2) years of supervisory experience
• Must be able to pass a Federal fingerprint based criminal background check.
• A valid Montana driver’s license is required or the ability to obtain within thirty (30) days of employment.

Physical Demands and Working Conditions

Working conditions require moderate physical effort, moving between 5 and 25 pounds, where effort is intermittent and less than 15% of the time. Work requires high attention to detail or deadlines where effort is occasional and between 15% and 45% of the time. A typical workday involves exposure to one disagreeable element present, in moderate intensity, on an intermittent basis (less than 15% of the time). Frequent driving is required.

Some requirements in this job description may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees. All requirements are subject to modification to reasonably accommodate individuals with disabilities.

Requirements are representative of minimum levels of knowledge, skills, and experience required. To perform this job successfully, the worker must possess the abilities and aptitudes to perform each duty proficiently.

This document does not create an employment contract, implied or otherwise. The City retains the discretion to add duties or change the duties of this position at any time.