Facilities Services Supervisor

J  o  b    D  e  s  c  r  i  p  t  i  o  n

Job Information

Title:

Facilities Services Supervisor

Market Range:

MR17

Approved Date:

3/3/2021 8:02:34 AM

FLSA:

Non-Exempt

EEO Code:

SKILLED CRAFT WORKERS

Career Level:

M1

Career Level Description:

Management Level 1

Job Code:

100361

Job Family:

Facilities and Fleet Management

Sub Family:

Facilities Services

Primary Purpose

Supervises and coordinates all aspects of delivery of facility services including custodial, pest control, window washing, solid waste, recycling, vending, bio-hazard waste, and other specialty services as requested in county buildings. Provides administrative support to maintain records, track data, reconcile invoices, maintain inventories, order materials and supplies, and prepare service schedules. Maintains, enters and distributes information on repairs and requests with GSA's Computerized Maintenance Management System (CMMS). Directs and coordinates planning and scheduling of all special project work. Inspects facilities for cleanliness and compliance with contract specifications and department standards and goals. Inspects and audits facilities on a scheduled rotation to evaluate the level and quality of cleanliness, staffing, equipment, chemicals, supplies, and procedures used in county facilities. Coordinates and interfaces with contract personnel in the delivery of facility services. Meets with building customers to confirm appropriate delivery of services.

•

Manages contracts and serves as the Contract Administrator for all service contracts. Conducts facility audits and inspections to document the conditions within the facilities. Documents the inspections within a database and per the frequencies specified in the contract specifications. Meets with contractors on a frequent basis to manage contract services within the scope project specifications. Monitors contract expenses on a monthly basis and communicates with the contractor routinely.

1

30%

•

Receives, assigns and completes work orders and updates status and cost information within the CMMS database. Plans and supervises contract work associated with service requests. Inspects work sites for quality control, quality assurance, and completion per project specifications and department standards. Tracks and records work order labor, material costs, and other relative data.

2

30%

•

Meets with the building reps and customers to review service delivery to insure quality customer service is provided. Attends building committee meetings as scheduled and needed to receive input on service delivery. Facilitates positive, service-oriented relationships between contract workers and building occupants.

3

20%

•

Completes administrative tasks in support of program services, contract supervision, work order management, and special projects. Completes time sheets and material requisitions. Processes invoices and credit card transactions in accordance with departmental requirements and county policy. Generates tracking reports, project estimates, material lists, and other supporting documents and reports as needed. Maintains equipment inventory to include maintenance and service records. Prepares advanced documentation to assist with budget management, policy development and application, reporting and data management, and project coordination with contractors and vendors. Enters required data in the Facility Cost Database on a monthly basis to keep the database current.

4

10%

•

Plans, schedules and completes special project work to support divisional programs and work order management. Reviews plans and specifications to insure project meets county standards, local ordinances and applicable codes. Inspects work sites for quality control, quality assurance and compliance with project specifications. Coordinates work with designers, contractors and other stake holders.

5

10%

Position(s) may perform other duties in addition to the above as assigned by management.

•

Responds to adverse weather events and emergency response operations as required for essential employees. Cleans up and restores county properties after damage due to natural events, civil protests or other unplanned events.

*IMPORTANT* In the event of an emergency, as determined by the County Manager or designee, participation in preparedness and response operations should be expected. Employee may be required to fill a temporary assignment in a role different from standard duties, work hours and/or work location in preparation for, during and after the emergency. Employee may also be required to participate in relevant exercises and regular preparedness training.

Career Level Dimensions

Career Level:

M1

Career Level Description:

Management Level 1

•

Plans and establishes operational objectives for a team of support employees within a Work Group.

•

Typically does not have budget accountability but may manage day-to-day elements of the budget (e.g., overtime for staff).

•

Responsible for making basic improvements to processes, systems or standards to enhance performance of the Work Group or team.

•

Communicates within and outside the Work Group.

•

Explains policies, practices, and procedures and may justify and gain cooperation of other parties.

•

Supervises support roles. Leads, directs and reviews the work of team members in order to accomplish operational plans and results.

•

Has hiring, firing, promotion, performance and rewards decisions for direct reports.

•

Understands basic management approaches such as work scheduling, prioritizing, coaching and process execution. Typically requires advanced knowledge of job area typically obtained through advanced experience.

Qualifications

•

High school diploma or GED

•

Seven years of job-related experience

•

Valid Driver's License and "safe" driving record

•

Equivalent education and experience are accepted

•

Associate's Degree

Facility management and maintenance or related field

•

5 Years

Facility management experience

And

•

5 Years

Contract management experience

•

Ability to coordinate and deliver a wide range of facility services.

•

Ability to track and manage multiple projects at one time.

•

Ability to communicate detailed information effectively to multiple parties at all levels of the organization with tact and diplomacy.

•

Ability to inspect facilities with a high degree of attention to detail and document results.

•

Advanced computer skills to organize, maintain, track and manage all required information data and generate reports.

•

Knowledge of work place safety practices and PPE to conform with OSHA requirements.

•

Ability to demonstrate a high level of dependability in all aspects of the job.

•

Strong interpersonal skills with the ability to develop and maintain cooperative working relationships with others. 

•

Ability to manage and supervise contractors.

•

Ability to exercise significant judgment and discretion in applying and interpreting policies and procedures.

An individual must be able to perform each essential duty satisfactorily to perform this job successfully. The requirements listed above 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.

Competencies

Adaptability & Flexibility

Changes behavioral style or method of approach when necessary to achieve a goal; adjusts style as appropriate to the needs of the situation. Responds to change with a positive attitude and a willingness to learn new ways to accomplish work activities and objectives.

Attention to Detail

Thoroughness in accomplishing a task through concern for all the areas involved, no matter how small. Monitors and checks work or information and plans and organizes time and resources efficiently.

Initiative

Does more than is required or expected in the job; does things that no one has requested that will improve or enhance products and services, avoid problems, or develop entrepreneurial opportunities. Plans ahead for upcoming problems or opportunities and takes appropriate action.

Customer Service

Balances interests of a variety of clients, and readily readjusts priorities to respond effectively to pressing and changing demands for information, advice and assistance.  Anticipates and meets the needs of clients; achieves quality end products; and commits to continuous improvement of services.

Quality Assurance

Produces results or provides service that meets or exceeds organizational standards. May audit the work of others to ensure quality standards are met.

Fiscal Accountability

Follows fiscal guidelines, regulations, principles, and standards when committing fiscal resources or processing financial transactions. Understands the organization's financial processes.  Prepares, justifies, and administers the program or project budget. Oversees procurement and contracting to achieve desired results. Monitors expenditures and uses cost-benefit thinking to set priorities. 

Coaching & Mentoring

Works to improve and reinforce performance of others. Facilitates their skill development by providing clear, behaviorally specific performance feedback, and making or eliciting specific suggestions for improvement in a manner that builds confidence and maintains self-esteem.

Integrity

Act with honesty, transparency and respect in our interactions with co-workers and those we serve. Adhere, without exception, to laws, policies, procedures and professional standards.

Accountability

Establish high-quality standards for work. Add value. Measure results and hold self and others accountable for making progress toward desired outcomes. Take a logical and data-driven approach to decision-making.

Diversity

Believe that different backgrounds and experiences strengthen the organization and produce better results. Value inclusion across race, gender, age, religion, identity and experience, and strive to reflect in our workforce the diversity of our community.

Collaboration

Foster a work culture in which different ideas and opinions are encouraged and expected. Listen carefully and speak thoughtfully. Work together toward shared goals with mutual respect and cooperation.

Continuous Improvement

Continuously improve work processes and products. Provide a safe environment to be innovative and creative and try new things. When things don't go as planned, use it as an opportunity to learn, regroup and begin again. Provide time and resources for individuals to grow and develop both personally and professionally.

Wellness

Take proactive steps to be physically fit and healthy, emotionally strong, financially secure and socially fulfilled, while inspiring and empowering others to do the same.

Service Orientation

Commit to making a difference within the community. Actively engage in and enjoy our work. Deliver services that exceed expectations, with courtesy, politeness and sensitivity to the experiences, concerns and feelings of all co-workers and customers.

ADA Checklist

The physical demands 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

Standard ADA Selection:

All Others

Standing

X

Walking

X

Sitting

X

Lifting/Carrying 0-10 pounds

X

Lifting/Carrying 10-20 pounds

X

Lifting/Carrying 20-50 pounds

X

Lifting/Carrying 50-100 pounds

X

Pushing

X

Pulling

X

Climbing

X

Balancing

X

Stooping

X

Kneeling

X

Crouching

X

Crawling

X

Reaching

X

Handling

X

Grasping

X

Fingering

X

Feeling

X

Talking

X

Hearing

X

Visual Perception

X

Repetitive Motions

X

Eye/Hand/Foot Coordination

X

Memorization/Concentration

X

Learning/Knowledge Retention

X

Preparing/Analyzing Numerical Figures

X

Use of Interfaced Commmunication Devices (Phone, Computer, Radio etc.)

X

Analyzing/Examining/Testing Data

X

Emotional/Behavioral Self-Regulation

X

Interacting with Others

X

High Stress Situations

X

Dangerous Situations

X

Emergency Situations

X

Incarcerated Individuals

X

Combative Individuals

X

Animals

X

Comprehension

X

Organization

X

Decision Making

X

Comprehension

Understand and apply non-routine verbal and/or written instructions

Organization

Organize and prioritize the work schedules of others to manage multiple tasks and/or projects

Decision Making

Make decisions that have an impact on the immediate work unit's operations and/or services

Communication

Communicate and explain a variety of information

Extreme cold

X

Extreme heat

X

Humid

X

Wet

X

Noise

X

Hazards

X

Temperature Change

X

Atmospheric Conditions

X

Vibration

X

Computers/Monitors

X

Extreme Darkness

X

Extreme Brightness

X

Radiation

X

Chemicals/Hazardous Waste

X

Gases/Gas Leaks

X

Electrical Hazards

X

Acidid or Harsh Substances

X

Infectious Bacteria/Viruses

X

Infectious Diseases

X

Blood-Borne Pathogens

X

Fumes/Airborne Particles

X

Allergens (variety)

X

Confined Spaces

X

High or Precarious Places

X

Ladders/Step Stools

X

Moving Mechanical Parts

X

Operating Vehicle

X

Operating Light Equipment

X

Operating Heavy Equipment

X