GENERAL STATEMENT OF JOB
This classification will provide leadership and to plan, organize, direct, and review the activities and operations of the Facilities Maintenance and Facilities Services Department, its management, staff and functions, including general, grounds, site, building, HVAC, electrical, plumbing maintenance, preventive maintenance & repairs, janitorial services, office layout and interior design, and building security, and other general site service programs and activities; and perform other duties as required at the direction of the General Services Director, City Manager, Deputy or Assistant City Manager or their designee.
Essential Functions
SPECIFIC DUTIES AND RESPONSIBILITIES
- Supports the General Service Director to create and implement an annual and five-year Comprehensive Master Plan for the development of all projects under the General Services Department with emphasis on public health, safety, and welfare.
- Develop and implement strategic plans for the maintenance, repair, and improvement of city facilities. Align department goals with the city’s overall strategic objectives.
- Assists the General Services Director to aid each division in preparing annual budgets for facility and renovation needs. Develops, and effectively monitors and manages the department’s budget, including forecasting, allocation, and monitoring of expenditures. Identify cost-saving opportunities and ensure fiscal responsibility.
- Assists in the review and maintenance of the General Services department's operating budgets; performs analyses on activities such as program requirements, cost projections, and work performances.
- Prepares and presents reports on the status of facilities projects, maintenance activities, and budget performance. Maintains accurate records and documentation for all facilities-related activities.
- Establishes and manages a comprehensive preventive maintenance program to extend the life of city assets and minimize downtime.
- Plans, directs and coordinates major facility projects, including office layout and interior design, building security enhancements, and other site service initiatives. Ensures projects are completed on time, within budget, and to specified standards.
- Mentors and encourages departmental management and staff and aids in the daily planning, direction, and evaluation of their activities.
- Reviews inventories on hand and in current use for operating divisions; prepares bid specifications as authorized under the Procurement Policy; oversees and directs the purchase of equipment and supplies as necessary.
- Supports the General Services Director with the preparation and maintenance of various reports such as property damage, inventory, equipment usage and maintenance expenditures, personnel, and payroll.
- Provides input on the use of departmental personnel equipment and materials for all assigned projects; creates and maintains planning and cost analyses for projects, programs, and activities or events involving the department.
- Conducts employee performance evaluations for subordinate supervisors and foremen; recommends appropriate corrective/or disciplinary actions by personnel policy and contracts, adhering to all EEOC requirements; coordinates with the Human Resources Department as needed; ensures compliance with various Human Resources rules and regulations, including City policies; communicates personnel actions to the General Services Director as necessary to maintain structure and discipline.
- Assists in strategic planning of new facilities, including capital projects; evaluates and prepares specifications for new equipment; plans and schedules maintenance and construction projects; and authorizes expenditures for equipment and supplies.
- Ensures all facilities-related activities adhere to safety protocols and regulatory requirements. Promotes a culture of safety within the department. Develops and implements emergency response plans for facilities-related incidents. Coordinates with emergency services and other city departments as necessary.
- Responds to emergencies, during and after work.
- Maintains a favorable working relationship with all employees to promote a cooperative and harmonious working environment to facilitate positive employee morale, improvement, and continued productivity; communicates clearly and directly with employees concerning performance expectations and accountability.
- Responsible for suggesting methods to improve area operations, processes, efficiency, and service to both internal and external customers.
- Prepares and reports all updates to the General Services Director as needed, but no less than monthly basis of the Department's activities, accomplishments, and potential goals.
- Assists the General Services Director to maintain the City Disaster Recovery Plan that ensures City facilities are equipped with emergency equipment and materials such as fire extinguishers, and emergency exit plans.
- Oversees contracts with external vendors for janitorial services, security, maintenance & repairs, and other outsourced services. Ensures vendor performance meets city standards and contract specifications.
- Serve as the primary point of contact for facilities-related matters. Work collaboratively with city officials, department heads, and external stakeholders to address facility needs and issues.
MINIMUM EDUCATION AND TRAINING
- Bachelor’s degree in Facilities Management, Engineering, Public Administration, Architecture, or a related field. A master’s degree is preferred.
- Minimum of ten years of progressively responsible experience in facilities management, including at least 5 years in a supervisory or managerial role.
- Project management and operational analytical analysis experience that includes budget operational analysis, researching, analyzing, and synthesizing data, as well as recommending solutions to problems related to administrative or program support functional areas, are highly preferred.
- Professional certifications in facilities management (e.g., CFM, FMP, SFP) are highly desirable.
- Proficiency in facilities management software and project management tools. Strong understanding of building systems, maintenance procedures, and regulatory compliance.
- Any equivalent combination of education, training, and experience that provides the requisite knowledge, skills, and abilities for this job and/or.
- 15 years of experience demonstrating the knowledge, skills, and leadership abilities to support the General Services Director in overseeing and managing facility maintenance, facility capital improvements, and facility support services (FFE, relocations, etc.) and/or
- Any combination of education and experience that would demonstrate the requisite knowledge, skills, and abilities required for this position
Minimum Qualifications And Standards Required
Knowledge, Skills, and Abilities:
The Ideal Candidate Thrives Upon The Success Of The Organization And The Department And Enjoys An Environment Where Collaboration Is Essential To Successful Project Delivery. As General Services Deputy Director, The Candidate’s Professional History Will Show The Following Desirable Competencies And Attributes
- Situational leadership skills with emphasis on coaching and mentoring direct reports and teammates.
- Strategic thinking and anticipating future challenges and trends related to department goals and initiatives.
- Experience in contract negotiation, administration, and proposal review for multidisciplinary projects.
- Experience leading a large and diverse facilities department through organizational change, continuous improvement, and business process improvement initiatives.
- Commitment to improving performance and customer service through metrics and analytics.
- Ability to prepare and deliver effective oral presentations and reports on complex issues and recommendations.
- Ability to exercise appropriate judgment, analyze and project consequences for decisions and/or recommendations.
- Interacts effectively with other governmental officials, boards, internal departments, citizen groups, special interest groups, peers, and/or members of the public in communicating a variety of department matters.
- Excellent verbal and written communication skills, with the ability to effectively convey information to a variety of audiences.
- Strong analytical and problem-solving abilities, with a focus on data-driven decision-making.
- Interpersonal Skills: Ability to establish and maintain effective working relationships with city officials, staff, contractors, and the public.
- Flexibility: Ability to adapt to changing priorities and work effectively under pressure.
- Performs other related duties as required by the General Services Director.
- Employees in this class may be required to attend City Council meetings and other meetings, which may require working early morning or evening hours.
- Performs other related duties as required.
Physical Requirements
The Deputy Director of Facilities Management will work in both office and field settings, requiring visits to various city facilities and sites. The role may involve exposure to varying weather conditions and the physical demands of inspecting and reviewing sites, buildings, systems, projects, and construction projects.
