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Facilities Manager, Departmental

Salary: N/A

DEFINITION: Under general direction, plans, organizes, directs, and manages departmental facility services, including building maintenance and repair, space allocation, contract administration, purchasing, emergency preparedness, and/or safety programs; and performs related duties as required.

DISTINGUISHING CHARACTERISTICS: Facilities Manager, Departmental is a mid-level management classification responsible for managing department-wide facility services and related programs. This classification is found in large County departments often having co-located facilities with other departments and agencies, who have facilities management needs in excess of those provided by the County's General Services Department. This classification is distinguished from Facilities Manager by the latter's responsibility for providing facilities management services to all County departments.

EXAMPLES OF DUTIES:

1. Plans, organizes, prioritizes, and directs departmental facility maintenance and repair activities; conducts inspections of departmental facilities; creates and implements long-term departmental capital project plans; and manages the repair and replacement of office furniture and equipment.
2. Prioritizes and allocates work space among various staff and divisions; coordinates facility remodels and work space design; coordinates and makes decisions regarding the effective utilization of furniture and equipment in all department facilities; and makes recommendations to senior management on proposed facility locations.
3. Determines guidelines for and negotiates terms and conditions of facility and service contracts, leases, grants, and related financial agreements; evaluates Request for Proposals (RFPs); awards and monitors related contracts, leases, and financial agreements for compliance with terms and conditions; ensures that contracts integrate with stated department goals; and resolves contract disputes.
4. Develops and implements directly or through subordinate staff, policies, procedures, and processes to ensure efficient, safe, and fiscally responsible purchasing practices; consults with executive staff and other managers to ensure purchasing operations integrate with departmental goals; develops and monitors purchasing performance measures; reviews and approves requests to purchase major items; and prepares written purchasing policies, correspondence, and reports.
5. Acts as departmental safety officer; ensures compliance with all health code and CAL OSHA workplace safety requirements; consults with safety committees to identify safety concerns and implement preventative procedures; writes safety policies and procedures; and takes corrective action for safety violations directly or through coordination with other managers.
6. Acts as department emergency preparedness coordinator; creates, implements, and monitors department emergency action plans and policies; consults and coordinates with Office of Emergency Services to maintain current emergency readiness; coordinates emergency response training; and conducts emergency drills.
7. Supervises support staff responsible for facilities administration and related services; interviews, selects, and trains staff, sets performance standards and evaluates staff; reassigns staff resources to meet division goals and objectives; and participates in disciplinary actions.
8. Develops and administers annual budget for assigned unit(s); monitors budget expenditures; analyzes staffing and expenditure requests; and recommends reallocation of funds to adjust for unanticipated costs.

EMPLOYMENT STANDARDS:

1. Possession of a bachelor's degree in business or public administration or closely related field; and, two years journey-level experience providing facilities administration and safety or emergency preparedness services, including one year of supervisory experience; or,
2. one year experience as a Departmental Analyst, Program with the County of Santa Barbara that included facilities administration, safety or emergency preparedness services, and supervision duties; or,
3. a combination of training, education, and experience that is equivalent to one of the employment standards listed above and that provides the required knowledge and abilities.

Additional Qualifications: Possession of a valid California Class C Driver's License and availability for emergency response are required.

Knowledge of: principles and practices of facilities management, including building renovation, office design, space allocation, maintenance, and security; principles and practices of governmental purchasing and inventory control, including the preparation of estimates and bid specifications; principles and practices governing employee safety and emergency preparedness, including knowledge of the California Occupational Safety and Health Act; contract and lease terminology, procedures, and negotiations; basic budget development and monitoring; data collection and analysis techniques; basic math; supervisory practices; and performance management and evaluation techniques.

Ability to: develop and implement program goals, objectives, policies, and procedures; ensure program operations integrate with department operations as a whole; formulate long-range, strategic plans; implement programs directly and through subordinates; manage competing priorities effectively; discuss and resolve differences among multiple parties; analyze and project needs and costs; communicate effectively both verbally and in writing using correct grammar, punctuation, and spelling; collect and analyze data; make recommendations and independent decisions; project consequences of decisions; develop and evaluate bids and specifications; negotiate and monitor lease and contracts terms, service levels, and performance; develop and administer operating budgets; design floor space and facilities plans; read and interpret contracts and complex State and Federal laws and regulations; access and use personal computer applications including word-processing; perform basic mathematical calculations; work independently; establish and maintain effective working relationships with others; review, evaluate, and modify work methods; select, train, supervise, and evaluate staff; and plan, organize, and prioritize staff work assignments.


 



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