Facilities Specialist
Job Details
Experienced
Service Center (Marysville) - Marysville, WA
Full Time
High School
$5,744.27 - $7,926.53 Salary/month
Day
Government
Description

This position will remain open until sufficient qualified applicants are received. To ensure first consideration, please submit your online application by August 22, 2021.

 

Job Summary

The Facilities Specialist supports all activities related to the administration, implementation, coordination, recordkeeping, and management of contracted building and facilities maintenance services, processes, and projects, and will focus on contractor and vendor performance and compliance to ensure all contractual terms are fulfilled and met with a focus on quality services, best practices, and value.

Essential Duties

Functions listed are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this job.

  1. Assist the Facilities Manager in all aspects of facilities functions, operations, services, and projects.
  2. Support the Facilities team with external contracts, contacts, scheduling, and communications.
  3. Manage the baseline services contracts in conjunction with their assigned contractors and vendors.
  4. Coordinate responsibilities of all Facilities related projects; quality, costs, schedule, and value.
  5. Maintain Visio space plans; update, edit, modify CAD plans as directed or requested by project.
  6. Assist facilities team in locating services, materials, resources, and fulfilling requirements as needed.
  7. Prepare, edit, modify, and maintain bid documents and other bid information or contract documents.
  8. Assists with identifying and budgeting expense and capital projects based on building requirements.
  9. Primary contact for ensuring all equipment inventory databases are complete and accurate.
  10. Manage and implement FFE standards, make adjustments as needed in support and facilitation of the library systems goals and requirements while demonstrating best value and stewardship of resources.
  11. Manage and develop conservation and sustainability programs; create communications and reports.
  12. Draft, edit, modify, and maintain all Facilities bid documents and other bid information or contract documents.
  13. Act as the primary ITASC system coordinator for the Facilities team; receive and assign all work requests, create purchase orders, enter additional details as needed, provide overall system support.

Additional Duties and Responsibilities

  1. Train new staff and contractors on the essential use of systems and processes as needed.
  2. Attends meetings, training, and workshops as assigned when needed.
  3. Manage projects or processes; assist with major repairs and installations as required.
  4. Respond on-call 24/7 to emergencies or urgent requests for services immediately upon notification.
  5. Work at regional libraries or off site locations; conduct required contractual and routine site inspections monthly.
  6. Performs other duties as required.

Supervision

This position reports to the Facilities Manager. Supervision is not a regular part of this position.

Knowledge, Skills, and Abilities

  1. Thorough knowledge of business practices, project terms, financial terms, processes, and principles.
  2. Fundamental knowledge and experience with working in a facilities and construction environment.
  3. Basic understanding of skilled labor trades, terms, power tools, building systems, and vocabulary.
  4. Strong working knowledge of Microsoft Office programs; Excel, Word, Visio, PowerPoint and Outlook.
  5. Strong oral and written communication skills; as well as strong organizational and analytical skills.
  6. Ability to perform simple business math calculations; analyze data, create reports and charts.
  7. Ability to understand and carry out general instructions in facilities and business situations.
  8. Ability to solve problems and respond in a calm reasonable rational manner in all situations.
  9. Ability to comprehend and interpret instructions, correspondence, and memos; ask clarifying questions to ensure understanding and minimize misunderstandings.
  10. Ability to write and create routine reports, correspondence, and formal letters.
  11. Ability to respond to common inquiries or complaints from customers, co-workers, and supervisor.
  12. Ability to effectively present information to a group of diverse audiences, such as a group of employees or internal departments and vendors.
  13. Ability to multitask effectively, reprioritize tasks constantly based on the ever changing facilities needs and daily situational awareness of necessary tasks and human factors such as safety and health. 
  14. Ability to work under stress with distractions to meet deadlines and needs with minimal supervision.
  15. Ability to learn facilities and construction related terms, trades, activities, requirements, and systems.
  16. Ability to respond to situations and issues outside of normal working hours as needed during a work place crisis depending on the requirements for specific information and tasks relative to this job.
  17. Ability to work cooperatively and maintain effective interpersonal skills with the public and co-workers.

Education and Experience

Two of the following:

  1. High School diploma or G.E.D. and Associates Degree or technical degree, with a minimum of three years of experience in facilities management or a related field.
  2. Bachelor's Degree in facilities management, construction management, architecture, business, engineering, finance, environmental, science, interior, or technical design; or a related field, and one year of experience in facilities management or a related field.
  3. A two-year technical college degree in a related field and three years of experience in facilities management or a related field.
  4. Three years or more of facilities, construction management, project management, or related services experience required or an equivalent combination of technical training and related experience, preferably in a public works, local or state government, or education institution position.
  5. Certification and credential in Facilities Management (CFM, FMP, SFP) from the International Facilities Management Association (IFMA), an FMA certification and credential from the Building Owners and Managers Association (BOMA),  or certification in Project Management (CAPM, PMP) by the Project Management Institute (PMI).

Physical and Environmental Conditions

The physical demands described here are representative of those that must be met by a staff member to perform the essential functions of this job successfully. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the incumbent is required to move about building interiors and exteriors with varying terrains, operate personal computers and office equipment, identify files and library materials based on small-print numbers and alphabetical characters, operate manual and power tools, and perform roof inspections. An incumbent may occasionally move objects such as boxes and building materials.

The work of incumbents is carried out in outdoor and indoor locations including construction areas and loading docks and may be affected by weather conditions. There is frequent interpersonal contact with city staff, contractors/vendors and co-workers. These contacts and situations are deemed to be generally safe and free of undue stress, and require the incumbent to be cordial and helpful in working with others.

An incumbent is expected to occasionally travel to the various community libraries in the District to respond to the library’s facility needs. To accomplish this travel, the incumbent must be able to drive and hold a valid Washington State driver's license or to arrange independently for such travel. In order to accommodate operational needs, the incumbent may be required to work varying hours and days.

The following supplemental questions will be asked during the application process:

  1. What specific training, experience and certifications do you have that would be relevant to a facilities specialist position?
  2. In your experience, what is the key to ensuring your company was compliant with all laws, regulations and standards that were applicable to your area of responsibility?
  3. Describe your experience coordinating work or activities with a variety of vendors or people. Include how you scheduled the activities and ensured the work was done in a timely manner.
  4. Describe your experience managing a project which included solicitation process for contractors. Provide a list of projects you have managed.

 


The above job description is not intended as, nor should it be construed as, exhaustive of all responsibilities, skills, efforts, or working conditions associated with this job.

This and all Sno-Isle Libraries' positions are subject to transfer.

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