DEFINITION
Provide a productive and safe working environment and related services to all employees, while protecting NCPA's investment in building, grounds and contents. Responsible for the administration, maintenance and control of the main office facilities and equipment and NCPA’s disaster recovery facility, including but not limited to the building and grounds, HVAC system, telecommunications, surveillance equipment and building access control system, office machines, furniture and equipment, lease negotiations, and landlord interface.
SUPERVISION RECEIVED AND EXERCISED
This job has no supervisory responsibilities.
EXAMPLES OF ESSENTIAL DUTIES
- Prepare, monitor and control annual budget for building and equipment throughout the year.
- Prepare and review monthly/quarterly management reports related to Facilities Management.
- Analyze and resolve problems with employees concerning facilities, furniture and equipment.
- Develop and implement goals, objectives, policies and procedures relative to the Facilities Management areas of responsibility.
- Manage the systems and supplier resources associated with security access and surveillance, HVAC, office equipment and furniture, telecommunications, and building and landscaping maintenance.
- Manage vendor performance in accordance with contract terms and conditions; handle day-to-day contract maintenance; approve invoices.
- Plan, organize and manage operation of the Agency telecommunication systems, interfacing with the Information Technology Division, as necessary.
- Analyze nature of emergency and course of action for problems with building or equipment during and outside normal working hours.
- Perform cost/benefit analysis for services and equipment; procure outside services and equipment on informal and formal bid basis.
- Schedule repairs for equipment, monitor usage, analyze need for replacement equipment, furniture, capital improvements to facilities.
- Ensure NCPA’s disaster recovery facility is maintained and ready for use in the event of a need to failover 24 x 7 energy operations.
- Initiate requests for proposals, review and evaluate bids, negotiate final contract terms and conditions, prepare staff reports and present proposal to commission for contract award on formal bids.
- Create forms and procedures for maintaining information, i.e., telephone system requests for service and maintenance, file archive and retrieval services, card access security system, and all service contracts.
- Develop short and long-range facility plans including occupancy planning space forecasting and space allocation.
- Oversee facility improvement projects using contracted resources and ensure compliance with all environmental regulations and codes.
- Manage moves of personnel, including furniture layouts and workstation arrangements.
- Administer the product procurement and installation of ergonomic solutions for workstations and offices.
- Administer disposal of used, surplus equipment according to policy.
- Participate as Site Transportation Systems Management Coordinator (TSM) representing NCPA with the City of Roseville.
- Attend and participate in the NCPA Safety Committee meetings with responsibility for facility safety, inspections, fire safety equipment, and employee safety training.
- Review, interpret and discuss facilities operations with the General Manager, management and staff as required.
- Develop and administer training on equipment and services relative to the facilities, i.e., telephone, copiers and security equipment.
- Manage records retention and off-site storage programs. Coordinate cell phone plans/service for staff.
- Serve as headquarters Safety Officer (including ergonomics), responsible for OSHA compliance.
- Coordinate building events, e.g., fire drills, blood drives, etc.
MINIMUM QUALIFICATIONS
Knowledge of:
- General construction trades and tools including electrical, plumbing, HVAC, wood construction, etc. Technical and practical understanding of facilities management, e.g., HVAC, plumbing, electrical, fire and safety equipment. Ability to read architectural drawings. Knowledge of standard project scheduling techniques.
- Current laws affecting facility maintenance e.g., safety, indoor air quality (IAQ) issues, fire codes. Knowledge of current building codes. Knowledge of City of Roseville building practices requirements for permits, planning and review of construction activities.
Ability to:
- Troubleshoot building issues (electrical, plumbing, HVAC, etc.) and perform minor repairs. Assess issues and engage necessary vendors to perform needed construction, repair, support and/or general maintenance activities.
To perform the job successfully, an individual should demonstrate the following competencies:
Analytical - Synthesizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data; Designs work flows and procedures.
Design - Generates creative solutions; Translates concepts and information into images; Uses feedback to modify designs; Applies design principles; Demonstrates attention to detail.
Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
Project Management - Develops project plans; Coordinates projects; Communicates changes and progress; Completes projects on time and budget; Manages project team activities.
Technical Skills - Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.
Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.
Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.
Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed.
Change Management - Develops workable implementation plans; Communicates changes effectively; Builds commitment and overcomes resistance; Prepares and supports those affected by change; Monitors transition and evaluates results.
Leadership - Exhibits confidence in self and others; Inspires and motivates others to perform well; effectively influences actions and opinions of others; Accepts feedback from others; Gives appropriate recognition to others.
Quality Management - Looks for ways to improve and promote quality; Demonstrates accuracy and thoroughness.
Business Acumen - Understands business implications of decisions; Displays orientation to profitability; Demonstrates knowledge of market and competition; Aligns work with strategic goals.
Cost Consciousness - Works within approved budget; Develops and implements cost saving measures; Contributes to profits and revenue; Conserves organizational resources.
Diversity - Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences.
Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.
Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity.
Strategic Thinking - Develops strategies to achieve organizational goals; Understands organization's strengths & weaknesses.
Judgment - Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.
Motivation - Sets and achieves challenging goals; Demonstrates persistence and overcomes obstacles; Measures self against standard of excellence; Takes calculated risks to accomplish goals.
Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.
Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.
Quantity - Meets productivity standards; Completes work in timely manner; Strives to increase productivity; Works quickly.
Safety and Security - Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe condition. Uses equipment and materials properly.
Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.
Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.
Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.
Initiative - Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed.
Innovation - Displays original thinking and creativity; Meets challenges with resourcefulness; Generates suggestions for improving work; Develops innovative
approaches and ideas; Presents ideas and information in a manner that gets others' attention.
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below 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. Position requires the ability to operate independently and proactively. Proficiency in use of Microsoft Office applications, ability and willingness to use common hand tools and perform hands-on work is highly desired.
Education and/or Experience
Bachelor's degree (B. A.) from four-year College or university; or four years facility maintenance and building operations related experience and/or training; or equivalent combination of education and experience. Certified Facility Manager (CFM) designation desired.
Language Skills
Ability to read, analyze, and interpret common scientific and technical journals, financial reports, and legal documents. Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community. Ability to write speeches and articles for publication that conform to prescribed style and format. Ability to effectively present information to top management, public groups, and/or boards of directors.
Mathematical Skills
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.
Reasoning Ability
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Computer Skills
Proficient personal computer skills including electronic mail, recordkeeping, routine database activity, advanced work processing, spreadsheets, graphics, etc.
Certificates, Licenses, Registrations
Valid California Driver's License and Insurance.
Physical Demands
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.
While performing the duties of this Job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear. The employee is occasionally required to walk; reach with hands and arms and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision and ability to adjust focus.
Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.
EOE
