Division Head, Facilities and Administration
This is managerial and administrative work planning and coordinating construction and maintenance activities. This involves primary supervision, direction and control of subordinates. Responsible for all areas of supervision pertaining to the buildings/fixed equipment.
Examples of Duties
- Plans, develops, and coordinates a comprehensive program for operation, maintenance, alteration, and repair of City buildings/fixed equipment. Examples of fixed equipment include, but are not limited to elevators, water fountains, etc.
- Responsible for meeting with all city departments to assess building/fixed equipment needs and formulate associated costs.
- Must prepare a prioritized budget to maintain infrastructure or to remove or replace any portion of it.
- Prepares contract specifications for services and for repair and alteration of facilities and any mechanical or fixed equipment.
- Reviews contract bids and makes recommendations. Inspects contractual services for compliance, documents contractual nonperformance.
- Participates in pre-bid meetings for Facilities projects.
- Confers with consultants, engineers, architects, and contractors to plan and implement projects for maintenance and improvement.
- Reviews specifications and designs.
- Inspects and reviews department requests.
- Performs visual walk-through before, during, and upon completion of maintenance and repair.
- Approves payment to vendors upon completion of repair/maintenance.
- Coordinates formalized periodic inspections of all buildings/fixed equipment.
- Recommends to the department forecast repair needs that may arise and takes immediate action to correct obvious safety or building code violations.
- Coordinates preparation and implementation of a complex departmental budget. Establishes systems and processes for documentation of expenditures. reviews expenditure requests, fund transfers, etc. relevant to the budget for signatures.
- Responsible for all daily operations of Administration and subordinates.
- Responsible for the direct and indirect supervision of subordinates. Develops and implements work performance and safety standards. Sets priorities, approves work schedules, and inspects work in progress and upon completion. Conducts performance evaluations on an annual basis.
- Recommends selection, promotion, discharge, and other appropriate personnel actions. Approves vacation requests and overtime requests.
- Responsible for coordinating submittals to ensure the required permits for all Facilities projects are obtained by working though the Building Department to insure all guidelines of required permitting are followed.
- Prepares, submits, and monitors annual division budget including special project accounts for departments that were included in Facilities budget. Plans and coordinates equipment replacement.
- Performs internal analysis of staff productivity and cost efficiency. Routinely compares internal costs to provide service against private sector options as applicable. Makes repair or replacement decisions based upon cost effectiveness or expediency needs of repair.
- Determines necessary training, guidance and supervision for assigned staff toward achieving their maximum potential in terms of knowledge, professionalism, production, customer service and safety
- Coordinates inspections of parks and facilities to ensure compliance with established maintenance service standards.
- Keeps work order backlog to a minimum and in priority order.
- Must be able to safely lift up to fifty (50) pounds.
NONESSENTIAL JOB FUNCTIONS
1. Emergency Operations Center participant.
2. Coordinates and participates in maintenance of records, preparation of reports, and purchasing of supplies, tools, materials, and equipment.
3. Performs other duties as assigned.
- AA degree in business or administration with course work in Facilities, contracts and at least four years experience in the Facilities field may be considered as well as any other equivalent combination of related training, education or experience. Four years experience in the building trades including electrical, HVAC, plumbing roofing, flooring and permitting and compliance issues.
- Five years supervision with three years at an upper level of management is required.
Must possess and maintain a valid Florida Operators Driver's License with an acceptable driving record.
Florida General Contractor License is preferred.
RESIDENCY REQUIREMENT: No residency requirement but must be able to respond to the location of a job related emergency at any time of day within 60 minutes of notification.
KNOWLEDGE, SKILLS, AND ABILITIES
Ability to exercise sound judgment in appraising and analyzing potential hazards. Remains informed of current building and safety codes. Maintains a network of peers and other resources to learn and implement best facilities. Ability to work harmoniously with superiors, subordinates, peers and the public. Ability to understand and communicate verbal and written instructions. Ability to handle multiple tasks and adjust to changing priorities and working conditions. Ability to remain calm in stressful situations. Must be able to learn repetitive tasks quickly. Fundamental knowledge of the proper use of hand tools of the trade.
Physical strength and agility sufficient to perform routine manual tasks, depending on the area of equipment. Knowledge of principles and practices in the management, operation and care of buildings, facilities, and equipment.
Knowledge of renovation, alteration, repair and maintenance of buildings and equipment, i.e., electric, HVAC, plumbing. Knowledge of design and construction techniques and practices. Knowledge of governmental budget process. Ability to plan, direct, and coordinate work of technical, non-technical, and supervisory subordinates