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Facilities Operations Manager

Employer
Tacoma Public Schools
Location
Tacoma, WA, US
Salary
Competitive
Tacoma Public Schools

Expected Start Date: October 22, 2020, as soon as possible

FTE: 1.0

Salary Level: $98,758 - $120,225 DOE

Union/Days per year: Exempt 260 work days, 12 month

Benefits: This job has the full range of benefits offered by Tacoma Public Schools.

Additional Information: This position assists in recommending and/or establishing standards and specification for facility supplies and equipment; maintains current knowledge of available equipment, materials, procedures and techniques for cost reduction, maintains contacts with suppliers and vendors concerning products; makes recommendation for and/or orders warehouse inventory for the purpose of supporting the daily operations of custodial functions. Additionally this position will assist in the development of small capital projects focused on custodial operations in collaboration with the Planning and Construction Department; prepares projections, tracks and assists with oversight on expenditures.

Summary:
This position supports the Director and Assistant Director of Facilities in the daily operations and maintenance of assigned schools/buildings; supervises assigned Scheduled Maintenance Team (SMT) and facility crews in multi-craft activities for the District's schools/buildings; assists in the preparation and monitoring of related budgets; promotes adherence to key performance indicators for the department; promotes a positive work environment providing quality service to our customers through effective and essential team management and workload requirement.

Responsibilities:
ESSENTIAL JOB FUNCTIONS

1. Supervises assigned personnel; makes hiring recommendations and recommends staffing needs; appropriately evaluates, commends, and takes appropriate administrative action, as required; approves and manages leaves and overtime ensuring employees are allowed required time off while supporting District leave policy restrictions; assigns and reviews work; reviews and approves time entry; coordinates training of new employees; assigns and schedules staff to all District schools/buildings; monitors and approves work plans and staff work schedules; recommends staff discipline to the Director and Assistant Director of Facilities; provides for and encourages participation in training and other professional development opportunities for the purpose of supporting the daily operations of schools/buildings.

2. Assists in planning and coordinating effective building operations programs and activities with the Director and Assistant Director of Facilities; keeps the Director and Assistant Director of Facilities updated as to daily activities or unusual circumstances; coordinates building facilities and operations projects with other departments for the purpose of promoting a quality service work environment.

3. Assists the Director and Assistant Director of Facilities in administering the adopted department budget; makes budget recommendation to the Director and Assistant Director of Facilities; helps prepare and monitor budget to drive costs down and production up; prepares projections; monitors budget status; reviews and controls expenditures for the purpose of supporting the daily operations of facility functions.

4. Promotes adherence to Facilities department Key Performance Indicators (KPI); performs duties as project manager for Facilities team; promotes a positive work environment that provides quality service to customers through employee and process feedback from SMT; assists in monitoring and recommending quality improvement in facilities administrative procedures and work processes; provides weekly metrics on production levels to Director and Assistant Director of Facilities; plans the current and future workload requirements using data from customer visits and work order system; completes associated reports and interviews staff associated with workers compensation cases.

5. Responds to District and staff concerning facilities activities; provides instruction and assistance; maintains emergency schedules and staff substitutes; ensures that buildings are properly staffed for opening on scheduled school days; approves payroll for section staff; modifies, assigns and adjusts staffing levels to priorities and projects, as needed, for the purpose of supporting the daily operations of facility functions.

6. Inspects completed work projects to determine potential rework; trains employees to reduce and eliminate rework; analyzes technical maintenance and repair problems; advises and directs appropriate staff in investigative procedures, and corrective and preventative measures; reviews completed work for effectiveness; identifies and corrects problem areas.

7. Drives scheduled facility activities to ensure completion; coordinates with facility crews for performing facility work assessments to determine scope of each work project, estimate completion time, and associated costs and materials/supplies needed to respond to requests; provides critical input to process improvement removing non-value added process steps thus increasing production; recommends and initiates work orders for materials of scheduled projects for the purpose of supporting the daily operations of schools/buildings.

8. Makes on-site facility and grounds inspections; prepares, plans, and provides estimates for scheduled maintenance and repair work requests; defines scope of work, including specific work tasks and sequences of corresponding events, material takeoffs and labor costs; ensures that annual inspections of building cleanliness, plant efficiency, and safety are conducted; follows up to ensure that actions, recommended after inspection, are carried out; initiates facilities efficiency studies, as needed, for the purpose of supporting the daily operations of schools/buildings.

9. Assists in recommending and/or establishing standards and specifications for facility supplies and equipment; maintains current knowledge of available equipment, materials, procedures, and techniques for cost reduction; maintains contacts with suppliers and vendors concerning products; makes recommendations for and/or orders warehouse inventory for the purpose of supporting the daily operations of facilities at the schools/buildings.

10. Assists in performing research, compiles data, develops scope and specifications to purchase and/or contract services, materials, tools, and equipment used in maintenance and grounds services and assigned small capital projects; controls the proper and safe use of tools and equipment.

11. Inspects buildings for damage resulting from earthquakes, windstorms, or other natural disasters; reports needed repairs to the Director and Assistant Director of Facilities for the purpose of supporting the daily operations of schools/buildings and responding to emergency calls.

12. Responds to schools/buildings emergencies and other emergency situations, as needed, to help determine the required support to satisfactorily resolve the problem; assists in reviewing, establishing, and communicating the Facilities department emergency procedures to ensure a smooth work operation; responds to emergencies and/or unscheduled work requests during regular, and/or with hazardous schools/buildings and grounds conditions, that contributes to a safe working environment; conducts professional incident investigation focusing on reduction/elimination of root cause in the future; ensures that buildings are properly heated during cold weather to prevent freezing of pipes and building damage for the purpose of supporting the daily operations of schools/buildings.

13. Collaborates with Director and Assistant Director of Facilities for compliance with various inspectors and government personnel such as the Fire Marshall, Health Department, OSHA, and WISHA; ensures all safety regulations are met; communicates with other District departments, general public, community groups, and outside agencies to perform as subject matter expert ensuring compliance with public health, safety, and District liabilities regulations for the purpose of supporting the daily operations of the schools/buildings.

14. Responds to and interfaces with various multi-crafts trade unions; makes recommendations to the Director and Assistant Director of Facilities regarding jurisdictional problems and concerns; serves as a resource on District negotiating teams, as assigned.

15. Interacts with Planning and Construction; assists in the identification of potential small capital projects for Facilities department; reviews the plans and specifications; participates with the development of standards; recommends changes and improvements.

OTHER JOB DUTIES

1. Works closely with Security to resolve problems such as vandalism and other security issues; works with Facilities, Planning, and Construction regarding mechanical aspects and facilities support for new construction and major remodel projects.

2. Maintains and updates knowledge and skills required for success in the position by participating in professional development activities as needed or as assigned.

3. Assists with special projects and performs related duties as assigned.

4. Regular, reliable, predictable attendance or physical presence is an essential job requirement and critical
to the performance of the work.

REPORTING RELATIONSHIPS
Reports to Director of Facilities or another assigned administrator; supervises custodial and skilled trades staff.

CONDITIONS
Experiences frequent interruptions; some exposure to chemicals; exposed to machinery with moving parts, noisy environments, and hazardous materials; required to be on call 24 hours/day; may be assigned to work either day or swing shift; may be required to work evening shift during school year; may be required to work outdoors in inclement weather and work at heights; required to climb and crawl; may be required to lift and carry up to 20 pounds, bend, squat, stoop, kneel, crouch, walk, twist, bend, climb, and/or be mobile; required to travel to District sites; occasionally required to work with, and diffuse, if appropriate, difficult and sensitive situations and/ or people.

MINIMUM QUALIFICATIONS

Education and Experience
AA degree with technical training in building operations, operations management, industrial maintenance or related field; five years of increasingly responsible experience in the custodial housekeeping trades, in the multi-crafts maintenance and operations field, including two years of supervisory and/ or lead responsibility for a facilities crew, in a large, multi-site organization; preferably in a school District; or any combination of experience and training which provides the applicant with the knowledge, skills, and ability required to perform the work.

Licenses/Special Requirements
Valid Washington State driver's license.
Fingerprints and successful WSP and FBI background clearance/sexual misconduct clearance.

Allowable Substitution
Equivalent combinations of education and experience will be evaluated by the Human Resources Department for comparability.

Knowledge, Skills and Abilities
Knowledge of skilled multi-crafts practices, procedures and related equipment.
Knowledge of custodial procedures and operation of related equipment.
Knowledge of grounds and equipment maintenance and safety.
Knowledge of state and local regulations concerning construction and building maintenance.
Knowledge of purchasing procedures and policies.
Knowledge of HVAC operation.
Knowledge of swimming pool operations.
Knowledge of heating plant operation.
Knowledge of supervisory practices and procedures.
Knowledge of computer based information systems; ability to operate a personal computer using
applicable software.
Knowledge of fiscal management practices and procedures.
Skill in obtaining, clarifying and exchanging information.
Skill in establishing and administering facilities and preventive maintenance programs.
Skill in designing contract specifications and monitoring contract progress.
Skill in decision-making and problem solving.
Skill in quality customer service.
Ability to effectively supervise and train assigned staff.
Ability to monitor budgets.
Ability to operate personal computer with related software applications.
Ability to read and interpret blueprints.
Ability to coordinate activities.
Ability to organize, prioritize, and maintain good follow-through procedures.
Ability to work under pressure and meet established deadlines.
Ability to maintain confidentiality.
Ability to demonstrate reasonable, reliable and regular attendance.
Ability to establish and maintain effective working relationships with a variety of people in a multi-cultural, diverse socio-economic setting.
Ability to participate as a member of a team.

CLASSIFICATION HISTORY
New position created 04/2018.
Control # D17-41

This job description is not an employment agreement or contract. Tacoma School District administration has the exclusive right to alter this job description at any time without notice. The statements contained herein reflect general details as necessary to describe the primary functions of this job, the level of knowledge and skill typically required and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned including work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise balance the workload.

Tacoma Public Schools does not discriminate in any programs or activities on the basis of sex, race, creed, religion, color, national origin, age, veteran or military status, sexual orientation, gender expression or identity, disability, or the use of a trained dog guide or service animal and provides equal access to the Boy Scouts and other designated youth groups. The following employees have been designated to handle questions and complaints of alleged discrimination: Civil Rights Coordinator: Lisa Nolan, 253-571-1252, lnolan@tacoma.k12.wa.us; Title IX Coordinator: Eric Hogan, 253-571-1191, ehogan1@tacoma.k12.wa.us; and 504 Coordinator: Elementary, Elise Friedrich-Nielsen, efriedr@tacoma.k12.wa.us, 253-571-1096; Secondary, Cari Ake, cake@tacoma.k12.wa.us, 253-571-1225. Address: P.O. Box 1357, Tacoma, WA 98401-1357.

HRInfo@tacoma.k12.wa.us, (253) 571-1250

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