JOB TITLE: FACILITIES OPERATIONS ADMINISTRATOR 2

JOB CODE: 94840

SERIES NATURE OF WORK: The Facilities Operations Administrator series describes work in the management and administration of a centralized and diversified trades and maintenance program which operates as a shared service to facility managers and occupants.

DEFINITION: This is managerial and advanced administrative work planning, developing, and overseeing a trades and maintenance program which supports all or significant segment of an agency’s facilities.

An employee in this job oversees the strategic direction and development of a centralized and diversified trades and maintenance program that operates as a shared service for all or a significant segment of an agency’s facilities. Work involves partnering with agency and occupant leadership to develop long-term plans; providing consultation to leadership on projects, resources, and other maintenance priorities to support their mission; and developing and implementing a strategy to achieve objectives. Work includes preparing the annual operating and project budget recommendations for the program; developing and implementing policies and procedures related to facility operations, safety, and record retention; and overseeing the contracting process for vendors performing work that is centrally administered. Work also includes establishing and coordinating with a broad network of commonwealth agencies, and external entities to accomplish the objectives of the program. Work is performed independently under the general direction of an administrative supervisor for effectiveness of results.

   DISTINGUISHING CHARACTERISTICS:

     • Work may involve supervising subordinate Facility Operations Administrator 1 or other management positions at Pay Scale Group ST09 engaged in facilities-related work.

     • Work is differentiated from the lower-level job based on responsibility for developing and implementing policies and long-term program strategies that are three years or more in duration, and determining the milestones, performance standards, timelines, costs, and resources necessary to accomplish these objectives.

EXAMPLES OF WORK: (NOTE: The examples of work are representative of the work, but every position classified to this job may not perform all examples of work listed. Conversely, this is not an all-inclusive list of work examples.)

• Plans, develops, and implements the operating standards and procedures for a shared services trades and maintenance program that provides maintenance, repair, renovation, and construction work across agency facilities.

• Develops long-term and annual improvement and operating plans to support the program and agency mission; identifies strategies needed to achieve objectives, including milestones, performance standards, timelines, costs, and necessary resources; and identifies risk factors and how they will be addressed and mitigated.

• Plans and implements long-term and annual project plans with input from subordinate managers or supervisors and facility occupants to minimize disruption to the daily operations of the facilities.

• Partners with facilities’ leadership and occupant representatives on large-scale projects, such as capital projects, and manages the project scoping, planning, job site coordination, occupant and contractor communications, and review of work processes.

• Develops, implements, evaluates, and amends policies, procedures, and performance standards for facility operations, systems, and equipment.

• Prepares and adheres to the annual operating and project budget projections.

• Ensures subordinate managers and supervisors are knowledgeable of all codes, regulations, and permitting requirements for facility buildings, systems, equipment, and job sites.

• Develops and implements a workforce plan for the shared services trades program, to include identifying employee and supervisor skill gaps and staffing and training needs, and aligning resources to accomplish short and long-term objectives.

• Communicates the status of projects, initiatives, and operations through presentations, discussions, and reports; provides mitigation plans for issues that impact leadership objectives or the agency or occupant budgets.

• Manages the vendor contracting process by developing statements of work, selecting vendors, monitoring performance, and recommending payment, termination, and other actions for contracts that are centrally administered.

• Performs the full range of supervisory duties.

• An employee in this job may participate in the performance of subordinates’ work consistent with operational or organizational requirements.

• Operates motor vehicles.

• Performs related work as required.

ENTRY LEVEL KNOWLEDGES, SKILLS, AND ABILITIES:

• Knowledge of the methods, materials, tools, and technologies necessary to perform skilled maintenance, repair, and construction work in commercial or industrial facilities.

• Knowledge of regulations, building codes, and the safety precautions necessary to perform skilled maintenance, repair, and construction work in commercial or industrial facilities.

• Knowledge of the principles and practices of employee supervision.

• Knowledge of the use and functionality of Microsoft Office Suite software.

• Ability to plan and coordinate projects including the necessary materials, labor, and sequence of work for projects involving multiple trades in commercial or industrial facilities.

• Ability to prepare and adhere to annual operating and project budgets.

• Ability to read and interpret architectural, heating ventilation and air conditioning (HVAC), plumbing, and electrical system blueprints, schematics, and other engineering drawings.

• Ability to plan, organize, and assign work in accordance with labor contracts, policies and procedures, and competing priorities including emergency situations.

• Ability to analyze, research, and resolve highly specialized problems in commercial or industrial facilities that involve unique building, system, and equipment issues.

• Ability to establish, implement, and monitor performance standards for facility operations and employees.

• Ability to interpret and ensure compliance with contract terms to work performed by maintenance contractors.

• Ability to establish and maintain effective working relationships.

• Ability to communicate effectively orally.

• Ability to communicate effectively in writing.

MINIMUM EXPERIENCE AND TRAINING: (NOTE: Based on the Entry Level Knowledges, Skills, and Abilities)

• One year as a Facility Operations Administrator 1 (commonwealth title);

or

• Five years supervising skilled trades employees in a minimum of two trades, which may include building automation systems or utility plant operations, in commercial or industrial facilities.

SPECIAL REQUIREMENT:

Certain positions require possession of an active motor vehicle license.