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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00209965 |
Description Activated On: 7/17/2024 9:55:23 AM |
Position Purpose: Describe the primary purpose of this position and how it contributes to the organization’s objectives. Example: Provides clerical and office support within the Division to ensure its operations are conducted efficiently and effectively. Performs highly complex managerial, administrative, and technical work managing Department of Transportation facilities management functions within an assigned District. This position manages the acquisition, development, construction, and maintenance of facilities in a manner that is environmentally sensitive, health and safety conscious, neighborhood friendly, and that meets the operational needs of the Department in supporting the highway system for interstate commerce, winter and summer maintenance operations, and for the safety of the traveling public. Oversees the building, grounds, and facility assets and infrastructure within the PennDOT Eastern Region for Roadside Rests, Welcome Centers, and State-Owned Driver’s License and Photo Exam Centers in Districts 4, 5, & 6. This includes specialized buildings such as, sewer treatment plants, water treatment supply systems, general storage buildings, and a variety of other building types. Responsible for reviewing and performing various technical and administrative duties pertaining to the department's 22 Roadside Rest Areas, Welcome Centers, and State-Owned Driver’s License and Photo Exam Centers. Advise in policy decisions and in the actual performance of duties associated with Roadside Rest Area, Welcome Center, and State-Owned Driver’s License and Photo Exam Center maintenance functions. Participates in planning, assigning, directing and coordinating of services associated with building design, maintenance, construction and repair for PennDOT Roadside Rest Area, Welcome Center, and State-Owned Driver’s License and Photo Exam Center buildings. Serves as the Central Office Facility Administrator for the PennDOT Roadside Rest Areas, Welcome Centers, and State-Owned Driver’s License and Photo Exam Centers in Districts 4, 5, & 6. |
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Description of Duties: Describe in detail the duties and responsibilities assigned to this position. Descriptions should include the major end result of the task. Example: Types correspondence, reports, and other various documents from handwritten drafts for review and signature of the supervisor. Oversees the Districts buildings, grounds, and facility assets of nearly 400 buildings at over 100 locations including Engineering Offices, County Maintenance Facilities, Stockpiles, and other mission-critical buildings. Responds, as necessary, to facility emergencies 24/7. Working with Department staff, ensures employee safety, building closures, stabilization, and coordinates with professional engineers’ solutions for effectively reopening or temporarily reopening buildings until permanent solutions are made to resolve the emergency. Communicates with and provides senior manager information regarding closed buildings, root causes, plans for reopening and cost estimates. Manages and oversees facilities construction projects (Capital Projects, ECMS, or JOC) in various stages of planning, design and construction spanning multiple fiscal years. Establishes scopes of work, monitors projects to prevent budget overages, reviews price proposals, reviews design, administratively tracks the project progress, oversees construction and makes sure that the delivery of the project is aligned with Department policies and standards based upon the method the project was procured and follows Labor and Industry requirements in accordance with the Uniform Construction Code. For ECMS projects, assigned the Inspector in Charge role, conducts project site activity reports, issues payment, agrees when time extensions or change orders are needed. Reviews and provides recommendations to supervisor related to disagreements with vendors and on contract disputes. Provides technical knowledge and assists staff in development of technical specifications and contract requirements for procuring preventive maintenance services contracts related to building systems. Meets with District and county representatives to identify and prioritize projects for the Districts Five-Year Strategic Plan based on operational readiness, employee safety, environmental compliance, potential energy savings criteria, and Facilities policies and procedures. May assists in Regional, and Statewide facility project master planning, prioritizing, and advocating for critical project needs and advancement. Provides support to other facility administrators related to complex construction and maintenance projects. Establishes and maintains effective working relationships with Department Management and staff, consultants, contractors, partners, other state agencies, and external stakeholders necessary to advance the Department’s facilities program. Assists the Bureau Administrative Officer by providing information for legal agreements and provides site plans, sketches, data and usage reports, costs, or other associated information for specific agreements. As necessary interacts with internal and external stakeholders in the development of such agreements until final execution. Participates in Department’s Facility Management Advisory Committee (FMAC), Executive Order 2019-1 Commonwealth Leadership in Addressing Climate Change and Promoting Energy Conservation and Sustainable Governance and other various Department programs and initiatives as required. Represents the Department in professional selections, contract negotiations, request for proposals (RFP), request for quotes (RFQ), request for interest (RFI) and contractor evaluations. As a selection committee member, reviews proposals, completes a scoring index evaluation, and provides recommendations as a component factor towards final selections. Advises District and County managers on new furniture requests, space planning and layout changes within the district and coordinates with the Facilities Programming and Planning Manager to determine what is needed. Coordinates Information Technology (IT), security and life safety measures and standards for the design and installation of IT infrastructure in facilities including, cabling, voice and data, security access, CCTV camera, audio, and visual and paging systems. Visits all District and County facilities routinely, outside of projects and also twice a year for inspections and inventory of the buildings and grounds, and submits to Central Office. Photographs buildings and features and, updates changes. Captures required features and specialties such as hazardous material and confined space. Attends Facility Condition Assessment (FCA) and stockpile assessments conducted by Penn State Facility Engineering Institute (PSFEI) as needed and addresses deficiencies when found. Performs other related duties as required. Assess your environment and be responsible for your safety, the safety of co-workers, and the public. Attend required safety training and adherence to the requirements of all safety manuals, policies, and laws. Immediately report to your supervisor any incident, unsafe practice, or near miss. When in an enclosed environment (office buildings, confined spaces, flagger stations, equipment pinch points, etc.), know your evacuation process and escape route, your communication protocols, and appropriately react in the event of an incident. Evaluate the contractors’ operations; Immediately stop any unsafe actions, Engage in an ongoing safety dialogue with contractors’ leadership Promote a CULTURE that emphasizes SAFETY as a core value: -Immediately stop any unsafe actions. -Incorporate safety into all discussions, deliberations, and decisions. -Continuously communicate the safety direction. -Inspire employees to be a MODEL for safety. -Encourage and support safety initiatives and programs by participating and involving your staff. -Recognize safety daily. -Acknowledge EXTRAORDINARY achievements. -Learn and improve through After-Action Reviews (AARs). -Enforce accountability. Take an active role in succession planning by completing a Career Development Plan in collaboration with the supervisor. In conjunction with the supervisor, participate in knowledge management/transfer by identifying key aspects of the job and sharing explicit and tacit program/technical knowledge with other employees. Actively engage in succession planning by assessing potential vacancies; identifying current and future critical needs and competencies; and assessing the interest, availability, and readiness of current staff and candidate pools. Work with employees to complete and maintain a Career Development Plan. Engage employees and recognize employees and their accomplishments. Establish a mechanism to identify, capture, and share explicit and tacit program/technical knowledge among staff. |
Decision Making: Describe the types of decisions made by the incumbent of this position and the types of decisions referred to others. Identify the problems or issues that can be resolved at the level of this position, versus those that must be referred to the supervisor. Example: In response to a customer inquiry, this work involves researching the status of an activity and preparing a formal response for the supervisor’s signature. Work is performed with a high degree of initiative and independent judgment. Communication with the Regional Manager occurs through discussions, reports, and review of overall effectiveness. This position assesses, approves, or disapproves actions, and recommends prioritization of facility projects within the district based on available fiscal, material, and human resources. For ECMS projects, assigned the Inspector in Charge role to approve Department facility projects, Project Site Activity (PSA) reporting, change orders and time extensions. Plans and develops project cost estimates, scope of work, timelines, change orders, and completion dates to meet customer and operational needs, including the review, approval, or denial of product and scheduling submittals, time extensions, and change orders. Monitors projects to prevent budget overages. Identifies projects and recommends priorities for the District’s 5-Year Facilities Strategic Project Plan. Assists in Statewide facility project master planning, prioritizing, and advocating for critical project needs and advancement. Determines project priorities and schedules and reviews work for adherence to plans, specifications, and technical trades and safety standards. Prepares preliminary sketches for construction, maintenance, renovation, relocation projects. Manages facility condition assessments and building and grounds inventory data collection, makes decisions on addressing deficiency findings including the approach and timeline. Recommends, and makes decisions on building construction, renovation, and improvements. Reviews facility operational requirements, prepares scopes of work and cost estimates, evaluates proposed plans and inspects construction and renovation projects in design, construction and upon completion. Interprets and applies the Commonwealth’s Uniform Construction Code (UCC) and permitting guidelines and processes for Annual, Level 1, Level 2, and Demolition Permits for construction compliance and occupancy, ADA accessibility, and adherence to permitting requirements for new construction, renovations, alterations, maintenance, and pressure vessels. Approves or rejects the work within change orders, time extensions and cost proposals for non-capital JOC projects Makes decisions upon emergency response and authorized to close (when there is an immediate safety concern) or allow temporary conditional use should buildings sustain damage through weather events or other events impacting the use of the building. |
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Requirements Profile: Identify any specific experience or requirements, such as a licensure, registration, or certification, which may be necessary to perform the functions of the position. Position-specific requirements should be consistent with a Special Requirement or other criteria identified in the classification specification covering this position. Example: Experience using Java; Professional Engineer License Experience: Licenses, registrations, or certifications: 1. Class C Driver's License 2. N/A 3. N/A 4. 5. 6. |
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Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
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