Facilities Services Supervisor

Description

Hiring Range: $70,596.00 - $77,655.50 annually

Work Schedule: Generally, 40 hours per week – typically 8:00am-5:00pm Monday-Friday; may need to be on-call for after-hours issues.

NATURE OF WORK
As a member of the Facilities Division, the individual in this position is responsible for development, coordination, supervision, and efficient operations related to town-owned facilities, building systems, custodial services, and facility staff. This position operates and maintains various types of building systems, machinery, and tools in a safe, efficient manner to maintain, analyze, repair, and perform semi-skilled and skilled improvement to town facilities and equipment; and maintains and repairs structural, mechanical, and electrical operational systems including, but not limited to roofs, windows, floors, heating, air conditioning, ventilation, plumbing, electrical lighting, and distribution. This position provides supervision of both the maintenance & custodial services for all town-owned facilities. Monitors and inspects maintenance & custodial work to ensure adherence to established cleaning standards. The position is responsible for procuring facility-related goods and services, contract overview, facility project management, and budget development and administration.

Individuals in this position are required to perform work in a manner consistent with and exemplary of the town’s PRIDE philosophy and the town’s Equal Employment Opportunity policy.

SUPERVISION EXERCISED
Individuals in this role will directly or indirectly supervise personnel including part-time and full-time Facilities Coordinators, Hybrid Facilities Technicians, and Facilities Specialists (levels I & II).

SUPERVISION RECEIVED
The individual works under the direct supervision of the Operations and Facilities Manager to carry out assigned duties, functions, roles, and projects in both routine and complex circumstances.

Essential Job Functions

ESSENTIAL JOB FUNCTIONS
The individual in the Facilities Services Supervisor role is assigned specific assignments, job duties, scope, authority, responsibility, roles, and requirements as determined by the town, department, division, and pursuant to laws, regulations, and practices. Individuals in this position must be able to successfully perform, be responsible for and/or assist in the fulfillment of many job functions and duties, with or without reasonable accommodation.
The following duties and responsibilities are illustrative of the primary functions of this position and are not intended to be all-inclusive:

Personnel

• Schedules employees, assigns work and monitors progress.
• Guides, trains, and develops employees in the accomplishment of their duties and professional growth; works with employees on individual, team, and organizational performance management and conflict resolution matters.
• Writes and conducts evaluations.
• Makes recommendations regarding hiring, discipline, separation, or advancement of employees.
• Ensures subordinates comply with applicable occupational health and safety standards and department regulations.

• Enforces applicable safety regulations, including department/division work rules and policies.
• Manages ADA requests, questions and concerns, and life safety systems for the department/division; initiates any necessary modifications.
• Conducts routine inspections of town facilities to identify deficiencies and safety hazards; recommends and implements projects, cleaning, and repairs to remedy the deficiencies.
• Reviews work standards, procedures and establishes and implements sound safety programs and standards; anticipates unsafe circumstances and acts accordingly to prevent accidents.
• Monitors training and work results including evaluating accidents, injuries, and claims.

• Prepares, reviews, and administrates contractual proposals relating to projects and cleaning; subject matter expert on all contract administration functions within the project life cycle.
• Consults with contractors, vendors and sales representatives on various services and products required to maintain municipal buildings; prepares specifications for contractual maintenance, repair services and cleaning. Monitors the work of contractors, including examining work and reporting on the progress of various projects.
• Manages a variety of service contracts, coordinates all maintenance agreement schedules, renewals, and site visits per contracts. Develops the audit standards process for contract organization including the maintenance of contract files and the contract preparation process.
• Develops contract terms, work standards, specifications, requirements, bid documents, quotes, and contracts for services and materials; schedules work with contractors.
• Oversees facilities capital improvement and maintenance projects; serves as the liaison to other departments and contractors for remodeling projects.
• Oversees contracted custodial services; manages contract; inspects results and ensures resolution of issues in a proactive manner.
• Provides technical assistance in creating scope of work repairs, projects and service contracts for all disciplines; coordinates and manages the work of contractors related to facilities management functions.

• Assists in the development and management of the facilities department budget.
• Implements cost-recovery strategies for facility services.
• Conducts-cost benefit analyses for cleaning, maintenance and repair projects.
• Implements asset management strategies to optimize the lifecycle of facilities and equipment.
• Identifies opportunities to improve energy efficiency and reduce operating costs.
• Develops key performance indicators (KPIs) to measure the effectiveness of facilities operations and implements changes
• Audits purchase orders for delivery dates and maintain contact with vendors to insure delivery of materials when promised.
• Purchases janitorial and maintenance supplies, spare parts and replacement equipment; controls expenditures through careful monitoring, scheduling and managing of staff, supplies and methods.

• Oversees day-to-day operations of facilities maintenance and custodial services.
• Develops and implements a comprehensive facilities management strategy aligned with the town's overall goals and objectives.
• Assisting in the development and implementation of strategic long-term plans for personnel, materials, supplies, and equipment needed to deliver division services and activities.
• Keeps informed of economic, industrial and other trends that affect markets and prices.
• Provides complex and responsible support to the Operations and Facilities Manager in areas of expertise.
• Partners with IT department to research, evaluate, recommend and establish security procedures and equipment for each facility; takes a lead role in securing the access to all town facilities.
• Utilizes technology to improve efficiency and productivity.
• Prioritizes and evaluates work orders, assigns duties, reviews progress and modifies schedule to meet appropriate levels of service to maximize productivity and excel in customer service.
• Prepares and maintains various operating and technical records and reports pertinent to maintenance and repair programs, operations and services, including writing reports, maintaining, and recording general information regarding the maintenance and operation of the equipment in assigned areas.
• Ensures crews have appropriate equipment, tools, etc. to accomplish tasks efficiently and safely.

• Develops and administers building division goals, objectives, policies and procedures, such as procedural guidelines and maintenance standards, to assure effective and safe functioning of division activities remain in compliance with departmental and town standards and legal requirements.
• Supervise and coordinates the operation, maintenance and repairs of town-owned buildings and building systems; develops and manages preventative maintenance and major building repair plans and programs.
• Establishes and implements systems and procedures for organizing, tracking and updating preventative maintenance schedules for buildings and equipment; evaluates the effectiveness of the town’s building preventative maintenance program, modifies as needed.
• Prioritizes and assigns scheduled and unscheduled preventative maintenance, coordinates building maintenance and repairs in a timely manner.
• Inspects and monitors, daily, weekly, monthly and bi-annually buildings and operating systems for overall condition including cleanliness; identifies maintenance or cleaning issues and completes cost analysis for repairs as necessary.
• Researches and recommends accurate product, parts, and services.
• Identifies opportunities and resources needed for improving service delivery methods and procedures to ensure maintenance functions are efficient and cost effective.
• Oversees and participates in the maintenance of records and related documentation; prepares performance and other reports detailing building maintenance workload and activities.
• Performs specialized installation, fabrication, and/or repair maintenance of town facilities and equipment.
• Assists other departments with the acquisition & disposal of town property such as office furniture and fixtures.
• Ensures the completion of daily work progress inputs into Town software program(s); compiles reports and maps using these inputs.
• Performs specialized duties independently, performs a variety of basic to skilled labor and technical assignments; accounts for tools, equipment and supplies used by crew.
• Inspects heating and air-conditioning systems for proper functions, performing routine and preventative maintenance tasks.

• Develops communication plans and tools to drive proactive messaging, build awareness and positive perceptions of division activities.
• Works proactively with the Public Services leadership and management, town senior management and other town departments to meet objectives and implement short and long-range plans.
• Prioritizes, coordinates and communicates work within the division and with other departments, staff and contractors to ensure timely completion of work efforts and projects.
• Resolves problems through positive interaction and teamwork with various town staff and the general public by applying appropriate policies and procedures.
• Provides leadership and mentorship to staff.
• Fosters a collaborative and customer-focused work environment.
• Maintains a clean and orderly work and inventory area.
• Shares on-call and standby duty with the facilities and PRC divisions as needed.

• The Facilities Services Supervisor position is part of the snow removal program which includes scheduled on-call responsibilities typically during the months of October to April. The Facilities Services Supervisor is required to review and acknowledge the Snow Guidelines annually.
• The Facilities Services Supervisor position participates in the Shared Fleet Vehicle Program, which requires an annual motor vehicle record check.
• Coordinates and reports to the work site and supervises staff for on-call for emergency events and unplanned events like snow & ice removal, building emergencies, and other after-hours issues that may arise.


• May be involved in special projects that are directly or indirectly related to essential job functions.
• Continues educational and certification requirements to remain abreast of current methods and procedures.

Education, Knowledge, Skills, Abilities

EDUCATION, EXPERIENCE AND FORMAL TRAINING

• Must have seven (7) years of progressively responsible work experience, in building systems management, HVAC, minor electrical, and circulation pool pumps, and at least three years as a building’s maintenance supervisor are required
• Must have at least two years of experience in budget & resource management including service and materials procurement and contract management
• Bachelor’s degree in Facilities Management, Construction Management, Engineering, Architecture, or related field from an accredited college preferred
• Working background and experience in plumbing and electrical
• Equivalent combination of education and experience

• Must have a current Colorado Driver’s License or the ability to obtain one upon hire, that meets the Town of Windsor’s standards
• Certificate from a recognized institute of training for HVAC Technicians, preferred but not required

• Extensive knowledge of the methods, materials, tools, and equipment used in facilities construction & maintenance, building operations, and controls systems
• Extensive knowledge and experience with contracting for services and materials procurement
• Extensive knowledge of architectural and engineering practices related to building construction & maintenance systems
• Exhibit skills in project management and contract negotiation
• Strong knowledge of various federal, state and local building & fire codes including Americans with Disabilities Act (ADA) guidelines
• Strong knowledge of sustainable building maintenance and cleaning practices including energy management
• Knowledge of occupational safety rules and practices
• Stay abreast of current trends in maintenance processes and products
• Extensive knowledge of, and experience with, facilities maintenance management software, Microsoft Office, and additional computer software programs necessary to provide data analysis and reports, enter purchase order requisitions, etc.
• Knowledge of and skilled in BAS (Building Automation Systems) integration of computer controls and BMS (Building Maintenance Systems) application software for equipment management and repairs
• Knowledge of HVAC, electrical, swimming pool, circulation, boiler and plumbing systems
• Knowledge of a wide variety of cleaning supplies, solvents, lubricants, and swimming pool sanitizing chemicals
• Strong oral and written skills for effective communication at all levels of the organization
• Skills in developing and implement successful division planning
• Ability to resolve conflicts and negotiate solutions
• Ability to prioritize, schedule, organize and supervise assigned operations to assure timely and cost-effective completion
• Ability to set work priorities and direct, guide and evaluate the work of subordinates
• Ability to read and interpret construction plans and specifications, complex technical instructions and operating manuals
• Ability to prepare and present technical information and reports to various groups
• Ability to prepare and maintain effective working relationships with other employees, vendors, contractors, and the public
• Ability to direct, coach, mentor and train subordinates
• Ability to develop and implement changes to procedures and programs
• Ability to use independent judgment and discretion in determining & implementing procedures for areas of responsibility
• Ability to effectively, efficiently, and courteously communicate verbally and in writing, essential in providing instructions and to inspect the work of others, memos, and correspondences.
• Ability to successfully pass the determination of eligibility; an additional and more extensive background screen necessary to work in the Police Department building, either supervised or unsupervised.

Additional Information

WORKING ENVIRONMENT & PHYSICAL REQUIREMENTS
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.

The physical activities of this position include, but are not limited to, the following: climbing, balancing, stooping, kneeling, crouching, crawling, reaching, standing, walking, pushing, pulling, lifting, fingering, grasping, feeling, talking, hearing and repetitive motions.

The physical requirements of this position are considered Medium Work, exerting up to 50 pounds of force occasionally, and/or up to 20 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects.

The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading; visual inspection involving small defects, small parts, and/or operation of machines (including inspection); using measurement devices; and/or assembly or fabrication of parts at distances close to the eyes; operating machines such as lathes, drill presses, power saws and mills where the seeing job is at or within arm’s reach; performing mechanical or skilled trades tasks of a non-repetitive nature such as ones by carpenters, technicians, service people, plumbers, painters, mechanics, etc. The employee is required to have visual acuity to operate motor vehicles or heavy equipment. The employee is required to have visual acuity to determine the accuracy neatness, and thoroughness of the work assigned (i.e., custodial, food services, general labor, etc.) or to make general observations of facilities or structures (i.e., security guard, inspection, etc.)

The employee may be subject to the following environmental conditions: inside, such an office setting; outside, with little to no effective protection from weather; extreme cold, typically below 32 degrees for periods of more than one hour; extreme heat, temperatures typically above 100 degrees of periods of more than one hour; subject to noise and vibration.

The employee is subject to hazards, including a variety of physical conditions, such as proximity to moving mechanical parts, moving vehicles, electrical current, working on scaffolding and high places, exposure to high heat or exposure to chemicals. The employee is subject to atmospheric conditions that may affect the respiratory system, or the skin.

The employee is subject to oils; the employee may be required to wear a respirator (not part of the town’s Respirator program).

The employee works in close quarters, crawl spaces, shafts, manholes, small, enclosed rooms, small sewage and water line pipes, and other areas that could cause claustrophobia. The employee is required to function in narrow aisles or passageways. The employee is exposed to infectious diseases.

Note: This position description is not intended to be an exclusive list of all of the requirements, duties, tasks, roles or responsibilities associated with the position. Nothing in this position description restricts the town’s ability to assign, reassign or eliminate duties and responsibilities of this job at any time.

The Town of Windsor will make all reasonable accommodations to ensure that people with disabilities have an equal opportunity in employment. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.The town is dedicated to the principles of equal employment opportunity.

The town prohibits unlawful discrimination against applicants or employees on the basis of age 40 and over, race (including traits historically associated with race, such as hair texture and length, protective hairstyles), gender (regardless of gender identity or gender expression), sexual orientation, color, religion, national origin, creed, disability, marital status, military status, genetic information, pregnancy, or any other status protected by applicable state or federal law.

The town is dedicated to the principles of equal employment opportunity. The town prohibits unlawful discrimination against applicants or employees on the basis of age 40 and over, race (including traits historically associated with race, such as hair texture and length, protective hairstyles), gender (regardless of gender identity or gender expression), sexual orientation, color, religion, national origin, creed, disability, marital status, military status, genetic information, pregnancy, or any other status protected by applicable state or federal law. This prohibition includes unlawful harassment based on any of these protected classes. Unlawful harassment includes verbal or physical conduct that has the purpose or effect of substantially interfering with an individual’s work performance or creating an intimidating, hostile, or offensive work environment. This policy applies to all employees, including managers, supervisors, co-workers, and non-employees such as customers, clients, vendors, consultants, etc.

The town will make reasonable accommodation(s) for qualified individuals with known disabilities unless doing so would result in an undue hardship for the town or cause a direct threat to health or safety. The town will make reasonable accommodation(s) for employees whose work requirements interfere with a religious belief, unless doing so poses undue hardship on the town. Employees and/or applicants needing such accommodation are instructed to contact the Human Resources Department.

• Group health benefits package and options, which include medical, dental and vision
• 100% Employer Paid long-term disability plan
• 100% Employer Paid Basic life insurance policy
• Retirement Offerings (regular full-time employees):
  • 401a Retirement Plan - employer contribution match up to 6% based on employee participation – Vested at 20% per year, with 100% vested after 5 years of employment
  • 457 Deferred Compensation and/or Roth Retirement Plan, with immediate employee eligibility
• Retirement Offerings (Sworn Police Positions):
  • FPPA Pension Plan
• Voluntary short-term disability plan
• Paid Vacation Time - generally accrues monthly at the rate of 7.33 hours for full-time regular employees the first year, (unpaid status impacts accruals) Time added every year.
• Paid Sick Leave - generally accrues at the rate of 6.67 hours per month (unpaid status impacts accruals)
• Personal Days (up to two days, depending on hire date)
• Holiday Pay:
  • Regular full-time employees receive eleven (11) paid holidays annually
  • Sworn Police Officers receive thirteen (13) floating paid holidays annually
• Employee Assistance Program (EAP) effective immediately
• Discounted Membership to the Windsor Community Recreation Center