FACILITIES MANAGER

Job Specifications

Class Code:	US4
Analyst:	MB, SC

Date Originated:	7/82
Date Revised:	7/83 1/86, 2/08, 04/23

SANTA CRUZ COUNTY

DEFINITION

Under direction, prepare detailed research reports and recommendations for managing the use of space, equipment, and facilities; develop budgets and monitor expenditures; supervise supply purchases and staff; develop, review, and monitor facility lease, renovation, security and maintenance contracts; may oversee facility custodial operations; and to do other work as required.

DISTINGUISHING CHARACTERISTICS

This single position class has facility management responsibilities within the assigned  department of General or Human Services. The incumbent conducts studies and prepares recommendations for managing the use of space, equipment, and facilities at multiple sites throughout the county; develops budgets and monitors expenditures for special projects and/or in conjunction with program management staff; supervises supply purchases; may supervise custodial supervisor staff; develops, reviews and monitors facility contract services.

TYPICAL TASKS

· Conducts studies and prepares reports and recommendations on Department operations including procedures, systems, space requirements, capital outlay projects, types and effectiveness of equipment;

· Administers budget activities including collection of budget data, monitoring and projecting costs and expenditures for facility and equipment lease, purchase, renovation and maintenance;

· Plans and directs the work of subordinate staff in the purchase and distribution of Department supplies;

· Selects and evaluates staff;

· Develops bid specifications for the procurement of real property, supplies and equipment;

· Assists in the review of bids and makes recommendations for award;

· Works with County Counsel and real property agents in developing, negotiating and rescinding lease and service agreements;

· Monitors contract services such as facility lease, renovation, maintenance and security such as oversight of hazardous materials management plans;

· Oversight and maintenance of facility permit compliance and inspections requirements;

· Plans and coordinates office relocation;

· Supervises the purchasing and property control functions of the Department;

· Develops and implements policies and procedures;

· Develops and implements energy conservation plans and projects for the Department;

· Depending on assignment may mobilize and coordinate the emergency services activities in conjunction with non-governmental organizations such as the Red Cross, Salvation Army, Amateur Radio and Association of Churches to ensure effective utilization of services

· Develops plans and procedures for the utilization of staff and resources as assigned or in the event of an emergency;

· May develop, oversee, and maintain facility cleanliness standards and permit requirements;

· May serve as Department safety officer by developing and implementing policies and procedures for facility evacuation and injuries to the public;

· Reviews accident reports and investigates facility safety hazards;

· Develops and implements facility security systems;

· Manages Department or Division automobile fleet including authorizing use and developing Department vehicle use policy;

· Serves as liaison with other departments for assigned Department administrative matters;

· Stores and maintains records in accordance with State and Federal regulations;

· Attends meetings and conferences as required.

EMPLOYMENT STANDARDS

Knowledge:

• Working knowledge of the principles and practices of facilities management including custodial services, building renovation, office design, space allocation, maintenance, security, maintenance of building permits, and coordination of environmental health inspections.(May vary depending on assignment);
• Working knowledge of the principles and practices of developing bid specifications for the purchase of services, supplies, and equipment;
• Working knowledge of a wide variety of materials, supplies and equipment used in offices;
• Some knowledge of principles and practices of governmental purchasing;
• Some knowledge of the California Occupational Safety and Health Act;
• Some knowledge of the principles of supervision;
• Some knowledge of basic budgeting techniques;
• Some knowledge of diversity, equity, and inclusion principles and best practices.

Ability to:

• Plan, organize and direct the facilities management activities;
• Collect and evaluate data on operational requirements such as space, equipment and supplies and make appropriate recommendations;
• Develop and administer operating budgets;
• Develop and evaluate bids and specifications;
• Design floor space and facilities plans and specifications;
• Read and interpret contracts for services and lease agreements;
• Supervise and evaluate subordinate staff;
• Prepare clear and concise oral and written reports;
• Develop and implement Department policies and procedures including safety, security, energy and supply consumption and vehicle use;
• Read and interpret complex State and Federal laws and regulations pertaining to the purchase of equipment and supplies and records retention;
• Establish and maintain effective relationships with those contacted in the course of work.

Training and Experience: Any combination of training and experience, which would provide the required knowledge and abilities, is qualifying. A typical way to obtain these knowledge and abilities would be:

Equivalent to graduation from college with completion of college level course work in business or public administration, management principles and techniques or closely related subjects and two years of experience which would demonstrate the knowledge and abilities listed above;

OR

Four years of experience in building facilities management, developing bid specifications or closely related field.

SPECIAL REQUIREMENT

Possession of a valid California Class C Driver's License.

PREVIOUS CLASS TITLES: None
Benefit Status: 11
EEOC Job Category: 03
Occupational Grouping: 85
Workers Comp Code: 53