East Lyme Public Schools

Position Description

Position Title: Facilities Project Manager

Department: Facilities

Reports To: Director of Facilities

Prepared By: Director of Facilities Date: July 12, 2023

Approved By: Date:

SUMMARY:

Functions as part of the Facilities management team. Develops and manages capital

improvement projects, including the planning, organization, and coordination of

construction design and engineering, contract development, bidding and project

construction and implementation. Monitors capital budgets to ensure project expenditures

remain within the scope of work. Provides technical support and manages all aspects of

capital construction projects. Oversees consultants, contractors and staff performing

capital construction work. Prepares construction specifications, bid documents, contracts

and change orders. Conducts field inspections to collect data, verify existing/actual

conditions, and monitor conformance with plans/specifications.

ESSENTIAL DUTIES AND RESPONSIBILITIES Other duties may be assigned.

1.Coordinates and prepares facility services and construction specifications and bid

documents. Coordinates pre-bid and pre-construction conferences. Drafts Request for

Proposals (RFP) and develops scope of work. Negotiates contracts, selects consultants

and administers contracts for consulting architects, engineers, contractors, and project

management resources. Compels compliance with published construction plans and

specifications.

2.Supervises and coordinates the design and permit process and work of contractors,

engineers, architects, design professionals, and other personnel to assure the efficient and

economical use of program funds, personnel, materials, facilities, and time. Reviews

work for compliance with contract documents and appropriate guidelines, laws, and

regulations.

3.Monitors individual project budget summaries assuring expenditures are within

approved budget, tracking changes to the contract documents that may result in change

orders. Makes recommendations to the Director of Facilities on change orders as

necessary. Assists with project financial reports, accounting, and grant reimbursement.

Prepares project budgets and assists with budget development, as requested. Monitors

and ensures all requirements of grants and contracts are met. Prepares complete reports

on time with supporting conclusions and recommendations.

4.Develops and maintains records to track the process and progress of each project for

proper evaluation, control and documentation to ensure compliance with District, State,

and Federal requirements and grant reimbursement requirements.

5.Serves as a resource to the Director of Facilities and other District personnel by

consulting on facility issues. Acts as liaison between end users, District staff and

contractors on District projects. Assures effective communication among consultants,

contractors, department heads and other stakeholders. Conducts needs assessment and

meets with District personnel to assure needs are being met by proposed designs and

specifications. Communicates project status to staff and other affected groups, keeping

building occupants informed as to the progress of projects and of any developing

problems, recommending alternative courses of action to mitigate such problems.

6.Creates presentation materials; authors written and oral reports and media materials.

7.Uses speaking engagements, media interviews and other methods to enhance the

community’s awareness of, and appreciation for, capital projects and to educate

community stakeholders regarding each project’s function and objectives.

8.Plans, conducts and presents at project related meetings. Coordinates design,

specification and construction meetings. May prepare and present materials for Board of

Education and other local government entities.

ADDITIONAL WORK PERFORMED:

1. Conducts periodic inspections of facilities. Communicates with other District staff as

appropriate to initiate required corrective action.

2. Prepares grant applications.

3. Performs backup, team, and project duties as assigned.

4. Assists with development and execution of O&M funded and recurring maintenance

projects.

5. Assists with preparing annual budget and capital improvement program budget.

4. Performs other related work of a similar nature or level.

SUPERVISORY RELATIONSHIPS & RESPONSIBILITIES:

Reports to the Director of Facilities. Works under general supervision and the guidance

of District policies and procedures, as well as applicable Federal, State and local

regulations. Responsible for technical guidance of project teams and contractors involved

in construction and renovation. May act as responsible in charge in the absence of the

Director of Facilities and provides direction and serves as a technical resource to

technicians and others within the District.

QUALIFICATION REQUIREMENTS:

To perform this job successfully, an individual must be able to perform each essential

duty satisfactorily. The requirements listed below are representative of the knowledge,

skill, and/or ability required. Reasonable accommodations may be made to enable

individuals with disabilities to perform the essential functions.

PERFORMANCE REQUIREMENTS (Knowledge, Skills, and Abilities):

Knowledge of:

• Principles and practices of project management and contract administration.

• Current construction methods, costs and cost estimating.

• Public Works permits, processes and requirements.

• Applicable local, state and federal laws, codes and standards related to construction.

• Design and construction management including developing bid specifications,

reading blueprints and evaluation of design and construction projects.

• Fiscal management including budget preparation, cost and budget analysis,

expenditure control and records management.

• (PREFERRED) Knowledge of State of Connecticut School Construction Grants

Processes, Procedures and Stakeholders

Skill in:

• Planning and organizing, problem analysis and decision-making, interpersonal

sensitivity, adaptability and flexibility and time management skills.

• The operation of various computer programs including word processing, spreadsheets,

and other applications specific to the area of assignment.

Ability to:

• Listen attentively and communicate effectively, both orally and in writing, with

individuals and groups in clear, concise language appropriate for the purpose and parties

addressed, including preparing and making public presentations which can be understood

by non-technical listeners and preparing written reports, materials, correspondence, and

procedures.

• Establish and maintain effective working relationships with other employees, Town

officials, contractors, representatives of other governmental agencies and the general

public.

• Demonstrate good Teamwork and Cooperation.

• Maintain consistent and punctual attendance.

EDUCATION and/or EXPERIENCE:

Bachelor's Degree in Engineering, Architecture, Construction Management or related

field, AND Four years progressively responsible experience with commercial or

institutional facilities and building construction projects required.

OR

Post-secondary vocational or occupational training in related field plus 6 years of direct

construction project management.

OR

An equivalent combination of education and experience sufficient to provide the

applicant with the knowledge, skills, and ability to successfully perform the essential

functions of the job will be considered.

CERTIFICATES, LICENSES, REGISTRATIONS:

PREFERRED/NOT REQUIRED: Fundamentals of Engineering Certificate. Professional

Engineer License. Project Manager Professional Certificate

LANGUAGE SKILLS:

Ability to read, analyze, and interpret common scientific and technical journals, financial

reports, building codes, government and legal documents. Ability to respond to common

inquiries or complaints from customers, regulatory agencies, or members of the business

community. Ability to write correspondence that conforms to prescribed style and

format. Ability to effectively present information to administrators, public

groups/community, and Board of Education.

MATHEMATICAL SKILLS:

Ability to work with mathematical concepts such as probability and statistical inference,

and fundamentals of plane and solid geometry and trigonometry. Ability to apply

concepts such as fractions, percentages, ratios, and proportions to practical situations.

Ability to apply financial concepts such as compound interest, time value of money, tax

rates and discounts.

REASONING ABILITY:

Ability to define problems, collect data, establish facts, and draw valid conclusions.

Ability to interpret an extensive variety of technical instructions in mathematical or

diagram form and deal with several abstract and concrete variables.

OTHER SKILLS and ABILITIES:

Personal Computer and spreadsheet skills. Ability to apply knowledge of current

research and theory in specific field. Ability to establish and maintain effective working

relationships with students, staff and the school community. Ability to speak clearly and

concisely both in oral and written communication. Ability to perform duties with

awareness of all district requirements and Board of Education policies.

PHYSICAL DEMANDS:

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. Reasonable

accommodations may be made to enable individuals with disabilities to perform the

essential functions.

While performing the duties of this job, the employee is regularly required to sit and talk

and hear. May sit or stand for long periods of time. The employee frequently is required

to walk. The employee is occasionally required to stand and reach with hands and arms.

Specific vision abilities required by this job include close vision, distance vision and

color vision. Some driving of personal vehicle is necessary. Occasionally, yet essential

to this position, the individual must meet deadlines with specific time constraints, and

effectively interact with the public, contractors and other stakeholders. Occasionally the

position requires the employee to work irregular or extended hours, position has direct

responsibility for the safety, well-being or work output of other people. Must be able to

effectively multiple projects ongoing at the same time and with similar deadlines. Bends,

reaches, pushes, pulls, and twists. May occasionally lift and carry items weighing up to

50 pounds.

WORK ENVIRONMENT:

The work environment characteristics and physical demands described here are

representative of those an employee encounters while performing the essential functions

of this job. Reasonable accommodations may be made to enable individuals with

disabilities to perform the essential functions.

Works in an office or meeting room setting and at field locations in all types of weather.

Field inspection work may be near noisy machinery, with the possibility of exposure to

environmental and chemical allergens standard to the building construction industry.

Traverses rough terrain, inclines, and areas undergoing excavation. Attends meetings or

performs duties outside of normal office hours. Moves throughout the facilities.

Frequently drives motor vehicles to perform duties in the field, at multiple sites. Uses

appropriate safety equipment and follows established work safety policies, practices and

procedures.

NECESSARY SPECIAL REQUIREMENTS:

• Have and maintain a valid driver's license.

• Employment contingent upon passing background check.

• Must successfully complete asbestos abatement certification training per federal

requirements.

The information contained in this job description is for compliance with the American

with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this

position. Additional duties are performed by the individuals currently holding this

position and additional duties may be assigned.