Facilities Representative

Residency Requirement

Employees must be Boston residents on their date of hire and for the duration of their

employment subject to BWSC policies and collective bargaining agreements.

Overview

Position Purpose:

Processes and coordinates all facilities-related repair requests and work orders, in addition to performing related work in order to support the daily operations of the Facilities Department within the Commission; ensures organizational efficiency in the application of prescribed policies, procedures, and methods.

Responsibilities

Essential Functions:

(The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.)

• Assists with transportation needs including: driving employees to and from the train station, driving executives locally, picking up boxes, and making deliveries to other offices as needed.
• Responds to inquiries from facility staff and commission personnel via phone, e-mail and in person concerning maintenance issues.
• Coordinates, types, files, and maintains various manuals and automated filing systems.
• Maintains database projects and organizes records using both manual and computer entries.
• Prepares and processes forms and correspondence.
• Analyzes workflow and takes corrective action on reported and preventative facility maintenance issues. Coordinates and schedules the work of repair staff.
• Transmits and receives information and instruction via radio and telephone.
• Opens and closes work orders.
• Assists with training junior personnel.
• Coordinates a wide range of duties associated with the operation of the mailroom. Stamps, sorts and distributes mail.
• Directs visitors to appropriate departments in accordance with established procedures.
• Performs similar or related work as required, directed or as situation dictates.

Qualifications

Recommended Minimum Qualifications:

Education, Training and Experience:

High School Diploma or equivalent. Related experience preferred in the public sector working with local government. Any equivalent combination of education, training, and experience. Must possess a valid Massachusetts Driver’s License.

Knowledge, Ability and Skill:

Knowledge:  Familiarity with basic office procedures; working knowledge of MS Office applications including Outlook; working knowledge of departmental policies and procedures.  

Ability:  Communicate effectively and tactfully with staff and the public; compose correspondence; prioritize and complete multiple tasks at one time with frequent interruptions; operate a computer with intermediate MS Office skills; manage databases as required by the position; create spreadsheets and maintain records; use telephone system.

Skill: This position requires excellent customer service skills; strong organizational skills; skills in all of the above listed tools and equipment.

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.  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 frequently required to work at a desk and is regularly required to convey information to employees and the public and move about inside the office to access file cabinets and office machinery. The employee must occasionally lift and/or move objects weighing up to 10 pounds, such as supplies, folders, and books. Certain tasks require the ability to view computer screens for extended periods of time. 

Supervision:

Supervision Scope: This position performs various duties requiring a thorough knowledge of departmental operations and the ability to complete assigned tasks according to established procedures and protocol.

Supervision Received:  Works under the general direction of the department manager and in accordance with applicable Massachusetts General Laws, city policies and relevant state, federal, and local regulations and standards. Follows established work plan and completes work in accordance with established departmental policies and standards; issues are referred to supervisor.

Supervision Given:  None.

Job Environment:

• Work is performed under typical office conditions; work environment is moderately noisy.
• Operates computer, calculator, copier, facsimile machine, and other standard office equipment.
• Contacts are by phone, through correspondence, and in person; they generally consist of an information exchange dialogue, discussing routine and semi-complex issues.
• Has access to confidential information including personnel records, which requires discretion and professional office protocols.
• Errors could result in delay of department services, and have legal and/or financial repercussions.

Affirmative Action/Equal Employment Opportunity Employer