Assistant Director of Facilities

Class Title: Assistant Director of Facilities Department: Administration Classification: Administrator - 12 months Immediate Supervisor: Director of Facilities and/or Superintendent CLASS DESCRIPTION Under the general direction of the Director of Facilities or his/her designee for school projects, this position is responsible for supervising maintenance and custodial personnel of the school department. The Assistant Director of Facilities will assist in managing the activities pertaining to the maintenance, repairs, and cleaning of school buildings. Provides recommendations concerning the necessity to contract outside services for routine or emergency repairs and/or maintenance. Assist the Director of Facilities in the oversight of all school department building projects, and works collaboratively with project manager when required. Supervises and assists employees with emergency repairs when necessary. ESSENTIAL DUTIES AND RESPONSIBILITIES 1. Assists and participates in daily work schedules, and prioritizes assignments for employees. 2. Assist the Director of Facilities in the standard operating procedures for custodial and maintenance care of all school buildings and grounds. Reviews work performed by personnel to ensure that all work is performed in a proper and efficient manner. 3. Assists in supervising and engaging employees to ensure all school buildings are properly maintained, cleaned and repaired satisfactorily. Recommends and provides training, performance reviews, and personnel records as appropriate. 4. Participates in developing the facilities budget and manages adherence to adopted budget to include, but not limited to, estimates, bills for equipment, supplies and services. Provides proper reporting of such plans, develops and executes effective facilities operations. 5. Assists the Director of Facilities in implementing a maintenance program addressing routine, preventative, planned and emergency maintenance for school buildings. Conducts and documents regular physical inspections of all building grounds, and equipment to ensure that high standards of workmanship, cleanliness, safety and security are maintained. Reports the results of all inspections in writing for school buildings to the Superintendent along with a written plan to correct any deficiencies. 6. Maintains security measures for school buildings including alarm systems, door locks, etc. 7. Provides monitoring and management of building utility use and bills (i.e., gas, oil, electric), energy efficiency and energy savings programs. Reviews bills for equipment, and responsible for the operation and maintenance of all HVAC systems. 8. Assists in preparing specifications for all purchases and/or contracts for the School Department related to cleaning supplies, equipment and contract services. 9. Assist in the development of Request for Proposals (RFP’s), specification and other related bid documents. 10. Reviews and makes recommendations for the selection and retention of vendors. Supervises, evaluates and monitors vendor performance. 11. Responds to emergency repairs or system maintenance during off hours. Emergency and storm related events are to be handled as top priority over all other work assignments. 12. Assist in the development and administration of safety programs, including but not limited to, ensuring material safety data sheets (MSDS) are up to date for all products used by personnel in maintaining building operations. 13. Provide assistance for adherence and compliance with regulatory programs and protocols to include, but not limited to, Americans with Disabilities Act (ADA) compliance issues, Asbestos Hazard Emergency Response Act (AHERA), water, mold and radon testing, and Department of Environmental Management (DEM). This includes maintenance and up to date accurate record keeping. 14. Maintains a coordinated inventory program of school supplies and equipment. 15. Maintains appropriate records pertinent to the maintenance and equipment of the School Department’s building and grounds. 16. Maintains familiarity with current best practices in trades, (i.e., HVAC, electrical, carpentry, construction, plumbing, etc.) 17. Oversees contracts with major firms for preventative maintenance of roofs, burners, controls, and various components of buildings. 18. Compares green and non-green alternatives when applicable in terms of short-term costs, long-term costs, or environmental impacts. 19. Applies green building strategies when applicable to reduce energy costs or minimize carbon output or other sources of harm to the environment. 20. Maintains and compiles data for the Director of Finance involving the Rhode Island Department of Education (RIDE),(e.g. RIDE School Housing Aid Program). 21. Coordinates with the Director of Operations to oversee the utilization of campus amenities (playing fields, gymnasium, auditorium, etc.) by outside entities. KNOWLEDGE, SKILLS AND ABILITIES Through knowledge of modern methods, materials, tools, and supplies used in building maintenance, cleaning and the basic operation of HVAC systems. Knowledge of a wide range of equipment and tools used in maintenance and repair tasks. Knowledge of relevant equipment, policies, procedures, and strategies to promote effective local, state, or national security operations for the protection of people, data, property, and institutions. Knowledge of electronic equipment, computer software and technology used in this occupation. Knowledge of the RIDE School Housing Aid Program. Strong communication skills, thorough and detail-oriented, able to prioritize and multitask, proactive and deadline-oriented. Ability to read and understand work orders, safety rules, operating and maintenance instructions, and procedure manuals. Ability to interact effectively with the public, vendors, management, and employees at all levels of the organization. Ability to prepare and write correspondence, reports, and effectively present information to vendors, management, and other employees of the organization. Any other responsibilities the Director of Facilities assigns. Ability to solve practical problems and deal with a variety of concrete and abstract variables in situations where only limited standardization exists. Must be available for School Committee and Facilities meetings as required. The Assistant Director of Facilities will work a split shift as determined by the Superintendent and Director of Facilities MINIMUM QUALIFICATIONS Education and Experience: High school Diploma or GED equivalent, plus two (2) years of advance schooling or training at a post-secondary institution or higher education. Five (5) or more years of related experience in maintenance management with supervisory experience. Extensive knowledge of established maintenance practices, procedures and techniques as well as applicable local, state and federal building codes. Considerable knowledge of a wide range of equipment and tools, and proficiency in maintenance and repair tasks. Knowledge of data collection for the RIDE School Housing Aid Program preferred. Managerial and supervisory experience required. Will be required to work nights and weekends. Hours will vary. Must have a valid driver’s license. PHYSICAL DEMANDS The physical demands described 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 must be able to work in a variety of physical positions, including, but not limited to, sitting, standing, stretching, and walking. The employee is regularly required to talk and/or hear. The employee is frequently required to use hands, handle, or feel. The employee must be able to perform physical activities such as, but not limited to, lifting, and/or moving light objects up to ten (10) lbs., and occasionally lift items slightly over ten (10) lbs. The use of a step stool may be required to reach the top drawer of a filing cabinet as necessary. Specific vision abilities include close vision and color vision. WORK ENVIRONMENT The work environment characteristics described 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. The duties listed above are intended only as illustrations of the various types of work that may be performed and is not a comprehensive listing of all functions and tasks performed by positions in this class. 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.