What are the responsibilities and job description for the Deputy Director for Administration - Facilities Management and Capital Planning Department position at Facilities Management?
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Departmental Mission Statement: The Facilities Management and Capital Planning (FMCP) department manages and maintains 62 state-owned courthouses and 42 leased facilities in ten counties of the Commonwealth. The Department is committed to administering effective property management, facility operations, facility renewal, and the delivery of quality customer service in support of the administration of justice throughout the Commonwealth.
ORGANIZATIONAL PROFILE:
https://www.mass.gov/info-details/trial-court-facilities-management
Notes:
- This position is designated as a management position and is covered by the Trial Court Personnel and Policies Procedures Manual.
- This position may be considered essential personnel in certain emergencies and may be required to work outside of regularly scheduled hours.
SUPERVISION RECEIVED: Receives general direction from the FMCP Director in performing duties by established guidelines.
Position Summary: The Deputy Director for Administration (DDA) supports the Director of Facilities Management and Capital Planning (FMCP) in the Trial Court’s oversight and management of staffing needs, assignments, operational compliance, and all administrative services. The DDA is responsible for coordinating the departmental hiring process, the communication of policies and procedures, departmental metrics, ongoing training and communication, and employee evaluations. The DDA is responsible for ensuring that Facilities Management staff comply with existing statutes, mandatory training, best practices, and all state mandated regulations and Trial Court policies and procedures. The DDA oversees Service Now and CAMIS, runs necessary reports and updates the FMCP Director and other designated staff as needed. The DDA may represents the FMCP Director in his/her absence, and in meetings and conferences as required.
Duties: Coordinating the departmental hiring process, regular duty assignments and transfers of personnel, the interdepartmental communication of policies and procedures, departmental metrics, ongoing training, and external communication on behalf of FMCP.
Administers the employee evaluation process for the Department, conducts investigations of employee misconduct.
Issues a variety of communications on behalf of the Director to facilities staff throughout the Commonwealth.
Participates in discussions related to collective bargaining and labor relations with the Director of FMCP, and members of the Human Resources Department, including all department employees are granted equitable opportunities to complete tasks.
Collaborates with the Office of Workplace Rights and Compliance regarding any allegations of discrimination or violations of employee rights.
Assists the Director of Facilities Management to establish departmental metrics in order to meet or exceed goals and objectives to create an environment of continuous improvement.
Ensures that facilities management personnel who support the departmental mission comply with existing statutes, best practices, and all state mandated regulations and Trial Court policies and procedures.
Assists the Director and his or her management team with the regular development and implementation of improved Facilities Management Administrative Processes & Procedures to ensure consistent management practices throughout all regions.
Compiles reports on a monthly basis to ensure compliance with established Facilities Management Administrative Processes & Procedures, including the appropriate application of overtime compensation.
Manages Service Now and CAMIS, ensuring all staff are using the systems. Reports to the FMCP Director on deficiencies and successes, including request completion and preventative maintenance. Assures that all equipment is updated in CAMIS.
Produces analysis of Facilities Department data that drive operational, resource, and policy decisions.
Researches, identifies and promotes training opportunities for all staff that will allow for professional development within the department.
Maintains open communication with the Trial Court Communications Team regarding updates to Courtyard and maintaining proper updates to personnel records on Mass.gov and the active directory.
May represent the Director on working groups or committees.
May be assigned other duties as determined by the Director; and
Performs related duties as required.
Job Competencies: All applicants must be able, through the interview process, to demonstrate knowledge and understanding of the following areas:
Ethics and Values Communicates and demonstrates the ethics and values of the Trial Court.
Mission Understands, upholds, and communicates the Trial Court missions.
Applied Knowledge Understands research, information services operations, specialized tools, applications, and software, with some understanding of the various court departments and divisions.
Problem Solving Ability to successfully address data issues, draw conclusions, and make recommendations.
Customer Service Conducts oneself in a courteous and professional manner towards both Trial Court employees and the public.
Performance Measurement Understands the value and importance of performance measures as a basis for both individual and departmental assessments.
Commitment to Diversity Promotes an environment of diversity through understanding, respect, and positive communication with persons of varied economic and cultural backgrounds.
Collaboration Works with others cooperatively, demonstrating a willingness to be a team player, and contributing to a work environment that focuses on shared departmental goals.
Continuous Learning Demonstrates a commitment to continuously improving himself or herself through professional development.
Minimum Requirements: These are the minimum requirements necessary to apply for the position of Deputy Director for Administration, FMCP:
Bachelor’s degree in public or business administration or other relevant field of study and seven (7) years of professional experience handling administrative services preferably within a union environment, three (3) years of which must include the management and supervision of staff. An equivalent combination of education and experience will be considered in meeting the minimum requirements.
Demonstrated experience managing union grievances and associated hearings.
Knowledge and work experience in the Massachusetts Trial Court or another Commonwealth organization is considered a plus.
Experience performing workplace investigations and collaborating with Human Resources or legal staff on employee relations and workplace rights.
Ability to use data to diagnose problems and drive enhancements and efficiencies in departmental operations.
Proven ability to use software to manage employee data using dashboards and field reports to inform decision- making.
Ability to collaborate with other Trial Court departments to identify improvement areas and provide Trial Court leadership with recommendations for enhancements.
Working knowledge of and ability to use personal computers and related software such as MS Office to develop databases and systems to record and track projects.
Proven ability to maintain accurate records and to prepare all necessary reports.
Ability to write and communicate professionally.
Ability to travel throughout the Commonwealth as necessary.
Strong interpersonal skills and the ability to work professionally with persons at all levels, including judges, and to maintain effective working relationships.
