What are the responsibilities and job description for the Facilities Manager position at Okaloosa County Sheriff's Office?
Description
The purpose of the position is to provide oversight of capital planning activities, renovation projects, new construction, and major maintenance projects for buildings operated by the Okaloosa County Sheriff's Office. This position will perform supervisory and technical duties planning, directing, and completing the maintenance and repair of internal and external structures and facilities or operate, maintain, and repair mechanical and electronic equipment for Okaloosa County Sheriff’s Office. Position ensures all project scope objectives are in accordance within the boundaries of agency policy and contract specifications. Emphasis of the work is to obtain and maintain viable, cost efficient, well-designed facilities in order to enhance the operational requirements of the agency. Position confers with supervisors, contractors, and design professionals to discuss and resolve such matters as work procedures, safety concerns, scheduling, complaints and construction problems. Work involves formulating reports concerning such areas as: work progress, costs and scheduling for review by the Captain.
Duties
Job Summary:
The purpose of the position is to provide oversight of capital planning activities, renovation projects, new construction, and major maintenance projects for buildings operated by the Okaloosa County Sheriff's Office. This position will perform supervisory and technical duties planning, directing, and completing the maintenance and repair of internal and external structures and facilities or operate, maintain, and repair mechanical and electronic equipment for Okaloosa County Sheriff’s Office. Position ensures all project scope objectives are in accordance within the boundaries of agency policy and contract specifications. Emphasis of the work is to obtain and maintain viable, cost efficient, well-designed facilities in order to enhance the operational requirements of the agency. Position confers with supervisors, contractors, and design professionals to discuss and resolve such matters as work procedures, safety concerns, scheduling, complaints and construction problems. Work involves formulating reports concerning such areas as: work progress, costs and scheduling for review by the Captain.
Duties:
- Supervise the activities of employees and contractors engaged in building maintenance, repair, installation, and inspection of air conditioning, heating, refrigeration systems, mechanical equipment, specialized equipment, pavements, outside structures, and/or major electronic systems.
- Establish preventive maintenance programs, procedures, and schedules; supervise an equipment safety inspection program; and make periodic inspections to ensure proper maintenance of equipment.
- Review contract bids and inspect work performed by contractors to ensure conformance to specifications and contract integrity, report inadequacies to management, and ensure correction of contract performance.
- Request and maintain replacement parts and materials in central stock to allow timely completion of assignments.
- Prepare technical specifications for equipment acquisition.
- Train personnel in safety procedures and operating standards.
- Provide technical advice and assistance to assigned staff.
- Tracks project budgets and identifies any over/under budget areas; collaborates with the Captain in determining remedies for any over budget items.
- Prepares and distributes completed RFPs for subcontractors.
- Reviews subcontractor proposals for completeness and scope of coverage.
- Recommends subcontractors for projects.
- Reviews and completes subcontract agreements including scope of work, pricing, and client-specific requirements.
- Integrates subcontractor schedules into the master project schedule.
- Negotiates and approves subcontractor scope changes in accordance with client contract requirements.
- Collaborates with applicable departments on the acquisition of tooling, equipment, and materials; enters requisitions for supplies and materials to complete projects.
- Ensures all safety-related equipment and materials are available at all times on all projects.
- Ensures project scope objectives are in accordance within the boundaries of agency policy and contract specifications.
- Confers with supervisors, contractors, foremen and design professionals to discuss and resolve such matters as work procedures, safety concerns, complaints and construction problems.
- Monitors projects through the administrative direction of an on-site foreman to ensure project is completed on schedule and within budget.
- Monitors the financial aspects of contracts to protect the agency's interest and simultaneously maintain good relationships with clients.
- Interprets and explain plans and contract terms to administrative staff, workers and clients.
- Prepares and coordinates project submittals, cost controls, scheduling, reporting, and document control activities.
- Manages and tracks construction project design changes and associated cost impacts for incorporation into project budgets.
- Prepare bid documents and develops clear and concise scopes of work.
- Prequalifies vendors and subcontractors.
- Assesses existing facilities to evaluate utilization of space, security protocols and design enhancements.
- Conducts field visits to assist in resolving problems and to review work in progress.
- During extreme weather conditions, maintains all facilities pre and post hurricanes, provides damage assessment for the Okaloosa County Sheriff's Office facilities following any hurricanes or storms; coordinates with all utility providers; assists with recovery operations as it pertains to maintaining safe and secure facilities; coordinates all major generators; activates the cafeteria for the duration of a hurricane or storm.
- Represents the Sheriff's Office with respect to major capital projects performed by Okaloosa County and affecting the Okaloosa County Sheriff's Office.
- Prepares and submits all project close-out submittals and warranties.
- Performs various administrative duties relevant to accurate maintenance of assigned duties, i.e., filing materials, copying documentation, entering data into computer system.
- May operate an agency vehicle.
- Performs related duties as directed.
- Ensures assigned area is properly opened daily and/or secured upon completion of daily tasks (i.e., locking doors, turning off electrical units);
- Cleans equipment and tools after use and maintains cleanliness and order in storage areas.
- Reports equipment malfunctions and maintenance needs to immediate supervisor;
- Ensures facility services and equipment are in readiness for events (i.e., arrange/assemble folding tables and chairs, portable stage, and sports flooring equipment); set up and position electronic equipment (i.e., audio visual equipment, sound boards and lighting systems);
- Operates: motorized equipment and vehicles (i.e. fork lifts, pickup, and ATV); material handling equipment (i.e., pallet jacks, hand trucks and dollies); grounds maintenance equipment (i.e., push and riding mowers, gas powered edgers, trimmers, blowers and power washers; power tools);
- Operates specialized trade specific tools and equipment (i.e., diagnostic instruments, welders, leak detectors, trade specific meters and gauges);
- Assists with the planning, estimating and coordination of tasks;
- Corrects equipment malfunctions and facility issues;
- Requires regular and predictable attendance;
Qualifications
Required Skills, Abilities, and/or Working Knowledge:
- Must possess a High school diploma, Florida General Education Development Test (GED), or Out-of-state GED, with transcript of test results.
- Must have and maintain a valid Florida Driver License.
- Considerable knowledge of the principles, practices, methods, tools, materials, and equipment used in the maintenance and repair of the following: buildings and other physical structures, mechanical equipment and systems, vehicular and stationary equipment, or electronic systems.
- Considerable knowledge of codes, rules, regulations, and requirements pertaining to area(s) of responsibility.
- Working knowledge of occupational hazards and applicable safety regulations, standards, and equipment.
- Skill in the application of supervisory techniques.
- Ability to locate, analyze, and diagnose structural deficiency or equipment malfunctions.
- Ability to maintain work related records and prepare reports.
- Must be able to respond to facility emergencies after hours as needed.
- Must be able to maintain a constant state of awareness and act in a safe manor;
- Must have the ability to follow directives and policies of the agency;
- Reads blueprints, diagrams, specifications, manuals and sketches.
- Experience in the installation of standard electrical circuits.
Standards to Perform Essential Job Functions
Standards to Perform Job Functions:
- Data Utilization: Requires the ability to compare and/or judge the readily observable, functional, structural or components (whether similar to or different from obvious standards) of the facility and applicable components (i.e., equipment, doors, surfaces, cleaning materials and supplies).
- Human Interaction: Requires the ability to work with and apply principles of persuasion and/or influence over others to coordinate programs or activities of a project, and resolve typical problems associated with the responsibilities of the job. Requires the ability to deal with people beyond receiving instructions. Must be adaptable to performing under moderate levels of stress when presented with stressful information. Avoids violent behavior and any other type of behavior that could threaten the safety of other employees or the public. Apply principles of common sense understanding to carry out detailed but uninvolved written or oral instructions; to deal with problems involving concrete variables in or from standardized situations.
- Equipment: Requires the ability to use personal computer, keyboard, telephone, radio and other devices. Requires the ability to perform manual labor and machine operations; to make independent judgments in the absence of a supervisor; to acquire knowledge of topics related to primary occupation through instruction and/or independent learning. Requires the ability to coordinate hands and eyes accurately in using hand held and electrically powered equipment and machinery. Requires the ability to handle a variety of items including control knobs, switches, power tools, hand tools, etc. Must have high levels of eye/hand/foot coordination.
- Language Ability: Must be able to read, write, and comprehend basic English, rendered in formats such as instructions, technical manuals, equipment operation directions, and other materials related to the job. Must be able to communicate effectively in Standard English and to convey information to others.
- Verbal: Requires the ability to utilize a wide variety of reference, descriptive, advisory and/or design data and information. Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively with co-workers, supervisors, and the public.
- Math: Requires the ability to perform addition, subtraction, multiplication and division; ability to calculate decimals and percentages; may include ability to perform mathematical operations with fractions; may include ability to compute discount, interest, and ratios.
- Functional Reasoning: Requires the ability to apply principles of influence systems, such as motivation, incentive, and leadership, and to exercise independent judgment to apply facts and principles for developing approaches and techniques to resolve problems.
- Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving the evaluation of information against sensory, judgmental, or subjective criteria, as opposed to that which is clearly measurable or verifiable.
- Physical Abilities: These physical abilities are representative of the physical requirements necessary for an employee to successfully perform the essential functions of the job. Reasonable accommodation can be made to enable people with disabilities to perform the described duties of the job. While performing the duties of this job, the employee is regularly required to sit; stand; walk; use hands to finger, handle, grasp or feel; reach with hands and arms; push and pull, and talk, hear and smell. The employee is occasionally required to stoop, kneel, crawl or crouch, as well as bend at waist. Must be physically able to operate a variety of hand-held and electrical equipment and tools. Must be able to exert 50 to 100 pounds of force frequently, 10 to 25 pounds of force occasionally, and a small amount of force constantly to lift, carry, push or otherwise move objects. Physical demands are in excess of sedentary work. Must be able to perform manual tasks and remain on feet for extended periods of time. Required to work from ladders for extended periods of time to complete certain tasks (i.e., cleaning windows and vents; changing light bulbs, etc.). May be subject to a significant degree of danger or risk due to the use of chemicals/toxic agents in performing essential functions. Must be able to work under sustained periods of exposure to the outside elements. Specific vision abilities required by this job include close vision, distance vision, color vision and ability to adjust focus. This position may require working with a diverse group of individuals. Employee in this position may encounter stressful situations and frequent interruptions. The noise level in the work environment is moderate to high.
