Facilities Supervisor

Position Description

The position is responsible for planning, organizing, and managing facility staff and facility maintenance operations. Staff supervision includes the 50th and France maintenance technician, Parks & Recreation custodial, City Hall Police custodial, ICWC crews and seasonal staff. Daily facility operations include office builds, small repair projects, select exterior and grounds maintenance, facilities supply, and contracts such as waste management, fire suppression systems, and cleaning services. Provides support as needed to the city owned Enterprise Facilities.

Additionally, the position uses formal project management techniques and processes to lead project teams performing design, scoping, construction, and project evaluation. It manages multiple projects concurrently, ranging in investment from tens of thousands to multimillion. Thus, the ability to set and manage priorities to meet deadlines within a climate of fluctuating regulations and organizational relationships is significant.

Scope of Impact:

Facilities Supervisor will assist with City-wide efforts to maintain assets and real estate, improve energy efficiency, and reduce greenhouse gas emissions, and assist in planning of future projects and to serve the city and the public There are 80 City facilities include City Hall, public works building, two fire stations, City parking ramps, and several parks and recreation facilities.

Essential Functions

Management of Day-to-day Maintenance

Makes and participates in decisions on matters of hiring, transfer, suspension, recall, promotion, discharge, assignment, reward, adjusting grievances or disciplining employees under the span of control

• Sets goals and objectives for others to work towards and monitors performance
• Conducts ongoing feedback, coaching, mentoring, and timely formal reviews of performance for assigned employees
• Plans the work schedule to meet demands about effective use of resources/cost effectiveness
• Encourages employee growth and development by providing or encouraging learning opportunities
• Assesses staff development needs and directs the provision of staff training
• Participates in decisions regarding the content of jobs and the number of staff within the functional areas under the span of control

• Leverages the talent and skills of other members, when possible, to accomplish work goals
• Maintains records of maintenance activities and uses data to conduct cost-benefit analyses when evaluating service delivery options
• Manage relationships with vendors and key stakeholder through multi-year projects
• Using independent judgment provides supervision and leadership to Division personnel under the span of control

Management of Capital and Construction Projects

• Develops and implements assigned CIP projects. Defines project teams, interested parties, scopes, budgets and schedules.
• Develops requests for proposals, oversees the bidding process and manages contracts. Looks for potential cost savings by combining projects across different departments and plans for future building space and supply needs.
• Develops, reviews, and coordinates project plans, specifications, schedules to optimize execution and minimize disruptions to operations by utilizing external resources such as architects, engineers, contractors, consultants, or vendors as needed.
• Manages project budget in compliance with internal procedures and controls.
  • Reviews and approves consultant invoices, contractor pay estimates, certificates of substantial completion, project change orders, and requisitions.
• Leads preconstruction and design phases to manage expectations and to ensure conformance to current City policies, standards, and ordinances.
  • Prepares and reviews permit and variance applications during the design phase.
  • Conducts constructability reviews to ensure meets city needs.
• Monitors project execution and communicates status to management and end users.
  • Manage relationships with vendors and key partners through multi-year projects.
  • Provides public notifications and updates. Responds to inquiries and complaints. Plans and executes public engagement opportunities as needed.
  • Attends and presents at commission and City Council meetings as needed.
• Acts as the project owner during the construction and commissioning phases to represent City interests and manage project delivery.
  • Inspects work to ensure conformance with project drawings and specifications.
  • Coordinates with utilities for disconnects and new service.
  • Reviews submittals and design changes to optimize value add to the City.
  • Coordinates staff for specialized review and input on technical and wide-ranging issues.
  • Manages the procurement process for new construction—sourcing suppliers, developing and executing a strategy for competitive quotes, seeking Council approval, maintaining records, complying with purchasing policy, coordinating delivery and installation.
  • Ensures project closeout is complete, and all records and drawings are memorialized.
• Establishes service agreements for operational transition post-construction.
• Assists other departments with projects as needed.
• Works both independently and in team-oriented, collaborative environments.

Ensure Sustainable Practices/Meet Sustainability Goals

• Promotes City-wide efforts to improve energy efficiencies in City buildings
• Implements pilot projects as appropriate; pursues implementation of next-generation energy reduction and renewable/clean energy technologies
• Manages design and construction teams to implement standards for sustainable building design and construction, such as LEED, B3, and the City’s sustainable building’s policy.

On-Call

• Expected to be available to respond to facility-related emergencies 24/7 for an average of one week per month (25%), including holidays and weekends. Activities that may interfere with their performance and response are restricted.
• Must be able to respond to calls or messages within 30 minutes.
• Provides customer service and support to the requestor.
• Diagnoses issues and may provide onsite troubleshooting.
• Coordinates and directs internal staff and contractors for emergency assistance and repairs.
• Follows up with facility user(s) and internal staff to ensure the issue is resolved.

City-Wide Facilities Strategy

• Works with departments to develop short-term and long-term plans to maintain and improve current facilities and to prepare for future operational needs
  • Develop facility condition, maintenance strategy, and performance measures for each facility annually
  • Develop budget proposals
  • Create and manage work plans to maintain all City buildings
  • Create and maintain level of service agreements for each facility

• Educates others on best practices in building management

• Promote continuous improvement within the division
• Develops and maintains a list of standards and requirements of building systems by which they are to be maintained to. Uses the data collected to create long and short-term maintenance plans and capital requests.

Qualifications

Minimum Qualifications:

Completion of a bachelor’s degree in construction management, architecture, engineering or a closely related field and three years of progressively responsible experience in managing facility operations and leading building maintenance. OR five years of progressively responsible experience in facility operations, construction and/or leading building maintenance. Relevant job history and experience will be considered. A valid driver’s license or evidence of equivalent mobility is required.

Desired Qualifications

• Experience with LEED or SB2030 standards
• 2 years of supervisor experience related to management of trades personal and skilled workers.

Supplemental Information

Knowledge, Skills and Abilities Required for Successful Job Performance:

• Ability to make prompt decisions on complex matters and make evaluations related to construction projects.
• Ability to have high attention to detail and deadlines
• Ability to set objectives, delegate, and prioritize workflow
• Ability to plan, organize, supervise, and review the work of contractors
• Ability to communicate effectively, including ability to persuade and negotiate agreements and respond effectively to controversial issues
• Ability to relate and work with people from diverse cultural, economic, and ethnic backgrounds

Physical and Mental Requirements:

Inspection of facilities and work performed in and on those facilities will require outside work that includes climbing to inspect roofs or roofs mounted utilities. There will be deadlines for project work. Most work requires light to medium physical effort. Lifting or assisting between five and twenty-five pounds may be required intermittently.

Working Conditions:

Most work is performed indoors in an office environment. Work will include intermittent exposure to weather extremes. There will be intermittent exposure to noise and fumes. The job is subject to intermittent call-in during weekend or evening hours to troubleshoot or coordinate emergency repairs.

Some requirements in this job description may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees. All requirements are subject to modification to reasonably accommodate individuals with disabilities.

Requirements are representative of minimum levels of knowledge, skills, and experience required. To perform this job successfully, the worker must possess the abilities and aptitudes to perform each duty proficiently.

This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship. The City retains the discretion to add duties or change the duties of this job at any time.

Full time Employee Benefits:
The City of Edina offers a competitive benefits package and uses a “cafeteria plan” model, which gives the employee a monthly sum of money and allows them the flexibility to choose how to spend it on the various benefits offered. All insurance coverage takes effect the 1st of the month following date of employment.

• Medical: 9 plans to choose from through Health Partners. All individual plans are fully covered and have leftover money towards other benefits. Family health insurance is also low cost and high quality.
• Dental: 2 plans to choose from through Health Partners depending on your dental needs.
• Vision: Supplemental Vision plan for glasses and contacts
• Long & Short-Term Disability: All full-time employees receive Long Term disability at no cost, with an option to purchase short term disability.
• Life insurance: All full-time employees receive a $20,000 Basic Life policy at no cost, with an additional buy up option.
• Retirement: All public employees are required by the State to participate in the Public Employees Retirement Association (PERA). 6.5% of the employee's gross wage or salary is matched with a 7.5% contribution from the City. Some Police and Fire employees are mandated to participate in PERA at a rate of 11.8% of their gross wage or salary, matched by 17.70% contribution by the City. 457 Deferred Compensation plans are also available.
• Supplemental Accident, Critical Illness and Hospital Care plans
• Employee Assistance Program (EAP): Free and confidential service for all employees and their families

• Paid vacation is available to all regular full-time employees and begins with accruing 3.08 hours/paycheck (10 days per year). The amount increases as the years of service increase.

• Sick leave accrues at 3.69 hours/paycheck (12 days per year).
• Each regular full-time employee is eligible for 13 paid holidays during the year.

• Extended Part-time (30-39 hours/week year-round): Eligible for Health Insurance, 13 paid holidays, Retirement, and Employee Assistance (EAP) program. Employees also accrue Paid Time Off (PTO) at 1 hour for every 30 hours worked.

• Regular Part-time (20-29 hours/week year-round): Eligible for 6 paid holidays, Retirement, and Employee Assistance (EAP) Program. Employees also accrue Paid Time Off (PTO) at 1 hour for every 30 hours worked.

• Flexible Part-time and Seasonal employees: Employees accrue Paid Time Off (PTO) at 1 hour for every 30 hours worked and are eligible for the Employee Assistance Program (EAP).

• Individual benefits may vary slightly depending on the specific position, full or part-time status or union contract.