Facilities CoordinatorSno-Isle Libraries
invites applications for the position of:
Location: Service Center (Marysville)
Pay Range: $24.84 – $34.04 Hourly
Hours per week: 40
Job Requisition: 16228
Closing Date: March 31, 2019, 9:59pm
Under the direction of the Facilities Manager, support the administration and recordkeeping of all facilities and fleet operations. This position will be the initial customer contact for internal and external customers and contractors in the general support and communication of information from the Facilities Department.
- Assist the Facilities Manager in all aspects of facilities services and project implementation.
- Support the Facilities team with external contacts, scheduling, and communications as needed.
- Manage the security and access-control databases in conjunction with their assigned contractors.
- Coordinate Facilities work requests to Facilities staff or contractors on a daily basis.
- Coordinate Facilities related administrative tasks, activities, purchasing, and support systems.
- Maintain and update facilities administrative policies and processes as directed.
- Draft, edit, modify, and maintain all Facilities bid documents and other bid information or contract documents.
- Maintain EPA Energy Star database and utility bill usage, and other KPI reporting requirements monthly.
- Manage off site inventory, related churn, and small FFE replacement programs, repairs, and warranty.
- Maintain Geotab GPS fleet tracking system, print reports, and update backup files for DDC systems.
- Act as the primary ITASC system coordinator for the Facilities team; receive and assigning all work requests, create purchase orders, enter additional details as needed, provide overall system support.
Additional Duties and Responsibilities
- Train new staff and contractors on the essential use of systems and processes as needed.
- Attends meetings, training, and workshops as assigned when needed.
- Assists with small or special projects or roles within project teams as required.
- Work at regional libraries or off site location for daily assignments and inspections if necessary.
- Performs other duties as required or assigned.
This position reports to the Facilities Manager. Supervision is not a regular part of this position.
Core Library Competencies
- Adaptability: Adjust nimbly to obstacles or changing conditions to arrive at the desired goal.
- Communication: Express self clearly, effectively, and compellingly in written, verbal, and nonverbal messages.
- Customer Service: Build and maintain responsive, effective relationships with internal and external customers.
- Interpersonal: Accurately perceive others and the impact of one's own behavior to balance relationship and goal needs appropriately and positively in interactions.
- Professionalism: Align behavior with the library's mission, values, and strategic focus in serving a diverse stakeholder community
Required Knowledge, Skills, and Abilities
- Thorough knowledge of most business practices, financial terms, processes, and principles.
- Fundamental knowledge and experience with working in a facilities services environment.
- Strong working knowledge of Microsoft Office programs; Excel, Word, Visio, PowerPoint and Outlook.
- Basic understanding of skilled labor trades, terms, power tools, building systems, and vocabulary.
- Strong oral and written communication skills; as well as strong organizational and analytical skills.
- Ability to perform simple business math calculations; analyze data, create reports and charts.
- Ability to understand and carry out general instructions in facilities and business situations.
- Ability to solve problems and respond in a calm reasonable rational manner in all situations.
- Ability to comprehend and interpret instructions, correspondence, and memos; ask clarifying questions to ensure understanding and minimize misunderstandings.
- Ability to write and create routine reports, correspondence, and formal letters.
- Ability to respond to common inquiries or complaints from customers, co-workers, and Supervisor.
- Ability to effectively present information to an internal department or group of employees.
- Ability to multitask effectively, reprioritize tasks constantly based on the ever changing facilities needs and daily situational awareness of necessary tasks and human factors such as safety and health.
- Ability to work under stress with distractions to meet deadlines and needs with minimal supervision.
- Ability to learn facilities and construction related terms, trades, activities, requirements, and systems.
- Ability to respond to situations and issues outside of normal working hours if needed during a work place crisis depending on the requirements for specific information and tasks relative to this job.
- Ability to work cooperatively and maintain effective interpersonal skills with the public and co-workers.
Education and Experience
High School diploma or G.E.D. required, plus one of the following:
- A combination of training and on the job experience including some college level education of at least two years; an Associate’s Degree in Business, Accounting, Construction, or a Facilities related field is preferred.
- A combination of facilities related experience in office administration, accounts payable, or an equivalent combination of technical training of at least three years; experience in the public sector is preferred.
- Certification in Facilities Management from the International Facilities Management Association (IFMA), or the Building Owners and Managers Association (BOMA), or certification in Project Management from the Project Management Institute (PMI).
Physical and Environmental Conditions
The physical demands described here are representative of those that must be met by a staff member to perform the essential functions of this job successfully. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the incumbent is required to: talk and hear; sit, stand and walk; use hands to finger, handle or feel; reach with hands and arms and to manipulate typewriter and word processor keys, printer and copier keys and material supply trays. An incumbent may occasionally lift and/or move objects or materials weighing up to 25 pounds.
Specific vision abilities include sufficient vision to read and recognize numbers and alphabetical characters on files, books, magazines and other materials. Incumbents are required to sit at work stations with personal computers and display monitors for substantial periods of time but are not confined without the opportunity to move about and shift position.
The above job description is not intended as, nor should it be construed as, exhaustive of all responsibilities, skills, efforts, or working conditions associated with this job. This and all Sno-Isle Libraries' positions are subject to transfer.