Job Descriptions & Pay
|Class Title:||FACILITIES SUPERVISOR|
|Salary Schedule:||Approved Arizona Law Enforcement Merit System Council Salary Schedule|
|Summary Statement:||Under general direction, is responsible for work of considerable difficulty in supervising a unit within the Facilities Section (design and construction, planning/administration/security, maintenance, etc.); and performs related work as required. This is a competitive classification.
|Essential Functions:||(not intended to be all inclusive)
1. Supervises assigned unit to provide timely technical and professional services for the Department, ensure efficient daily operation of functions, and ensure adherence to applicable local/state/federal laws and Department policies/procedures using computer, miscellaneous office equipment, and reference material.
2. Develops specifications, obtains cost estimates, evaluates proposals and bids, selects vendors, recommends acceptance, and monitors contract compliance for Requested Facilities Work (RFW), Requests for Quotation (RFQ), work orders, purchase order requests, sole source and competitive proposals, service agreements and contracts in order to determine and obtain the best vendors, materials and services (e.g. Uninterrupted Power Supply (UPS) system, UPS battery system, water backflow prevention devices) using Department user groups, appropriate forms, computer and miscellaneous office equipment.
3. Composes written documents (e.g. memos, reports) independently, on a variety of subjects, to produce accurate documents using a computer.
4. Designs buildings, sites, interior suite layouts, modular furniture layouts, miscellaneous structures and details in order to provide a comfortable work environment for employees and a comfortable living environment for employees living in state housing using architectural/engineering reference books/publications, building and safety codes, computer, AutoCad and word processing software and various drafting tools/supplies.
5. Prepares Invitations for Bid (IFB), Requests for Quotation (RFQ), Requests for Proposals (RFP), and formal bid specifications and documents in order to procure services, supplies, equipment, tools and materials for various construction projects using computer, miscellaneous office equipment, AutoCad software and drafting instruments.
6. Administers projects as a result of various programs (e.g. DPS Capital Improvement Plan and Building Renewal Program) by ensuring funds are requested for specific projects, construction documents are developed and submitted for bid, construction improvements are completed, and project reports are developed using previous years' allocation, current year's funding guidelines, building renewal legislation and Department of Administration General Services directives.
7. Administers contracts (e.g. architectural, engineering, construction) to assure that the Department is receiving the professional services agreed upon in the contract using computer and miscellaneous office equipment.
8. Authorizes approval of requisitions, purchase orders, receiving reports and vendor invoices in order to verify receipt of goods and services and authorize payment to vendors using calculator and miscellaneous office equipment.
9. Conducts or attends meetings to obtain or disseminate information regarding assigned work unit issues and programs.
10. Tracks unit expenditures to ensure spending is within allocated budget using computer and miscellaneous office equipment.
11. Documents project status in order to report progress to management and to provide backup material for invoice approval and contract compliance using computer, miscellaneous office equipment, construction cost manuals, architectural/engineering reference books/publications, building and safety codes.
12. Evaluates Requested Facilities Work (RFW) requests to provide recommendations for requested improvements/modifications to Department facilities including cost estimates, designs, and scope of work using computer, miscellaneous office equipment, AutoCad software, construction cost manuals, architectural/engineering reference books/publications, building and safety codes, computer, AutoCad and word processing software, and various drafting tools/supplies.
13. Inspects construction projects to assure contractors conformance with schedules and contract documents related to all building and safety codes.
14. Conducts feasibility studies to determine cost and impact of project using computer and miscellaneous office equipment, AutoCad software, and construction cost manuals.
15. Reviews and approves invoices from vendors to assure correct billing and prompt payment using computer and miscellaneous office equipment.
16. Develops unit strategic plan and assists in development of section strategic plan to provide long range direction for improvement of unit/section/bureau operations using previous years plan, current Department needs, computer, and miscellaneous office equipment.
17. Coordinates between assigned unit and other units, sections and bureaus in order to meet deadlines and complete facilities projects to maintain, modify, repair and improve statewide properties using subordinate staff, other staff members, Department user groups, computer, and miscellaneous office equipment.
18. Develops and updates unit/section policies and procedures to ensure efficient and effective operation of unit/section.
19. Conducts and attends meetings to exchange information regarding issues, programs and projects.
20. Prioritizes incoming assignments to assure accurate and timely completion of work.
21. Schedules projects to make effective use of time and to keep management and user groups abreast of project status using computer, electronic mail system and miscellaneous office equipment.
22. Develops unit budget in order to provide adequate and efficient utilization of allocated funding and to assist with annual section budget using previous year's allocation, current year funding guidelines, catalogs, estimating manuals, computer and miscellaneous office equipment.
23. Establishes costs and prioritizes short and long term capital improvement and building renewal projects in order to provide all employees with a safe and comfortable working and remote housing living environment through subordinate trade staff and using computer, miscellaneous office equipment, local, state, OSHA and multi-functional building trades codes.
24. Develops formal bid contract documents to provide vendors with documents to facilitate bidding and construction of projects using architectural/engineering reference books and publications, building and safety codes, computer, AutoCad and word processing software, and various drafting tools/supplies.
25. Evaluates proposals, bids, contracts and performance in order to enable the Department to obtain the best value for allocated funds and conform with contract documents using state procurement code, computer and word processing software.
26. Prepares requisitions to initiate purchase orders for procurement of services, supplies, materials, tools and equipment to support unit functions using miscellaneous office equipment.
27. Oversees Department maintenance unit staff and contract vendors when they are constructing building projects in-house to ensure projects progress according to time schedule, building plans and building codes using computer and miscellaneous office equipment.
28. Procures services, supplies, materials, tools and equipment to support unit functions using miscellaneous office equipment, appropriate forms and computer.
29. Establishes and monitors unit performance measures, goals, objectives and priorities for assigned personnel in order to provide efficient and effective services using management principles/practices, computer and miscellaneous office equipment.
30. Plans and develops programs (e.g. DPS Capital Improvement Plan and Building Renewal Program) in order to provide the Department with long-range planning for new and existing facilities, maintenance of existing facilities and legislative funding for these activities using computer, reports of pertinent information tracked, cost estimating manuals, and building surveys.
31. Negotiates architectural and engineering contracts to enable the state and Department to obtain the best value for the least amount of funds using computer and miscellaneous office equipment.
32. Manages unit's capital equipment inventory to verify physical presence of capital equipment using appropriate forms, computer and miscellaneous office equipment.
33. Evaluates employees' work performance to advise of the requirements and expectations of the position and provide feedback.
34. Manages design or construction of major projects to develop a project team and assure cost and quality efficiency or to review and sign contract change orders.
35. Administers the Department's American's with Disabilities Act (ADA) Title II compliance program by ensuring new project design documents are in compliance with the ADA, surveying existing structures to evaluate current conditions, developing alternatives to reach compliance standards, ensuring funds are requested, obtained and administered to make improvements, and ensuring effective use of funds using ADA Federal Regulations, design standards, cost estimating materials, computer and appropriate forms.
36. Remains current on job expertise by attending conferences and educational seminars.
37. Interviews prospective employees to select the best qualified candidates for vacant positions within the work unit.
38. Monitors energy management programs to ensure that facilities operations are efficient and effective using appropriate forms, computer and miscellaneous office equipment.
39. Administers Department's Requested Facilities Work (RFW) program in order to provide a procedure for Department personnel to request additions and modifications to facilities using computer, reports of pertinent information tracked, cost estimating manuals, and appropriate Department forms.
40. Develops formal requests to obtain approvals for non-standard procurement procedures and funding for ADA, building renewal, emergency and state insurance related issues using computer and miscellaneous office equipment under direction of facilities manager, state procurement code, state risk management and Department of Administration General Services.
41. Serves in absence of facilities manager to ensure the efficient operation of section.
42. Evaluates qualifications of architects, engineers, contractors, real estate/property owners and developers to ensure quality work is performed.
43. Serves as chief negotiator for all major activities regarding property purchases, leases, architectural and engineering contracts, etc. to enable the state and Department to obtain the best value for the least amount of funds using expertise and miscellaneous office equipment.
|Knowledge, Skills, & Abilities Required:||Knowledge of:
1. the principles and practices of architecture, construction and maintenance of buildings.
2. the principles and practices of management (e.g. budgeting, procurement, personnel, communication, time management).
3. laws, codes, regulations and statutes relating to construction and/or maintenance of buildings.
4. building and safety codes (e.g. Uniform Building Code, Uniform Mechanical Code, OSHA Standards).
5. building construction, materials, methods, standards and trade practices.
6. the architectural programming, planning, design, and preparation of specifications and construction drawings.
7. methods, materials, tools and equipment used in building construction, maintenance and operation.
8. various market values related to design construction, construction cost, property cost, lease cost, remodeling cost, grounds keeping cost, maintenance cost, and specialty systems (e.g. uninterrupted power systems, mechanical, electrical, plumbing).
9. the principles and practices of architects, engineers and contractors.
10. facilities policies/procedures.
11. Title II of the Americans with Disabilities Act.
12. the principles and practices of architectural and engineering design/drafting.
13. building standards publications (e.g. American Standards and Testing Material, Building Cost Estimating, Architectural Graphics Standards).
14. the principles and practices of management to provide direction, guidance, oversight and evaluation of performance for subordinate staff.
15. contract administration necessary for architectural projects.
16. applicable procedures for formal bid processes.
17. state procurement code.
18. specialized building systems (e.g. fire suppression, uninterrupted power supply, hardware, security, communications).
19. standard conditions and agreements (e.g. State Owner-Architecture Contracts, State Owner-Contractor Contracts and General Conditions.
20. applicable Department General Orders.
21. budget and capital investment expenditure planning.
22. current construction market conditions.
23. Department organizational structures.
24. Department employee performance appraisal manual.
1. communicating orally in a positive and productive manner with managers, peers, subordinate employees, vendors, users, and the general public.
2. communicating in writing in a positive and productive manner with high level officials (e.g. executives, legislators), managers, peers, subordinate employees, vendors, users, and the general public.
3. exercising effective administrative and technical supervision over a professional and technical staff.
4. establishing and maintaining effective working relationships with high level officials (e.g. executives, legislators), managers, peers, subordinate staff, vendors and users.
5. preparing and administering a budget.
6. budget and capital investment expenditure planning.
7. reviewing and evaluating technical proposals and contracts.
8. effectively coordinating personnel and resources on various projects.
9. negotiating (e.g. contracts, quotes, construction costs/terms, fees, professional services).
1. be flexible in responding to changes in schedules and job priorities.
2. develop and adhere to schedules.
3. manage, oversee, and prioritize multiple technical projects.
4. interpret building and safety codes.
5. maintain accurate records.
6. interpret written and oral instructions.
7. look at complex problems, develop criteria, analyze and apply information as short-term creative design solutions or long-term planning issues.
8. analyze users building requirements, develop plans and move a project through the design and construction phases.
9. evaluate building design, construction techniques, and related cost factors.
10. exercise effective contract administration.
11. interpret and administer contracts for construction.
12. evaluate bids from, and the qualifications of, contractors.
13. develop policies and procedures.
14. review shop drawings and submittals for contract compliance.
15. review requests for payment from architects, engineers and contractors to ensure accuracy and legitimacy of claims.
16. climb ladders and scaffolding for purposes of inspections.
|Minimum Qualifications:||Requires two (2) years of experience as a Facilities Coordinator; or any combination of related education and experience in the assigned area (e.g. design and construction, facilities planning and administration, facilities maintenance, etc.) to total eight (8) years.
Two (2) years of the experience must have been in a lead or supervisory capacity.
Allowable education includes up to two (2) years of technical vocational training in construction methods, architectural drafting or related field; or up to four (4) years of college courses in architecture, civil engineering, construction management or related field. Architectural registration may be required.
Progression to the next pay level/step requires an overall performance rating of at least "Standard" in the last 12 months.
Must successfully complete the examination process.
FLSA Status: Non-Exempt
Current as of: 4/17/2014 5:30:08 AM