Facilities Specialist 1

EXAMPLES OF DUTIES:

• Provide support for project development, planning, design, and construction projects; coordinate project schedules with clients in county owned or leased facilities; coordinate temporary utility outages and disruptions including moves of equipment and cubicles.

• Perform on-site inspections to review building equipment, mechanical and structural layouts, and building and site measurements.

• Perform computer-aided drafting work, such as polyline spaces, occupant and emergency maps, and room tags.

• Gather planning information from various sources including existing databases and drawings, interviews, online research, historical studies, and surveys; compile research materials, create graphic elements for reports and presentations, and write narratives.

• Receive, track, and prepare contractor, consultant, or vendor billings for payment; track payment receipts; provide spreadsheets for review of all project costs.

• Ensure accuracy of building data on county website; monitor existing agreements and contracts for compliance.

• In addition to the above duties, the Facilities Specialist 2 will: act as liaison with facilities groups, client representatives, and owners during system or facility planning, design, construction, or property management projects; negotiate change orders; determine, monitor, and approve budgets and expenditures; plan and coordinate capital projects and groups involved with electrical, mechanical, environmental, conservation, sustainability, or other facilities-related functions; review plans and specifications and ensure compliance with standards; meet with local building bureau and planning departments; prepare bid and purchasing specifications and assist in contract negotiations; identify, recommend, and assist in resolving contract issues with contractors, consultants, vendors, and others; recommend standards and requirements for matters such as long-range planning, environmental, OSHA, energy conservation, and digital control systems; respond to customer service requests; develop presentation materials; analyze options, and make recommendations.

• In addition to the above duties, the Facilities Specialist 3 will: be responsible for a multi-year, programmatic set of projects and related clients in owned or leased county assets; provide project management by setting standards and outcomes with respect to scope, budget, schedule, and quality; provide status reports; lead, coordinate, and participate in multi-disciplinary, cross-departmental project teams; represent the county and assigned program to the public, staff, other agencies, government jurisdictions, committees, and organizations; plan, design, and implement technology standards to improve efficiencies; evaluate plans and specifications; meet with local building bureau and planning departments and address discrepancies; lead and direct design efforts, in-house or via Architect and Engineering (A&E) firms for capital projects; monitor contracts for compliance; resolve issues with contractors, consultants, vendors, and others; form partnerships by creating Development Disposition Agreements (DDAs) and Intergovernmental Agency agreements (IGAs); identify critical issues, analyze options, make recommendations, and develop presentation materials.

• Perform other duties as assigned.

Depending upon functional area(s) of assignment, the following duties are performed at the Facilities Specialist 2 and/or Facilities Specialist 3 level:

Functional Area: Property Management

Facilities Specialist 2:

• Manage a portfolio of county facilities; inspect and evaluate existing conditions of facilities; serve as contact for customer services; process, interpret, and enforce client leases and agreements, contract documents, and plans.

• Notify clients of upcoming general maintenance, major repairs, remodeling, or construction activities; coordinate emergency procedure planning, training, and occupant drills; schedule, coordinate, and monitor testing and inspection activities.

• Coordinate and participate in meetings with stakeholders to plan and review remodeling or new construction requirements; investigate and resolve complaints, disturbances, and violations.

Facilities Specialist 3:

• Maintain records of rental or usage activity, permits issued, maintenance, and operating costs.

• Serve as the main point of contact for operational, emergency, and programmatic issues; research client and building problems and concerns in order to recommend solutions and timelines.

Functional Area: Compliance

Facilities Specialist 2:

• Define and monitor adherence to regulatory and environmental requirements; serve as primary liaison with Risk Management, outside inspectors, and regulatory agencies.

• Initiate action on issues identified such as environmental safety and health, accessibility, security, disaster preparedness, and code and regulatory compliance.

• Examine records and documentation to prepare correspondence, reports, and recommendations for action; oversee applications for special licenses or permits; investigate alleged license or permit violations.

• Inspect county equipment, buildings, or materials in the possession of external contractors to ensure compliance with contracts and regulations; provide guidance regarding legal or administrative action to protect county property.

Facilities Specialist 3:

• Develop, implement, and maintain fire, life, and safety policies and procedures, benchmarks, metrics, and standards.

Functional Area: Technical Services

Facilities Specialist 2:

• Perform or oversee integrated computer-aided facility management (CAFM) and computer-aided design (CAD) services; design or oversee the production of facility layouts; create base drawings; reconcile drawing sets; coordinate raster images for electronic mapping with GIS staff; perform audits to ensure accuracy; provide hardware and software recommendations.

• Manage technical resource center inventory; define and develop processes and procedures to address property and building data, building systems data, and quality control.

Facilities Specialist 3:

• Track and analyze building equipment lifecycle cost information; compile and analyze operational data to develop cost or time estimates, schedules, or specifications; write and measure benchmarks, metrics, and standards.

Functional Area: Energy and Utility Management

Facilities Specialist 2:

• Compile and validate energy and utility operations data and rates; assist with internal rates for all utilities such as electric, natural gas, water, solid waste, and others.

• Validate and run complex models to assess risk, measure performance for negotiations with providers and funding resources, and evaluate initiatives.

Facilities Specialist 3:

• Forecast utility consumption, vendor rates, and internal rates for all utilities such as electric, natural gas, water, solid waste, and others.

Functional Area: Strategic Planning and Project Management

Facilities Specialist 2:

• Define project requirements, goals, and deliverables with customers; assess risks, costs, and schedule; identify complex problems and recommend solutions.

• Design and present proposed operational models; analyze information for alternative plans. 

Facilities Specialist 3:

• Provide project management services on complex projects including objectives, system and resource requirements, project plans and specifications, communication plans, schedules, funding, and staffing; ensure project goals are met on time and within scope and budget.

• Plan, schedule, and coordinate activities between clients and contractors for general maintenance, major repairs, remodeling, or construction projects for commercial and residential properties; lead and monitor the contract development process and oversee consultants and contractors.

• Ensure compliance with county contract policies for the acquisition of consultant and construction services; coordinate project permits including agency negotiations, final approvals, and resolving disputes.

• Analyze information about alternative courses of action based upon risk, capital and operating costs, funding, and critical initiatives; prepare risk management reports to quantify and qualify benefits and challenges for potential course of action.  

LEVEL AND TYPE OF WORK AND/OR SUPERVISION:

Facilities Specialist 1

• Entry level

• Paraprofessional

• Perform the more routine duties as assigned with increasing independence.

• Decisions made or actions taken require higher-level review and work is checked for progress and reviewed for quality and compliance to policy and procedures.

• Typically, incumbents may use the entry level to obtain the proficiencies to qualify at the next level in the classification series.

• Receive general supervision from manager or staff. 

Facilities Specialist 2

• Journey level

• Paraprofessional 

• Perform the full range of duties, working independently, applying well-developed subject knowledge, and exercising judgment and initiative.

• Receive occasional instruction or assistance as new or unusual situations arise.

• Fully aware of the operating procedures and policies within the work unit.

• Work is reviewed based on compliance, appropriateness, and effectiveness in meeting goals and deadlines.

• Receive general supervision from manager or staff.

• May exercise functional and technical supervision over staff. 

• Responsible for moderately complex facilities and property management related projects and services as a representative within one or more functional areas.

Facilities Specialist 3

• Advanced level

• Professional 

• Perform the most difficult assignments requiring a higher level of responsibility, applying advanced subject knowledge, and exercising significant independent judgment and initiative.

• Receive work assignments in terms of objectives, priorities, and deadlines.

• Work is reviewed for technical accuracy, compliance to program objectives, and overall results.

• Receive direction from manager or staff.               

• May exercise functional and technical supervision over staff. 

• Responsible for strategic and technically advanced facilities and property management related projects and services as a subject matter expert in one or more functional areas.

MINIMUM QUALIFICATIONS GUIDELINES:

Any combination of experience and training that would likely provide the required knowledge, skills, and abilities is qualifying.  Requirements are determined at the time of recruitment based on responsibilities of the individual position and business needs of the department.

Facilities Specialist 1

Training and experience for entry level, paraprofessional classifications are typically equivalent to an associate's degree and up to one (1) year of experience that demonstrates the ability to perform the duties of the position. (Equivalency 2-3 years of qualifying training and/or experience).

Facilities Specialist 2

Training and experience for journey level, paraprofessional classifications are typically equivalent to an associate's degree and one (1) to four (4) years of experience that demonstrates the ability to perform the duties of the position. (Equivalency 3-6 years of qualifying training and/or experience).

Facilities Specialist 3

Training and experience for advanced level, professional classifications are typically equivalent to a bachelor's degree and three (3) to six (6) years of experience that demonstrates the ability to perform the duties of the position. (Equivalency 7-10 years of qualifying training and/or experience).

Depending upon assignment, candidates may be required to pass a criminal background check, have a valid driver license, and /or additional training, licenses, or certificates.