Facilities Specialist ($27.50)

DescriptionPOSITION: Facilities SpecialistFLSA CLASSIFICATION: Part-time/HourlySTATUS: Part-TimeNormal Working Hours/DaysMon - Fri 9 am-2:00 pm/Remote with some exceptions of travel.Hours will vary slightly depending on the work projects underway.Position requires evening and weekend hours for high-level special events and projects.Position Summary StatementThe Facilities Specialist will report to the Facilities Manager and will be responsible for performing a number of coordination duties related to the routine maintenance of community living locations and program office locations.The Facilities Specialist promotes the organization's mission, vision, and core values and is responsible for providing leadership that supports and promotes Arc PG's strategic direction in all jurisdictions.The Facilities Specialist participates in key functional infrastructure units essential to the success of the Department, including:Landscaping & Grounds: maintenance and outdoor waste & recycling services.Business Services: communication & customer service, work center operations, personnel training & development, and physical environment accessibility.Provides assistance and follow-up on deficiencies with Program Management. Assists Program Manager in timely responses and compliance with OHCQ, DOH, DDA and internal plans of correction. Ensures emergency evacuation plans, COOP plans, and other required emergency preparedness protocols are in place. Assists in ensuring the facilities comply with relevant laws, regulations, and safety standards.The ideal candidate acts with a sense of urgency in the majority of tasks, is highly self-motivated and professional, has a high level of integrity, and is self-directed. This person is capable of managing their workload and prioritizing tasks in a fast-paced environment.Requirements The employee must have a valid driver’s license from the state in which they reside and be privileged to drive in accordance with the Motor Vehicle Record (MVR, with no more than two points. Guidelines as established by the company. Successful candidates must also meet criminal background check and drug testing requirements and maintain certification in First Aid and CPR.Additional skills required are budget management and vendor relations, including above-average verbal and written communication and interpersonal skills.KNOWLEDGE, SKILLS, AND ABILITIES (Qualities that will help the incumbent be more successful in the position):Ability to guide and motivate contractors to meet work expectationsAbility to troubleshoot and act swiftly when emergency situations are identified. Strong interpersonal, verbal, and written communication skills.Principal AccountabilitiesReceives direction to assist with all activities and services necessary for the effective and efficient maintenance and appearance of the grounds, buildings, and other physical resources of the Arc and establishes appropriate policies and procedures that promote a strong customer service orientation to staff, families, and partners. Assists in the preparation of homes for selling and other real estate-related tasks. Maintenance and management of the maintenance of comprehensive records related to all facilities maintenance activities; maintains an accurate computerized facilities management system that records, stores, and retrieves repair and maintenance activities for all facilities and ensures equipment and building systems are given proper maintenance through an effective preventative maintenance program to promote the longest possible life.Coordinates needed repairs and renovations of Arc community living sites and related facilities, including master planning of utility infrastructure to maximize the efficiency of the current building inventory and recommendations for appropriate priorities for repairs and renovations.Maintains and monitors the electronic work order system to ensure projects are prioritized according to level of importance. Assists and coordinates directly with an on-call contractor for resolution of afterhours emergencies. May help with arranging building sanitation services due to COVID exposures, biohazard situations, etc. Assists in maintaining comprehensive records related to all facility's maintenance activities; maintains an accurate computerized facilities management system that records, stores, and retrieves repair and maintenance activities for all facilities and ensures equipment and building systems are given proper maintenance through an effective preventative maintenance program to promote the longest possible life. Oversees Environmental Health and Safety, including indoor air quality (HVAC, Air filter replacement, mold and mildew prevention practices, etc.; Ensures compliance with applicable laws and regulations and building codes.Shows a genuine commitment to diversity, equity and inclusion in the workplace; facilitates a positive work environment and climate within the department that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds; and participates in activities and workshops to foster continuous learning.Specific Job TasksMaintenance Repair and Coordination: Review and respond to all emails and voicemails daily. Review and assign all submitted work orders through iCare daily providing daily updates to tickets; Prioritize work orders according to urgency; Keeps Director informed of barriers and challenges to completion of work orders.Maintains an accurate work order management system so that the status of every ticket is known- was it done, in progress, completed, etc.Determines which tickets need to be handled by our internal maintenance person versus contracted property management and/or individual contracting companies. Assists and organizes repair/maintenance projects i.e. Installing flooring, taking down of fences, bulk trash pick-up, tree removal. Along with property manager calls and arranges for bulk trash pick-ups from our homes. At no time should any locations have large amounts of trash, debris, old furniture etc. in the yards. Develop and monitor a schedule of filter replacements to occur every 90 days; Notify Program Managers and Maintenance Manager when filters are due to be replaced. Write and send correspondence to staff, companies, etc. as instructed by the directorVendor Relations Updates the vendor listing and routinely shares with staff at least quarterly. Develop good relationships with all of our vendors. Serve as the liaison between The Arc and any other companies.Researches and enlists quality vendors/companies to broaden our choices, keep competitive pricing, etc.; Works with CPO on this effort. Works along with landscapers already contracted for our buildings (McCormick, MLK, Laurel and Brightseat). Ensure buildings are landscaped nicely staying within budget.Assists in conducting research on excessive cost utility bills for all locations; Coordinates an onsite visit from the utility company to determine if leaks, etc. exist. Emergency Preparedness Ensures delivery during the winter months that all locations have ample amounts (50 lb. bags) of ice melt delivered to the front of the headquarters building, under the canopy for distribution. At least 50 bags. Calls all day programs and see’s if they need ice melt as well, if so order it to be delivered to their buildings.Mental, Physical And Visual DemandsCurrent driver’s license with no more than 2 points, and the ability to drive is a requirement of the position, due to the nature of field work involved such as visiting sites for meetings, trainings or other business. Ability to take initiative, act independently and direct one’s own work. While performing the duties of this job, employees are regularly required to visit multiple locations, walk and stand; talk or hear, both in person and by telephone; use hands repetitively to finger, handle, feel or operate standard office equipment; reach with hands and arms; and lift up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision and the ability to adjust focus. While performing the duties of this job, employees are regularly required to use written and oral communication skills; read and interpret data, information and documents; analyze and solve non-routine and complex problems; use math and mathematical reasoning; observe and interpret situations; learn and apply new information or skills; perform highly detailed work on multiple, concurrent tasks; work under intensive deadlines with frequent interruptions; and interact with the community stakeholders including elected and appointed officials, staff, people served, the public and others encountered in the course of work. Must have the visual acuity to read paperwork, view a computer screen and the dexterity to operate a keyboard.Working ConditionsNormal home/office environment. Requires travel to various programmatic locations in the assigned county. Must be familiar with basic office equipment (e.g. computer, facsimile, copier, scanner, postage machines, etc.)CommentsThis position description is intended to describe the essential job functions, the general supplemental functions, and the essential requirements for the performance of this job. This is not an exhaustive list of all duties, responsibilities, and requirements of a person so classified. Other functions or duties may be assigned, and management retains the right to add to or change the duties of this position at any time. RequirementsQUALIFICATIONS: High School diploma with five years of direct experience in a role involving coordination with a variety of staff roles and vendors. A minimum of three years of professional experience and exposure in facilities management and/or facilities-related services.Sufficient technical knowledge to provide effective guidance to field staff. Three or more years in assisting Human Service program compliance. Strong sense of accountability, integrity, and ability to handle highly visible responsibilities.Must be guided by honesty, common sense, maturity, discretion, and the ability to maintain confidentiality of highly sensitive information.