Facilities Coordinator

FTE 1.0

Salary: $66,300-$72,471 DOE, exempt, benefit eligble, 260 days.

Benefits include: a comprehensive benefit plan, group life insurance, Montana State retirement plan (PERS), PLUS 9 holidays, 3 personal days, paid vacation and sick leave. Employees participating in our insurance plan and their eligible dependents are also able to take advantage of FREE medical services at our Premise clinic!

Closes March 13, 2024

Job Responsibilities

Shipping, Receiving and Inventory Management

• Process and pack outgoing shipments according to instructions.
• Select and apply appropriate shipping methods and labels.
• Maintain accurate records of outgoing shipments.
• Communicate effectively with vendors and carriers to ensure timely deliveries.
• Unload and inspect incoming deliveries for accuracy, damage, and quantity.
• Verify received items against purchase orders and packing slips.
• Report any discrepancies or damages to the appropriate personnel.
• Log and track all incoming shipments.
• Safely store and organize received items in designated locations.
• Conduct periodic inventory checks and reconcile discrepancies.
• Maintain accurate inventory records.
• Coordinate with purchasing department to identify and order needed supplies.

Custodial Supervisor

• Act as the direct supervisor for assigned personnel in custodial and mailroom which includes staffing, performance evaluations, disciplinary matters, training, and time reporting.
• Effectively manage and utilize custodial supply and equipment budgets.
• Perform requisitioning, inventory, and maintenance of custodial supplies, equipment and materials.
• Manage all custodial processes, equipment and is responsible for quality control in the District.
• Manage chemical safety program for custodial chemicals (MSDS).
• Provide information for reports, financial record keeping, accounts payable and purchasing.
• Lead, plan, organize, and oversee operation of custodial services in all buildings.
• Lead and coordinate all aspects of school safety and emergency preparedness.
• Coordinate substitute custodians for department. Work closely with Sub Coordinator on recruitment of substitute custodians.
• Perform related duties as assigned.

Facility Usage Coordinator

• Develop and maintain master schedules for major events and recurring activities.
• Review and process facility use requests from internal stakeholders (e.g., teachers, coaches, clubs) and external organizations.
• Negotiate scheduling conflicts and prioritize uses based on established district policies and guidelines.
• Communicate effectively with stakeholders to ensure clear understanding of availability and limitations.
• Coordinate with custodial staff, IT personnel, and other relevant departments to ensure smooth operation.
• Develop and implement clear procedures for access control and key distribution.
• Monitor facility usage and maintain accurate records for reporting purposes.
• Manage the application process for community use of school facilities.
• Communicate and enforce district policies and regulations regarding community use.
• Build positive relationships with community organizations and representatives.
• Collect and process fees associated with community facility use.
• Maintain accurate and up-to-date information on facility availability and capacity.
• Develop and implement policies and procedures for facility usage.

Knowledge, Skills, and Abilities:

• Knowledge of general office procedures, shipping and receiving set up.
• Skill in the operation of a variety of office machines and various equipment.
• Skill in critical thinking, problem analysis and resolutions.
• Skill in arithmetic, grammar, spelling, recording, and compiling material for reports.
• Ability to effectively and efficiently utilize labor and material resources.
• Knowledge of cleaning equipment, products, techniques and standards.
• Ability to effectively supervisor and direct custodial staff, including scheduling, supervising, assigning, and reviewing work; training, guiding, appraising, and counseling employees.
• Ability to work with and within a digital environment, including accessing data, word processing and spreadsheets, databases, email, data privacy and security, collaboration tools, and applications.
• Ability to adapt to new technology and tools.
• Ability to effectively partner with building Administrators.
• Ability to meet a high standard of safety and health code regulations.
• Ability to maintain clean driving record.
• Ability to effectively communicate in a timely manner, both verbally and in writing.
• Ability to maintain effective professional relationships with staff, students, and parents.
• Ability to follow directions.
• Ability to work effectively with people from a variety of culturally diverse backgrounds.
• Ability to maintain confidentiality.
• Ability to maintain regular and acceptable attendance levels.
• Ability to work a flexible schedule of hours or days as needed.

Minimum Qualifications:

• High school diploma or equivalent; AND,
• Two years of relevant experience in commercial, public, or institutional facilities; AND,
• A valid Montana Driver’s License upon employment.

Preferred Qualifications:

• Thorough knowledge of occupational hazards and safety rules and regulations.
• Experience developing work schedules for shift crews.
• Experience training and supervising a large group of employees.
• Experience managing custodial inventory and supplies.

Physical Demands:

• Ability to work a Heavy-Duty job, which involves exerting up to 100 pounds of force occasionally and/or exerting up to 50 pounds of force frequently and/or exerting 20 to 50 pounds of force continuously to move objects.