Facilities Coordinator- Maintenance Operations

Facilities Coordinator-Maintenance Operations

Pierce County Library System

Join our team as a Facilities Coordinator and play a crucial role in delivering exceptional maintenance services within our Facilities Department. As a Supervisor, you'll oversee a range of responsibilities, including managing maintenance repair services, coordinating with vendors, managing the work order system, and ensuring optimal inventory of repair parts. Your leadership will extend to supervising a team of Maintenance Technicians, project managing Facilities-related initiatives, and maintaining open lines of communication with team members and stakeholders. Bring your proven experience in facilities coordination, strong organizational and project management skills, and a knack for effective communication to thrive in this dynamic and collaborative environment.

Compensation

Pierce County Library System offers a compensation program which recognizes qualifications and experience relevant to each position. The starting pay is established typically within the hiring range below based upon the experience of the individual hired into the role. Our compensation package also includes annual increases for each additional year of experience and tenure in the role, up to the maximum (current year maximum outlined in pay grade range below). Eligibility for overtime is exclusive to positions which are FLSA status non-exempt below.

Hiring Range: $71,907.93 – $83,357.22 annually

Pay Grade Range: $71,907.93 – $99,528.57 annually

FLSA Status: Exempt

Position Status: Regular

Union Status: Represented

Location: ACL

Hours Per Week: 40

Schedule: Monday-Friday 7:00am-3:30pm

Candidate Submission Timelines:

TRANSFER Candidates: transfer eligible candidates internal to PCLS will be given first consideration for this position through the Transfer Closure date. Please review the StaffWeb Transfer Process Overview.

EXTERNAL OR NON-Transfer INTERNAL Candidates: To be considered for this position please submit your resume and up to 4 additional attachments to display your knowledge, skills and abilities for consideration for this position no later than 5:00 p.m. on closing date below.

Submissions after the Closure Date below will not be considered:

• Transfer Closure Date: Tuesday December 5th, 5pm
• External or Non-Transfer Internal Candidates Closure Date: Friday December 15th, 5pm

Position Summary  

Coordinates facilities teams and projects for the Pierce County Library System’s Facilities Department; supervises the work tasks of facilities staff, vendors and contractors. Coordinates daily operational support to assigned Facilities Department teams including but not limited to, Custodial, Maintenance, Delivery Operations & Security, Projects, and/or Purchasing. Acts as Project Manager on Facilities Department related projects, included developing project timelines, leading meetings and preparing communications, reports and recommendations, and managing project budgets. May hire, train, supervise, coach, develop, engage, and evaluate the performance of assigned personnel.

Essential Functions

Class specifications are intended to provide a descriptive list of the range of duties performed by the employee in the class. Specifications are not intended to reflect all duties performed within the job.

• Ensures the delivery of high-quality, customer-focused services; assists in ensuring the Library’s services appropriately meet the needs of the community.
• Coordinates daily operational support to assigned Facilities Department teams including but not limited to, Custodial, Maintenance, Delivery Operations & Security, Projects, and/or Purchasing
• Develops, coordinates, delivers, and evaluates departmental initiatives, programs and trainings as appropriate to area of coordination
• Participates in the development and implementation of annual work plans, including a broad range of thinking – from strategic to logistical. Actively uses continuous process improvement principles in all aspects of work.
• Coordinates and collaborates with multiple departments, vendors, and work teams.
• Manages assigned budgets, participates in personnel hiring teams, writes reports and proposals, and participates in routine administrative tasks (e g, meetings, procedural development, documentation, etc.).
• Generates purchasing requests; prepares procurement documents including specifications, Requests for Proposals (RFP’s), Requests for Quotes (RFQ’s), and informal bids and quotes for facilities projects and purchases
• Participates on committees and projects, acts as Project Manager on Facilities Department related projects, included developing project timelines, leading meetings and preparing communications, reports and recommendations, and managing project budgets
• Conducts facilities-related research pertaining to products, equipment, furnishings, contractors, vendors, and suppliers; provides purchasing recommendations.
• Updates and maintains the Department’s Work Order System; inputs data; monitors the accuracy and completeness of staff submitted work orders, and processes work orders throughout the day and escalates issues as needed.
• May hire, supervise, train, discipline, and evaluate the performance of assigned technical personnel; ensures staff compliance with Library and departmental policies and procedures.
• Prepares and maintains a variety of Facilities plans, records, and reports.
• Provide backup coverage for other Facilities Coordinators in their absence and performs related duties.
• Demonstrates punctuality and regular and consistent attendance.
• Brings matters of public concern regarding waste, inefficiency, corruption, discrimination, and safety to the attention of Library Management.
• Accurately communicates the Library’s policies to members of the public in all job related contacts.
• Positively reflects Pierce County Library’s mission, vision, and values to members of the public and to staff.
• Performs other duties as assigned or required.

Additional Duties and Responsibilities

Duties are considered essential and include the following:

Reports to a supervisory position within the Facilities Department; will direct Facilities related work; may exercise supervisory responsibility; will act as Person in Charge as delegated and scheduled.

Core Skills & Qualities / Leadership Competencies

Employees are expected to demonstrate the following qualities at all times:

• Customer Focus
• Teamwork
• Communications
• Leadership
• Problem Solving
• Change and Learning
• Positive Attitude
• Professional Integrity
• Diversity

Leaders are expected to demonstrate the following competencies at all times:

• Builds Trustworthy Relationships
• Communicates Effectively
• Builds Successful Teams
• Manages and Develops People
• Achieves Results
• Facilitates Innovation and Change
• Demonstrates Leadership

Required Knowledge, Skills, and Abilities

The employee is expected to perform or possess the following:

Minimum Requirements including Education, License or Certifications:

Bachelor’s Degree in a related field and two years working in a facilities environment; OR combination of education and experience which would provide the required knowledge and skills and allows successful performance of the job. 

• A valid Washington State Driver’s License is required.
• Must pass criminal background screening prior to hire.
• The ability to work evenings and weekends on a rotating schedule and to adapt to schedule changes is required.
• Knowledge of facilities management functions for a multi-site organization with public access.
• Experience with ensuring the proper maintenance of facilities, vehicles, and equipment.
• Principles and practices of project management, public purchasing, and contract administration
• Knowledge of supervisory principles, practices, and methods and experience in successful application

Technology Requirements:

• Ability to effectively navigate basic electronic record creation and storage (e.g. timecard/HRIS, performance review, network drive storage)
• Use of basic office equipment (e.g. PC, printer, phone, fax, mouse, security alarm)
• Basic keyboard and alpha/numeric data entry skills
• Intermediate PC navigation skills in a Windows based environment; ability to connect to a device and print
• Ability to navigate, search and use basic web functions and applications
• Intermediate MS Office Suite skills (e.g. Outlook, Word, Excel) to satisfactorily complete job responsibilities
• Experience with time and attendance systems or processes
• Ability to collect, audit, analyze data sufficient to formulate recommendations and make decisions as required by position
• Experience with Integrated Library System, Inventory or Data Management system
• Ability to document instructions, troubleshoot, and teach basic level MS Office Suite (e.g. Outlook, Word, Excel) to satisfactorily complete job responsibilities

Desired:

• Troubleshoot and teach basic level questions regarding the above
• Presentation software
• Work order systems
• HR systems

Physical and Environmental Conditions:

Work is conducted in a normal office setting or library environment that provides comfortable lighting, temperature and air conditions and/or regular contact with the public. When delivering service outside of PCLS locations, weather, physical, and environmental conditions will vary and work will adhere to additional PCLS safety protocols.  Occasional light lifting, such as three to four reams of paper, four or five books, or other library materials up to 35 pounds may be required. Subject to sitting and standing for extended periods of time, talking, bending, reaching, and lifting objects weighing up to 30-35 pounds. May lift or push up to 50 pounds as needed. Must be able to lift and carry library materials and push/pull loaded carts.

Work environment involves everyday risks or discomforts that require normal safety precautions typical of such places as offices or meeting rooms, e.g. use of safe workplace practices with office equipment, and/or avoidance of trips and falls and observance of fire regulations.

Benefits:

• Sick Leave
• Medical, Dental, and Basic Life Insurance
• Long-Term Disability
• Vacation
• State Retirement System
• Employee Assistance Program
• Employees have an opportunity to participate in the Tax Sheltered Annuity Program and the Deferred Compensation Program
• Additional life insurance for the employee and family is available through payroll deduction