Project and Facilities Manager

Salary : $95,000.00 - $128,250.00 Annually
Location : Milwaukie, OR
Job Type: Full Time Exempt
Job Number: 2023-00026
Office: Facility Maintenance
Opening Date: 12/28/2023
Closing Date: 1/18/2024 11:59 PM Pacific
Job Opening Description
Attention Applicants: To ensure your application is considered, please read this job announcement in its entirety. It contains essential information about the role, our organization, and specific instructions on how to apply. Failure to follow these instructions may result in your application being disregarded. We value attention to detail and adherence to our application process, so please carefully review all sections and submit all necessary documents with your electronic application. Your thorough understanding and compliance with these guidelines are key to advancing in our selection process.
Why Come Work for Clackamas Fire District #1
Join the forefront of emergency response with Clackamas Fire District #1, one of Oregon's largest and most dynamic fire protection districts. We are at the heart of community safety, proudly serving nearly 250,000 residents across a diverse 303-square-mile area.
Our expansive service area is a tapestry of vibrant communities, including Gladstone, Happy Valley, Johnson City, Milwaukie, Oregon City, and Sandy, along with numerous thriving unincorporated areas. This diversity not only enriches our work but also challenges and hones our skills in unique ways, making us adaptable and proficient in a wide range of emergency scenarios.
Our team includes dedicated individuals that serve across a variety of disciplines, providing high-quality internal and external customer service. Our firefighters expertly handle tens of thousands of incidents annually from 24 strategically located fire stations. Fire Marshal, public education, and wildland personnel protect our communities through risk reduction activities. Our support and administrative personnel are the backbone of our mission, using their technical expertise and skills to keep our systems, infrastructure, equipment, and people functioning efficiently and enable our firefighters to perform at their best.
At Clackamas Fire District #1, our commitment goes beyond the call of duty:

• We are a family of professionals, united by our motto, "Sworn to Serve, Dedicated to Save," driving us to excel in saving lives and protecting property.

• Innovation, accountability, and teamwork are not just concepts but the pillars of our operational excellence, ensuring we remain at the cutting edge of fire and emergency services.

• Our values are embodied in "TEAMS": Trust, Empowerment, Accountability, Mindset, and Service. These values are the compass guiding our actions, fostering a culture where open communication, critical thinking, and exceptional service are the norms.

• We are deeply invested in the personal and professional growth of our team, understanding that their well-being directly translates to the quality of service we provide to our community.

• Our relentless pursuit of excellence in all aspects of our work is driven by a singular goal: to earn and maintain the unwavering trust of the communities we serve, ensuring their safety and resilience.

By choosing a career with Clackamas Fire District #1, you're not just joining a team; you're becoming part of a family dedicated to making a significant impact in the lives of others and the safety of our community.
Total Compensation/Benefits
Annual salary range of:
$95,000 - $128,250 (Note: salary placement will be based on your level of directly related experience and education consistent with Oregon's pay equity law).
Other benefits include:

• Medical, Dental and Vision Insurance.
• PERS Retirement.
• Educational Assistance.
• Student Loan Forgiveness; opportunity. The PSLF program may forgive student loan balances after you've made the equivalent of 120 qualifying monthly payments.
• Paid Vacation Leave.
• Paid Sick Leave.
• 10 Paid Holidays.
• 4 Paid Floating Holidays.
• Post-Employment Health Plan (PHEP).
• District Paid Life Insurance.
• Deferred Compensation.
• Flexible Spending Account.
• Employee Assistance Program.
• Comprehensive Wellness Program.

Job Summary
The Project and Facilities Manager is a critical leadership role at Clackamas Fire District #1, playing a key part in both project management and Facilities management across the District. This position requires a unique blend of expertise in directing, overseeing, and executing a wide range of projects and managing the District's facilities operations. The role demands advanced analytical skills, innovation, and comprehensive knowledge in Project and Facilities management principles to support and advance the District's objectives effectively and efficiently.
Essential Duties and Responsibilities
The statements contained herein reflect general details as necessary to describe the principal functions of this position, the level of knowledge and skill typically required, and the scope of responsibility. This should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak work periods, or to balance workload.
Project Management:

• Oversee the evaluation, planning, and execution of projects using advanced project management tools and techniques for managing projects to completion.
• Develop and manage project scopes, budgets, and timelines; ensure projects adhere to budget limits, quality standards, risk management guidelines, resource allocation, and stakeholder requirements.
• Provide project management services and assistance to other divisions and departments within the District.
• Establish and monitor project budgets; prepare cost estimates for budget items; submits justifications for expenditures; monitors and controls expenditures.

Facilities Management:

• Direct and manage District-wide facilities maintenance activities, including custodial services, preventative maintenance, energy management, building-related landscaping and hard surfaces and renovation, repair, and construction in District-owned buildings.
• Collaborate with stakeholders to establish and maintain facility maintenance standards.
• Assist in the planning and implementation of security access control systems in District buildings and manage operation and maintenance of security and access control systems.
• Develop operational and preventative maintenance plans for all buildings; maintain service records and schedules needed repairs.
• Ensure that project work associated with local, state, and federal laws, and other regulatory agency standards inform District guidelines and business practices.

Capital Planning and Projects:

• Assist in the development of the District's capital plan in collaboration with the Office of Financial Services.
• Prepare requests for proposals and contracts for professional, technical, consulting, construction, and other services.
• Manage the consultant selection process, establish the contractor pre-qualification process, develop contract documents, and review consultant-prepared designs and products for conformance with District capital plans and specifications.
• Facilitate, monitor, and coordinate review and input on design of assets within capital projects program, including but not limited to existing and new facilities.

Leadership and Supervision:

• Manage department activities, including planning, assigning, and reviewing the work of staff involved in facility management, maintenance, and leasing.
• Facilitate staff development on such topics as diversity and creating a respectful working environment; sustainability; and other District interests.
• Develop department goals and objectives, implement policies and procedures, and evaluate program effectiveness.
• Prepare and administer the departmental budget, forecast funds needed for staffing, professional services, equipment, material, and supplies and other departmental needs.
• Responsible for the selection, supervision, and evaluation of assigned staff; assign work and ensure appropriate training is provided; investigate complaints and administer disciplinary actions; handle sensitive personnel matters and exercise full supervisory responsibility.
• Interpret District and department policies for assigned personnel and enforce safety regulations and adherence to proper codes and standards.

ERP System:

• Leverage the district's Enterprise Resource Planning (ERP) system for robust budget management, financial approvals, project funding allocation, and meticulous tracking of work orders.
• Ensure comprehensive documentation within the ERP, capturing detailed records of all aspects of facilities work, including comments, materials used, and labor hours, to facilitate accurate reporting and resource management.

Minimum Qualifications
The following minimum qualifications are required for this position:

• Bachelor's degree in civil engineering, architecture, physical plant management, project management, or a related field; AND
• Five (5) years of increasingly responsible facilities project experience including two years of project management responsibilities; AND
• At least two (2) years of related supervisory experience or lead responsibilities.

An equivalent combination of education and experience may be considered.
Special Requirements

• Valid driver's license and acceptable driving record.
• Successfully pass a background check.
• Pre-employment drug screening.

Ideal Candidate Profile

• In-depth knowledge of project management principles.
• In-depth knowledge of facility management principles.
• Strong analytical, communication, interpersonal, and customer service skills.
• Leadership and decision-making capabilities in a diverse and fast-paced environment.
• PMI Certified Associate in Project Management (CAPM) or Project Management Professional (PMP) designation
• IFMA Certified Facility Manager designation or equivalent certification
• Lean certification
• Six Sigma certification

Working Conditions
The Project and Facilities Manager must possess the ability to navigate diverse environments, including construction sites and various facilities, with the stamina to stand or walk for prolonged periods.

• Manual dexterity is essential for operating technical equipment, performing inspections, and managing documentation.
• Visual and auditory acuity is necessary for comprehending detailed blueprints, digital interfaces, and effective communication across teams.
• The role may involve lifting objects up to 30 pounds and driving to multiple district locations.

Mentally, the position demands analytical ability for complex decision-making, the capacity to multitask under pressure, and the resilience to lead with focus during critical situations. Continuous learning and adaptability are paramount in a landscape of evolving standards and emergencies.
Additionally, as part of a 24/7 operation, the manager must be prepared for after-hours engagement, serving as a key contact to guide crews on facility-related issues, and mobilizing technicians or vendors as situations demand. This readiness to respond outside of standard working hours is crucial for maintaining the operational integrity of the District's facilities.
Questions regarding this position can be directed toBrian Stewart, Assistant Chief
Clackamas Fire District #1
Office of Strategic Services
Telephone: (503) 742-2600
How to Apply

• To apply for this position, click on the "Apply" button to fill out all information in the online application and complete the questionnaire. Failure to do so may result in your application being removed from consideration.
• A resume and a cover letter are required to be submitted with your application. The cover letter should be no more than two pages in length and describe how you meet the minimum qualifications of the position and why you are the ideal candidate for this position.

After you Apply

• You will get an email stating your application has been submitted. Log in to your Neo Gov account before the job announcement closes to see if you have any pending tasks or notifications, and make sure to complete these tasks before the job announcement closes. These can be found under the "My Applications" section.
• Be sure to check both your email and NeoGov account for updates regarding this recruitment.

Recruitment Timeline

• Jan 18, 2024 Close Date
• Jan 24, 2024 Email sent to qualified candidates for Spark Hire Video Interviews (each candidate will complete recorded interview)
• Jan 31, 2024 Spark Hire recorded interviews due back from candidates
• Feb 5, 2024 Review of Spark Hire recorded interviews
• Feb 14, 2024 Chiefs Interview (in-person)
• Feb 19, 2024 Contingent offer - pre-employment authorization process
• Mar 18, 2024 Tentative Start Date

Additional information

• This is an FLSA exempt position.

• Please save a copy of this job announcement for your reference, as it may not be available for you to view after the job closes.

• Eligible veterans who meet the qualifications will be given veterans' preference. For further information, please see the following website: NOTE: If claiming veterans' preference please be sure to attach your DD214 or Disability letter from the VA.

• Clackamas Fire District #1 does not offer VISA sponsorships. Within three days of hire, you will be required to complete the US Department of Homeland Security's I-9 form confirming authorization to work in the United States. Clackam...