Facilities Services Specialist

This position is designated as Support: Level 13. The salary range begins at $50,100 and can increase based upon education and relevant work experience.

About the Role

The Facilities Services Specialist is responsible for performing a variety of duties designed to support the Director of Facilities and Supervisor of Maintenance, as well as the needs of the Facilities Services Department. Responsibilities include clerical, financial, administrative, scheduling, customer service, assisting with project and process management, as well as management of inventory systems. The Facilities Services Specialist provides confidential, technical, and high-level administrative support related to a variety of Facilities Services responsibilities.

Core Essential Functions

• Regular attendance and reliable on-site presence.
• Maintains a thorough knowledge of the organization and acts as an extension of the Director of Facilities Services, whenever possible to relieve them of operational details.
• Serves as a resource supporting the day-to-day activities of both the Director of Facilities Services and Supervisor of Maintenance.
• Assists the Director of Facilities in organizing teams, contractor time accounting, data sheets, materials, and other information pertinent to the operation of the Facilities Services Department.
• Handles correspondence, email and phone inquiries and requests for Director of Facilities and Supervisor of Maintenance, assessing urgency, confidential nature, and importance.
• Maintains files and records pertinent to the Facilities Services Department to ensure availability and confidentiality of material on file.
• Assists the Director of Facilities with Purchase Requests, Purchase Orders (PO), PO balance management, and payments of invoices in accordance with IU purchasing and payment procedures.
• Assists with logging, tracking, and payment of invoices, purchase orders for contracts, leases, construction agreements and other facilities needs for the entire Bucks IU. This includes maintaining an accurate accounting of the budget balances and the purchase order balances. This requires projecting the ongoing needs and projects as related to those encumbrances in accordance with the Director of Facilities.
• Assists the Director of Facilities Services, Supervisor of Maintenance and the Assistant to the Executive Director/Chief of Operations in the development and management of the various Facilities budgets for the IU run locations, including full expense tracking and zero-based budgeting efforts for accountability.
• Drafts Board motions and the approval of contracts and leases using ContractLogix and BoardDocs for the Facilities Services Department.
• Investigates, compiles, schedules, summarizes information as needed by the Director of Facilities Services.
• Independently multitasks, prioritizes, organizes, and expedites workflow for the division with regard to mail, internal forms, supplies, and other items to ensure proper distribution or further processing.
• Assists in the Standard Operating Procedure (SOP) creation/management for Facilities Services, ensuring that SOPs are up-to-date and distributed appropriately.
• Acts as a project assistant for special facilities projects that require ongoing departmental or divisional interactions in order to implement, as directed by the Director of Facilities.
• Assists with the management of the Director of Facilities and Supervisor of Maintenance calendar, plans and schedules meetings; makes travel arrangements, including conference registration and hotel reservations, when necessary.
• Assists with the planning and preparation of all meetings and events facilitated/chaired by the Director of Facilities, including the reservation and preparation of rooms, ensuring nameplates are available (if needed), preparing agendas and meeting documents, and ordering and overseeing catering arrangements.
• Manages various Advisory Council meetings. Prepares agenda, purchases food, beverages, and sets up for meetings. Uploads any content to the various SharePoint sites. Posts and manages content available to all members. Troubleshoots user issues when needed. These include:
  • Bucks County Facilities Directors Advisory Council
• Provides clerical and data entry support for administrative staff.
• Maintains files and records pertinent to the Facilities Services Department, including both electronic and physical records and their organization.
• Assists with the management of the facilities inventory system, including the inventory of equipment, resources, and supplies.
• Assists in the creation and delivery of facilities training schedules, content, and programs.
• Provides first-level facilities support and/or refers requests/inquiries to the appropriate staff member, for various facilities needs across the organization. Communicates with internal customers regarding service and move requests to ensure good customer service.
• Assists with Facilities Move Request planning in coordination with warehouse personnel and outside vendors.
• Provides back-up support for meeting room setups, reception desk coverage, and other aspects as needed.
• Processes and prepares day-to-day offsite travel reimbursements for Director of Facilities Services, Supervisor of Maintenance, Facilities Services Project Specialist, and other facilities staff/contractors, as needed.
• Assists in the Emergency Operation Center as needed during an emergency, working with Director of Facilities Services and other administrators as needed for the most effective and efficient resolution of the event.
• Provides timely recommendations to improve facilities services.

Supervisory Responsibility

This position does not include direct supervisory responsibilities but may provide guidance, support, and collaboration with colleagues and team members as needed to support departmental and organizational goals.

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

This position requires regular onsite presence and includes active physical duties in facilities, operational, maintenance, warehouse, or custodial environments. Employees are regularly required to stand, walk, communicate effectively, use hands and tools, and move throughout buildings, grounds, storage areas, and work sites. Frequent activities may include bending, kneeling, crouching, climbing, reaching, pushing, pulling, carrying, and operating equipment or machinery. Employees must be able to frequently lift, carry, move, or transport materials, supplies, equipment, furniture, or tools weighing up to 50 pounds, with occasional lifting requirements that may exceed 50 pounds depending on assignment and job responsibilities. Duties may also involve repetitive physical movement, operation of powered or manual equipment, and work in varying indoor and outdoor environmental conditions. This position requires the ability to respond appropriately to operational, maintenance, safety, or emergency situations and to maintain awareness of surroundings while performing assigned duties. Employees may work in environments with elevated noise levels, dust, cleaning agents, temperature changes, machinery, or other physical workplace conditions.

Specific vision abilities required for this position include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus. Employees must also be able to hear and interpret verbal communication, alarms, equipment sounds, and other environmental or safety-related signals. Regular attendance, dependable onsite presence, and the ability to perform the essential functions of the position are required. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the role.

Schedule

This is a full-time, 260-day calendar position. Days and hours of work are Monday through Friday, generally from 8:30 a.m. to 4:30 p.m. Occasional evening and/or weekend work may be required as job duties demand. The Supervisor of Facilities Services will coordinate 24/7 coverage schedules as required during times of emergency situations and/or severe weather.

Travel

This position may require the operation of a Bucks IU vehicle in the performance of assigned duties. Employees who are required to drive must possess and maintain a valid Pennsylvania driver's license, maintain an acceptable Motor Vehicle Report (MVR) in accordance with Bucks IU guidelines and requirements, and comply with all Bucks IU vehicle operation policies and procedures.

Qualifications

• High school diploma or GED required.
• Associate's degree (A.A.) or equivalent from two-year college or technical school preferred.
• 3 years related experience and/or training.

Skills

• Excellent organizational, project planning, and interpersonal communication skills.
• Knowledge of facilities management concepts and procedures.
• Experience with Financial Reporting and Budgeting processes.
• Advanced skills in Microsoft Office products including Excel, Word, PowerPoint, and Outlook. Ability to create, manage and edit spreadsheets and varied reports.
• Advanced skills of the Internet, including search protocols and safety standards for Internet/Email.
• A willingness to continue professional education as necessary.
• Excellent verbal and written communication skills.
• Excellent record keeping ability and office-related computer skills.
• Ability to develop and present demonstration material to groups and individuals.
• Ability to problem solve, prioritize tasks according to needs, and easily switch between a wide variety of projects on a daily basis.
• Ability to interact with individuals at all levels of the organization.
• Time management skills are essential.

Work Authorization

Citizenship or work authorization to work in the United States required.