Facilities Services Specialist

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 as it pertains to the job description.

Job Summary:

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.

Support Staff Core

Essential Functions:

Primary duties and responsibilities an employee must be able to perform, with or without reasonable accommodation, to successfully fulfill the requirements of a position. 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 Contract Logix and Board Docs 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. Assist with the management of the Director of Facilities and Supervisor of Maintenance calendar, plan and schedule meetings;

make travel arrangements, including conference registration and hotel reservations, when necessary. Assist 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…