Facilities Administration Specialist

Overview

The Facilities Administration Specialist shall assist in the coordination of all facilities operation activities, purchases, meetings, staff reports, and other items related to facilities administration. The Facilities Administration Specialist will take direction for the Facilities Operation Officer while maintaining office functions for the department.

• Associates Degree on Facilities Management or related field (preferred)
• Comfort and familiarity with utilizing Microsoft Office suite and School Dude
• A valid driver's license as well as current insurance and vehicle with valid registration
• Required criminal history background check, physical, and proof of U.S. citizenship or legal resident alien status

• Candidate obtaining or willing to obtain the Certified Facilities Manager Certificate
• Experience in maintaining 1 million square feet of facilities space
• Experience in order supplies and materials for maintaining large educational facilities

• Lead and manage administrative support personnel to ensure the efficient operation of the department and provide assistance to the Facilities Department leadership team.
• Lead the reconciliation of all invoices for payment for general projects, expenses, and utilities.
• Audit the entry, review, auditing, tracking, and reconciliation of invoices and requisitions in Systems 3000.
• Project lead Program Management details for Facilities subcommittees.
• Maintain and update procurement, invoicing, and project tracking systems.
• Establish and maintain efficient filing processes for documents and records within the Facilities Department.
• Provide support for school safety compliance efforts.
• Oversee systems for creating, tracking, and analyzing School Dude work orders, as well as their dissemination among Facilities Department staff.
• Analyze costs and efficiency in work orders to drive improvements.
• Ensure Shared Services agreements are executed accurately and with high quality.
• Project Lead vendor relationships, payments, and record-keeping processes.
• Ensure appropriate issuance of building permits and maintain thorough transaction records.
• Continuously identify and implement efficiencies to improve the productivity of the Facilities Department.
• Support projects and initiatives in other divisions and departments throughout CCSD as required.
• Oversee the reconciliation of all invoices for payment across general projects, expenses, and utilities.
• Act as a liaison with vendors to obtain quotes and procurement documentation for the purchasing department.
• Audit requisitions in compliance with purchasing policies and regulations in conjunction with .
• Works with Finance on the closure process for annual purchase orders in coordination with the business office.
• Input both annual and monthly board items for renewals, agreements, amendments, and contracts within the facilities operations department.
• Assist in budget management and monitoring for Facilities; initiating expense account transfers for general, grants, and capital expenditures as needed.
• Ensure accuracy in managing existing purchase orders and processing payments.
• Plan and coordinate projects with vendors, facilities, and school-based staff.
• Coordinate events for assigned District locations when applicable.
• Ensure the functionality of FSDirect for the district, including troubleshooting and managing log-in information.
• Provide support to the Facilities Operation Officer in cross-departmental consultation for special construction and operational projects within the district.
• Supports Facilities Operation Officer in the oversight and development of scopes of work for assigned bid projects.
• Facilitate collaborations with the district's appointed engineer and the district's appointed architectural firm.
• Ensure procurement compliance for all state-mandated inspections such as fire, elevator, sprinkler, and boiler.
• Coordinate service repairs as needed.
• Any other duties that may be assigned by the Facilities Operation Officer.

• Strong oral and written communication skills
• Creative and outside-of-the box thinking

The following physical demands are representative of those required to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform these functions.

• Sit, stand, walk, speak, and hear for extended periods for various tasks.
• Use hands and arms to reach, handle, and operate tools, computers, or controls.
• Lift and carry items necessary for job performance.
• Use close, color, peripheral, and depth vision, and adjust focus as needed.

• Possible exposure to a range of childhood and adult illnesses.
• Occasional exposure to varied weather conditions.
• Work performed in heated, air-conditioned, ventilated facilities.
• Moderate too high at times, noise level especially during school hours, assemblies or events.
• Frequent interruptions from calls, walk-ins and urgent requests.
• Possible…