Facilities Coordinator

Position Summary

Coordinates facilities teams and projects for the Pierce County Library Systems 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 Librarys 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 (RFPs) Requests for Quotes (RFQs) 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 Departments 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 Librarys policies to members of the public in all job related contacts.
• Positively reflects Pierce County Librarys 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:

Bachelors 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 Drivers 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