Facilities Manager-79551101

ICL•Long Island City, NY

About The Position

The Facilities Manager of ICL Shelters is responsible for facility safety, maintenance, and equipment. The Facilities Manager also assists in implementing and overseeing safety-related activities under the supervision and guidance of the Facilities Director, VP of Facilities, Program Directors of Borden Ave Veterans Shelter. ESSENTIAL JOB FUNCTIONS: List all essential job duties. (To perform this job successfully, an individual must be able to perform each essential duty listed satisfactorily with or without a reasonable accommodation. Reasonable accommodations may be made to enable qualified individuals with a disability to perform the essential duties unless this causes undue hardship to the agency.) Directs and Supervises Personnel: 1. Provides administrative and task supervision to the Facilities Supervisors, Facilities/maintenance staff, Specialists, Porter/Drivers, and Laundry Workers. 2. Monitors and maintains department work schedules in accordance with agency policy and assignments of staff. 3. Responsible for managing the completion of time clock edits of all department staff 4. Ensures department staff compliance with the agency's time and attendance policy; recommends disciplinary action for those out of compliance 5. Manages the completion of department performance evaluations, recommends department staff for the employee recognition award and promotions. 6. Conducts department staff supervision and individual supervision of Facilities supervisors in accordance with agency and division policy. 7. Administers department disciplinary actions in accordance with agency disciplinary policy, conducts disciplinary counseling, completes disciplinary action reports, and recommends employee terminations as needed. 8. Reviews authorized department staff positions and personnel budget, submits Requests for Personnel (RFP), on vacant staff position(s), interviews candidates for employment in accordance with agency policy and employment law; recommends changes to authorized staffing patterns and personnel budget. 9. Ensures that department heads and staff have attended required in-service training and schedules employees to attend both in-service training and training provided by vendors. Conducts training on clinical subjects, charting, fire safety plan, fire drills, emergency plans and procedures, building security, volunteers and interns, and site specific exposure control plan. 10. Manages departmental employee accident reporting and initial submission of workers' compensation claims. 11. Monitors department employee morale and the climate of the work environment to stop or eliminate sexual harassment or any form of employee harassment or employee discrimination 12. Monitors department employee accrual totals, approves or recommends approval of employee requests for time off, and notifies the Department of Human Resources when an employee should be placed on or taken off Family and Medical Leave (FMLA). Maintains contact with staff while out on FMLA. 13. Conducts department employment interviews that meet federal, state, and agency regulatory guidelines. 14. Informs staff at meetings and in memoranda of agency policies, directives and guidelines affecting the facilities management operations and personnel. 15. Comply and promote compliance with all applicable laws, regulations and agency policies helping to strengthen and maintain an ethical organizational culture. 16. Has on-call responsibility. Maintains Property Safety and Accountability: 1. Supervises staff engaged in facility maintenance and repair projects, including carpentry, plastering, minor electrical, minor plumbing, and installing or repairing locks as well as the maintenance of program grounds and vehicles. 2. Implements established maintenance schedules. 3. Oversees the operation of work request and other departmental tracking systems; the completion of work orders in a timely manner and follows established procedures and submits documentation in a timely way. 4. Monitors work performed by outside contractors to ensure conformance with project specifications. 5. Acts as fire marshal for the residence, including providing oversight to fire drills; 6. Requisitions needed maintenance supplies and ensures the proper receipt, storage, distribution and safekeeping of materials. 7. Maintains service and repair agreements with outside vendors. 8. Assists in regulatory inspections of building systems. 9. Assists in the orientation of new personnel when requested. 10. Maintains up-to-date, accurate individual paper and electronic records as assigned by Facilities Director/Program Director. 11. Complies with attendance and timekeeping rules and reports reliably and regularly to work on an on-going basis. 12. Attends regularly scheduled staff meetings and supervision as well as in-service training and development activities. 13. Reviews the staff communications log and makes entries concerning essential elements of information designated by Facilities Director / Program Management. 14. Executes emergency plans as outlined in the policy and procedure manual; administers CPR or first aid to staff or residents who require such services. 15. Obtains and maintains CPR and First Aid certifications. 16. May have on-call responsibilities. 17. Complies and promotes compliance with all applicable laws, regulations, and agency policies helping to strengthen and maintain an ethical organizational culture. 18. Performs other job-related duties that may be assigned.

Requirements

High school diploma or GED
Five years of experience in facilities maintenance or closely related experience
Completion of an appropriate two-year technical/trade school course may be substituted for up to two years of experience.
Experience must include some supervisory experience
Knowledge of the management process, especially as it applies to not-for-profit organizations
Working knowledge of safety procedures
Effective staff management skills: Planning, scheduling, assigning and directing of work; appraising performance; rewarding and disciplining; and addressing complaints and resolving problems.; selecting, training and developing employees; directing employees toward desired objectives; delegating, motivating, and controlling the essential work functions (e.g. developing performance standards, measuring results, taking corrective action)
Effective organizational skills (e.g. planning, scheduling, prioritizing tasks, organizing and allocating resources)
Effective presentation skills (e.g. prepare and deliver a written or spoken presentation with supporting materials)
Effective problem-solving skills
Effective interpersonal skills
Ability to train and educate others
Ability to use computerized tracking systems; ability to learn and use all programs and software necessary to the efficient operation of the Facilities Management Department
Ability to use the tools, machines, equipment and the materials of the mechanical, electrical and/or building trades
Ability to plan and schedule work, including determining staff, equipment, and supplies needed.
Ability to read and interpret plans diagrams, architectural blueprints and specifications.
Ability to make standard arithmetic computations to calculate the dimensions of the project or building under construction identify the proper placement of important structural components of the project or building and calculate the quantity of materials and labor required to complete the project or building.
Ability to understand and carry out oral and written instructions
Ability to work with diverse individuals
Ability to work as a member of a team
Ability to form teams to accomplish tasks
Ability to make reasonable and sound evaluative judgments
Ability to create, compose, and edit written materials, including business reports and correspondence
Ability to read and analyze proposals from architects and contractors
Ability to effectively and efficiently present information and respond to questions from employees, management and contractors
Ability to plan facility-wide activities (e.g. setting objectives, developing strategies to meet business goals, budgeting, developing policies and procedures, and organizing the functions necessary to accomplish the mission of ICL as addressed by Transitional Residence for Veterans)

Responsibilities

Provides administrative and task supervision to the Facilities Supervisors, Facilities/maintenance staff, Specialists, Porter/Drivers, and Laundry Workers.
Monitors and maintains department work schedules in accordance with agency policy and assignments of staff.
Responsible for managing the completion of time clock edits of all department staff
Ensures department staff compliance with the agency's time and attendance policy; recommends disciplinary action for those out of compliance
Manages the completion of department performance evaluations, recommends department staff for the employee recognition award and promotions.
Conducts department staff supervision and individual supervision of Facilities supervisors in accordance with agency and division policy.
Administers department disciplinary actions in accordance with agency disciplinary policy, conducts disciplinary counseling, completes disciplinary action reports, and recommends employee terminations as needed.
Reviews authorized department staff positions and personnel budget, submits Requests for Personnel (RFP), on vacant staff position(s), interviews candidates for employment in accordance with agency policy and employment law; recommends changes to authorized staffing patterns and personnel budget.
Ensures that department heads and staff have attended required in-service training and schedules employees to attend both in-service training and training provided by vendors. Conducts training on clinical subjects, charting, fire safety plan, fire drills, emergency plans and procedures, building security, volunteers and interns, and site specific exposure control plan.
Manages departmental employee accident reporting and initial submission of workers' compensation claims.
Monitors department employee morale and the climate of the work environment to stop or eliminate sexual harassment or any form of employee harassment or employee discrimination
Monitors department employee accrual totals, approves or recommends approval of employee requests for time off, and notifies the Department of Human Resources when an employee should be placed on or taken off Family and Medical Leave (FMLA). Maintains contact with staff while out on FMLA.
Conducts department employment interviews that meet federal, state, and agency regulatory guidelines.
Informs staff at meetings and in memoranda of agency policies, directives and guidelines affecting the facilities management operations and personnel.
Comply and promote compliance with all applicable laws, regulations and agency policies helping to strengthen and maintain an ethical organizational culture.
Has on-call responsibility.
Supervises staff engaged in facility maintenance and repair projects, including carpentry, plastering, minor electrical, minor plumbing, and installing or repairing locks as well as the maintenance of program grounds and vehicles.
Implements established maintenance schedules.
Oversees the operation of work request and other departmental tracking systems; the completion of work orders in a timely manner and follows established procedures and submits documentation in a timely way.
Monitors work performed by outside contractors to ensure conformance with project specifications.
Acts as fire marshal for the residence, including providing oversight to fire drills;
Requisitions needed maintenance supplies and ensures the proper receipt, storage, distribution and safekeeping of materials.
Maintains service and repair agreements with outside vendors.
Assists in regulatory inspections of building systems.
Assists in the orientation of new personnel when requested.
Maintains up-to-date, accurate individual paper and electronic records as assigned by Facilities Director/Program Director.
Complies with attendance and timekeeping rules and reports reliably and regularly to work on an on-going basis.
Attends regularly scheduled staff meetings and supervision as well as in-service training and development activities.
Reviews the staff communications log and makes entries concerning essential elements of information designated by Facilities Director / Program Management.
Executes emergency plans as outlined in the policy and procedure manual; administers CPR or first aid to staff or residents who require such services.
Obtains and maintains CPR and First Aid certifications.
May have on-call responsibilities.
Complies and promotes compliance with all applicable laws, regulations, and agency policies helping to strengthen and maintain an ethical organizational culture.
Performs other job-related duties that may be assigned.