The Palos Verdes Library District (PVLD) is seeking an innovative and energetic emerging leader to join our Facilities Team as Assistant Facilities Manager.
The Palos Verdes Library District is a nationally recognized, award-winning public library system that operates three libraries and a teen Annex serving the 68,000 residents of the four cities on the beautiful Palos Verdes Peninsula. We collaborate with our community to create environments for learning and inspiration, and to share the unique history of the Peninsula. The Palos Verdes Library District’s role as the community's center for discovery, lifelong learning, and personal enrichment for all is supported by a strong emphasis on community engagement and a robust network of community partners.
As an Independent Special District, the District’s $8.8 million budget is funded primarily by a dedicated allocation of local property taxes, and is governed by a publicly elected Board of Library Trustees. We have a creative and engaged staff, a large and dedicated volunteer corps, and our Friends of the Library provide over $400,000 of financial support annually.
Located 15 miles south of Los Angeles International Airport, the Palos Verdes Peninsula is known for its excellent schools, stunning coastline, quiet neighborhoods, and its open space and outdoor recreation facilities- all within close proximity to the urban amenities of the greater Los Angeles area.
The Assistant Facilities Manager supports the Facilities Manager with the coordination and administration of activities related to the cleaning, maintenance, and enhancement of the District’s buildings, facilities, grounds, and electrical and mechanical systems.
This is an entry-level management classification for the Facilities Department. Incumbents may perform a variety of duties including tracking and follow up with the internal work order system, responding to inquiries and concerns regarding the District’s facilities and grounds, overseeing contracts and contractors, managing projects, and performing facilities inspections. Incumbents are expected to demonstrate excellent organizational skills, be proactive in identifying current Facility’s Department needs, projecting future needs, and demonstrating innovation in delivering library support services.
The ideal candidate’s skills and abilities will include a combination of the following:
Work collaboratively with the facilities team, library staff, volunteers, contractors, and the community.
Demonstrate the ability to organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines
Master at documenting all phases of facility projects.
Comfort with technology and operating in a fast-paced environment.
A commitment to public service and delivering exemplary customer service.
Drive to learn and grow within an organization.
ESSENTIAL JOB FUNCTIONS
Management reserves the right to add, modify, change or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.
Management and Leadership
Supervise contractors and contractor employees
May provide technical guidance and/or training to coworkers
May schedule work and assign tasks to maintenance personnel
Make recommendations to manager and provides feedback on the work performance of the facilities team
Responsible for operation of the Facilities Department in the absence of the Facilities Manager
Provide a high level of customer service to staff, volunteers, and the public
Serve as a liaison to the community and district employees
Respond promptly to departmental inquiries and requests
Identify opportunities to improve service to internal and external customers
Develop and maintains effective working relationships with colleagues, library support groups, vendors/contractors, and volunteers
Responsible for the overall cleanliness and order of all facilities and grounds
Work with library staff, management, volunteers, and outside vendors to arrange for repairs and maintenance relative to office furnishings, fixtures, equipment, building spaces, and grounds
Coordinates with library staff, management, and volunteers regarding facility service levels and program support
Maintain library asset inventory listings and administers asset disposal as directed
Assist with the coordination of workstation moves, shelving moves, or other space adjustments to meet strategic goals
Ensure maintenance equipment and fleet vehicles are maintained and schedules repairs or replacement as needed
Administer the facilities work order system, including development of preventative maintenance schedules, assignment of work, communication with work order originators, and tracking for completion
Assist with employee time keeping and semi-monthly timesheet approval
Assist with records management
May perform facility inspections
Maintain up-to-date floor plans and associated documentation
Lead organization of project files and ensure that all files contain prints and drawings, contract and contractor files, architectural submissions, and any and all other documentation.
Maintain and track vendor bids, files, and contracts
Process and track departmental invoices
Coordinate construction and equipment installation projects including construction documentation/permit processes, scheduling, assisting with bid/RFP/quote processes and contractor selection, construction monitoring, change order management, and budget tracking
Review activities for compliance with contract documents, applicable codes and industry standards, and internal quality, cost, and delivery constraints
Serve as liaison to the Information Technology department and ensure support for IT projects and activities
Facilities management principles and practices
Project management principles and practices
Contract administration principles and practices
Environmental, health, and safety laws and regulations as they pertain to facilities management
The local community and its library needs
Record keeping principles and procedures
Computer applications related to work, including email, online calendars, word processing and spreadsheet software , work order management systems, and other systems relevant to facilities management and library operations
Techniques for providing a high level of customer service to the public and District staff
Provide effective leadership, management, and supervision
Translate mechanical/electrical engineering principles and drawings into real-world equipment installation and construction drawings
Independently analyze complex problems, conduct research, and develop solutions
Interpret, explain, and apply all relevant District policies and procedures, and applicable Federal and State laws, codes, and regulations
Communicate clearly, concisely, and persuasively both verbally and in writing
Establish and maintain a variety of filing, record-keeping, and tracking systems
Use tact, initiative, prudence, and independent judgment within general policy, procedural and legal guidelines
EDUCATION, LICENSE AND EXPERIENCE
Any combination of training and experience that would provide the required knowledge, skills and abilities is qualifying. A typical way to obtain the required qualifications would be:
Possess a C.F.M or other Facility Management designation, P.M.P or similar Project Management certification, Associate’s degree, or equipment technical training desired. Candidates must have at least two (2) years of experience in facility services administration or project coordination. Prior maintenance and/ or project management experience including coordinating/ supervising the activities of multiple vendors and/ or contractors preferred. Must possess and maintain a valid California class C driver’s license and have a satisfactory driving record.
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer, as well as to inspect various building and facility sites; to operate a motor vehicle and to visit various District and meeting sites. This is partially a sedentary office, partially a field classification, and standing in and walking between work areas is required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard, typewriter keyboard, or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push and pull drawers open and closed to retrieve and file information. Positions in this classification occasionally lift and carry equipment, reports, and records that typically weigh less than 40 pounds.
Employees work in an office environment with moderate noise levels, controlled temperature conditions and may have direct exposure to electrical hazards. Incumbents may interact with upset staff, public, volunteers and contractors in interpreting and enforcing departmental policies and procedures.
May be required to work flexible schedules including evenings, weekends, and holidays.
Additional Salary Information: The annual salary range for the position is Salary Range 50, Step 1 which is $69,775.74. The District offers an excellent benefits package that includes: health, dental, and vision insurance; long-term disability insurance; life insurance; participation in the CalPERS retirement plan (formula dependent on date of enrollment); social security; employee-funded deferred compensation plans; 7 paid holidays per year, plus 7 floating personal holidays; 10 to 20 vacations days per year depending on years of service; tuition reimbursement program.