Facilities Coordinator Management Analyst II

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Job Description
Position Description
**This position is open until filled, applications received by March 15, 2022 will receive first consideration.**
The City of Tacoma, Public Works Department, Facilities Division, is recruiting for a Facilities Coordinator (Management Analyst II). This is an appointive full-time position which will provide planning, consultation and support to the Facilities Division Tenant Improvement Program, Deferred Repair & Replacement Program, and Capital Projects. The Facilities Coordinator (Management Analyst II) will also provide general project management support to Facilities Maintenance and Operations which involves a variety of internal and external organizations. Public Works is seeking an outgoing, highly motivated person who is interested in diverse and challenging facilities-related projects and tasks.
The Facilities Division manages approximately fifty (50) existing buildings providing project delivery for a wide range of projects; including facility planning & assessments, repair & replacements of building elements and systems, site improvements, tenant improvements, renovations, and new construction.
The Facilities Coordinator will assist with the development and implementation of various facility related projects through all project phases, including conceptual planning, design, permitting, procurement, construction and close-out. The incumbent will work closely with project leads, sponsors and stakeholders to ensure project deliverables and requirements are met and coordinate contracts with various consultants, contractors, suppliers and agencies in order to ensure successful project delivery.
To be successful in this role the Facilities Coordinator will possess the following:
Ability to understand facility drawings, standards, codes, and manuals for reference
Efficient computer operation skills and the ability to administer applications, programs and databases
Ability to establish and maintain effective working relationships and foster teamwork in a diverse environment; effective interactions and communications
Ability to work well with the public and staff members
Best fit candidates will demonstrate innovation, customer service, dedication, and engagement
Responsibilities include:
Assist in various aspects of project implementation and management. Work closely with project lead to assist in the definition of project requirements, including scope, schedule and budget. Work closely with project team, consultants and stakeholders to conduct studies and reports.
Organize and track project schedules, budgets, and status information for the full project portfolio. Provide performance reports and communications to all levels of City staff and management, including executive-level and external stakeholders.
Provide contracting oversight, including assistance and participation in the development of vendor solicitations and selection process, coordination of vendor proposals, customer approvals and creation and execution of contracts in the City's procurement system. Coordinate vendor payments, contract changes and amendments.
Provide planning, scheduling and sequencing of projects, including coordinating with customers throughout General Government, in-house design and labor resources, and external vendors and contractors to ensure that small renovation & maintenance projects, space reconfigurations, employee/contractor moves, and procurement of furnishings are completed efficiently and effectively. Assist in the establishment of permitting requirements, documentation and approvals.
Coordinate and track customer requests for facility planning and workspace moves. Respond to customer concerns or requests for information regarding facility projects.
Support data management in the Facility Condition Assessment database and maintenance work order system, tracking and updating systems with completed projects and revised information. Conduct site assessments and operational reviews to ensure accurate and up-to-date information.
Coordinating with customers and vendors to ensure procurement and installations are completed efficiently and effectively, according to expectations. Coordinate tracking and routing of contractor submittals and request for information to be reviewed by Architectural/Engineering team. Coordinate project as-builts, warranty information, and operations & maintenance manuals.
Qualifications
DESIRED QUALIFICATIONS:
Four (4) year degree from an accredited college or university;
OR
Associates Degree with three (3) years of experience in project management and/or operations support, data management, business process analysis, and reporting;
OR
Five (5) years of experience in project management and/or operations support, data management, business process analysis, and reporting
AND
Technical certifications related to facility management, program/project management, and/or facility maintenance operations
LICENSING, CERTIFICATIONS AND OTHER LEGAL REQUIREMENTS
There may be instances where individual positions must have additional licenses or certification. It is the employer's responsibility to ensure the appropriate licenses/certifications are obtained for each position. Depending upon assignment a WA driver's license may be required.
Individuals may have to pass a background check depending upon assignment
Knowledge & Skills
COMPETENCIES:
Analysis:
Use data and information in a clear and rational process to assess and understand issues, evaluate options, form accurate conclusions, and make decisions. Gather, assemble, analyze and evaluate facts to draw logical conclusions and make proper recommendations and prepare clear, concise, and comprehensive written reports which require displaying and presenting statistical, graphical, and other reporting methods to audiences of varying technical sophistication.
Research:
Effectively identify, collect, organize and document data and information in ways that make the information most useful for subsequent assessment, analysis, and investigation. Compile and maintain reports, records and various other forms of pertinent information in an organized and professional manner.
Problem Solving
Use intelligence, common sense, hard work and tenacity to solve particularly difficult or complicated challenges. Employ expertise, credibility, and effective partnering to help clients identify, evaluate and resolve complex or sensitive issues, problems and service needs.
Communications Effectiveness:
Effective verbal and written communication, including compilation of reports, presentations and records; and interacting respectfully and sensitively with individuals and groups to develop and maintain productive relationships and achieve results. Makes excellent customer service a high priority, responding to changing customer needs, and helping customers implement complete solutions.
Professionalism:
Conduct all assignments in a professional and timely manner. Work with confidentiality and discretion. Maintain professional skills that apply to all aspects of field of assigned specialty through continued education and/or training. Remain current by reading and interpreting applicable ordinances, rules, regulations, policies and procedures.
Program Management
Appropriately prioritize and concurrently provide guidance and consultation on multiple programs, integrating many factors into decisions, and ensuring that work progresses toward achieving goals and objectives.
Selection Process & Supplemental Information
To be considered for this opportunity:
Interested individuals must complete the online application and attach
a detailed resume and cover letter that includes major responsibilities and accomplishments related to this position.
**This position is open until filled, applications received by March 15, 2022 will receive first consideration.**
This is a competitive selection process. Your application will be reviewed and evaluated on the basis of education, certifications, professional license and related experience. Applicants who meet the minimum qualifications and who most closely correspond to the City of Tacoma's needs will be eligible for further consideration. Those who meet the minimum qualifications will be placed on a referral list for review and potential interview selection. Appointment is subject to passing a pre-employment background and references check.
Supplemental questions regarding an applicant's experience and training are also included in the application form. These questions will be used to assess candidate minimum qualifications and to provide additional information to the hiring managers regarding candidate experience.
The Principles that Guide Us:
Tacoma, the City of Destiny , has a workforce of dedicated, talented employees with unique skills and perspectives. We embrace innovation and strive for excellence and community engagement. The Principles that Guide Us speak to the values that we embody as City of Tacoma employees, and represent the core of our work in public service.
City of Tacoma Commitment to Diversity and Inclusion
Tacoma's diversity is its greatest asset. Tacoma embraces its multi-cultural and multi-ethnic character. Communities of color and immigrant communities are fundamental to Tacoma's entrepreneurial spirit, workforce, and long-term success. In Tacoma, equity and empowerment are top priorities, meaning that all Tacoma residents must have equitable opportunities to reach their full potential and share in the benefits of community progress. One of our goals is for the City of Tacoma workforce to reflect the community it serves. We actively work to eliminate racial and other disparities and welcome candidates with diverse backgrounds and/or multicultural skill sets and experiences. Our goal is for Tacoma to be an inclusive and equitable place to live, work, and play.
Our City:
With a population of over 220,000, Tacoma is the second largest city in the Puget Sound region, gracing the shores of Commencement Bay. We are a diverse, progressive, international city that serves as a gateway to the Pacific Rim and the rest of the world. Named one of the most livable areas in the country by Livability.com, Tacoma and the surrounding area is a playground for outdoor and maritime enthusiasts. Our businesses are vibrant, our parks are beautiful, our schools are exceptional and our housing is affordable.
When you work for the City of Tacoma you'll have an opportunity to enjoy a healthy work/life balance, the potential for flexible schedules (with some job classifications), continuing education programs, leadership pathways, wellness incentives and a total rewards benefits program. We welcome you to take a look at our website and discover how the City of Tacoma can make your next career move part of our combined destiny:
************The City of Tacoma believes that each employee makes a significant contribution to our success. This job description is designed to outline primary duties, qualifications and job scope. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.
Communication from the City of Tacoma:
We primarily communicate via email during the application process. Emails from cityoftacoma.org and/or governmentjobs.com must be placed on your safe domain list to ensure that you receive notifications in a timely manner. As a precaution, you may also want to check your junk email folders.
The online application system requires you to enter a substantial amount of information. Be prepared to spend at least an hour entering information. In order for your application materials to be considered, all information must be submitted by the closing date and time listed on this job announcement.
For assistance with the NEOGOV application process, or questions regarding this job announcement, **** before 4:00 pm of the closing date of the job announcement.
Closing Date/Time: Continuous
Job Address
Tacoma
Washington
United States
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Employer:
City of Tacoma, WA
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About City of Tacoma
Tacoma is a mid-sized urban port city that sits along the Puget Sound with a population of nearly 210,000. The third largest city in the state of Washington, it is a diverse, progressive international gateway to the Pacific Rim.
Tacoma boasts the state's highest density of art and history museums, and is home to a flourishing creative community of writers, artists, musicians, photographers, filmmakers, chefs, entrepreneurs, and small business owners who each add their unique flair to the city's vibrant commercial landscape. The iconic Tacoma Dome has endured as a high-demand venue for some of the largest names in the entertainment industry.
A magnet for families looking for affordable housing options in the Puget Sound area, Tacoma also draws those who prefer to live in a more urban downtown setting with competitively priced condos and apartments that feature panoramic mountain and water views.
Tacoma's natural beauty and proximity to the Puget Sound and Mount Rainier draws hikers, runners, bicyclists, and maritime enthusiasts to the area. Its lively social scene is infused with energy by thousands of students attending the University of Washington Tacoma, the University of Puget Sound, the Evergreen State College Tacoma campus, and Tacoma Community College, as well as a number of local trade and technical colleges. Its prime location – just 20 minutes south of the Seattle-Tacoma International Airport, 30 miles north of the state capital in Olympia, and within 10 miles of the U.S. Department of Defense's premier military installation on the West Coast – only adds to Tacoma's desirability. To see a few of the great things Tacoma has to offer, view our YouTube video!
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