Assistant Facilities Manager

Hendricks County  Job Description

Title:   Assistant Facilities Manger                                       

FLSA Status: Non-Exempt

Department:  Facilities                                                          

Supervisor:    Facilities Manager                                          D

PURPOSE OF POSITION:

The Assistant Facilities Manager plays a key leadership role by supporting the Facilities Manager in all responsibilities outlined in the Facilities Manager job description. This position requires a highly driven, self‑motivated individual who takes full ownership of tasks, consistently delivers results, and does not hesitate to take on any maintenance or operational challenge.

The role includes assisting in the planning, coordination, and execution of all activities related to maintenance, renovation, new construction, energy management, telecommunications, custodial operations, and groundskeeping across all designated County buildings and properties. The Assistant Facilities Manager may supervise departmental staff as well as oversee outside contractors, consultants, and vendors to ensure work is completed safely, efficiently, and to departmental standards.

ESSENTIAL FUNCTIONS:

• Use the current, departmental work order notification system to schedule and direct repairs and maintenance tasks requested by other County personnel and approved by Supervisor.


• Performs necessary maintenance tasks as needed.


• Oversee budget and spending for building and grounds maintenance and new building projects as assigned by Facilities Manager.


• Oversee special projects and/or studies as directed.


• Prepares constructions documents and oversees all phases of construction for new county facilities and renovations as directed.


• Provides direction to the departmental administrative, maintenance, and custodial staff, including training, workflow and guidance when needed.


• Performs research, costs analysis, and prepares reports for special projects as necessary, and assigns projects to staff, as directed by Facilities Manager.


• Assists with the preparation of annual budget requests.


• Oversee the installation, moving, repairs, removal and disposal of building and office equipment and utilities within the buildings as directed by Facilities Manager.


• Incumbent is responsible for managing building construction and maintenance projects from beginning to end without supervision but notifies the Facilities Manager of unusual circumstances.


• Reviews claims for departmental invoices for accuracy.


• Purchases supplies, equipment, materials and parts required to support facility functions as approved by Facilities Manager.


• Specifies and procures office furniture, fixtures, and equipment per departmental policies as approved by Facilities Manager.


• Respond to facility and equipment alarms and system failures as approved by Facilities Manager.


• Provide prompt response to requests and issues from facility occupants.


• May be required to work overtime, weekends and holidays as needed.


• May be required to adjust weekly schedule to combine weekday and weekend work times to complete assigned tasks as needed.


• Adheres to personnel policies set forth by the County Commissioners.

NON-ESSENTIAL FUNCTIONS:

• Maintains departmental operations in absence of the Facilities Manager.


• Assists the Facilities Manager in planning and implementation of administrative functions and Facilities Department, Cumulative Capital, and other budgets.


• Assists with departmental personnel functions, such as performance reviews, disciplinary actions, and scheduling.


• Reviews expenditures for compliance with County and departmental policies, approved contracts, state statutes and local ordinances.


• Assists with oversight of cleaning and maintenance of facilities and directs the activities of the cleaning staff in the absence of the Facilities Manager.

• Interviews applicants for vacant staff positions and assist with hiring decisions.


• Performs other related duties as assigned

EDUCATION AND QUALIFICATION REQUIREMENTS:

• Bachelor’s degree in a facilities-oriented field such as project management, business, construction, engineering preferred, or equivalent experience.


• Minimum of two to four years of progressive experience and responsibility in a maintenance or construction related field.


• Supervisory experience in a facilities or construction related field.


• Working knowledge of general construction practices and building operating systems.


• Requires supervisory skills, and both oral and written communications skills.


• Ability to read blueprints specifications, and related technical information and instructions.


• Ability to use personal computers and related equipment including Microsoft Office software suite and other project management programs as needed.


• Ability to analyze budgetary needs and prepare annual budget requests.


• Ability to establish and follow general work schedules.


• Ability to operate basic tools and cleaning equipment.


• Ability to perform minor maintenance and repair tasks.


• Ability to apply common sense and understanding to carry out detailed written and/or oral instructions.


• Ability to solve problems involving several variables in performance of daily tasks.


• Ability to create and/or adjust schedules to deliver desired outcomes.


• Ability to prioritize general duties and adjust schedules accordingly without direct supervision.


• Excellent trouble shooting and diagnostic skills.


• Must have and maintain a valid Indiana driver’s license.

RESPONSIBILITY:

Primary responsibilities include ensuring all County facilities, equipment, offices, rooms, and building systems are properly maintained, cleaned, repaired, and serviced in alignment with organizational and operational requirements. This position demands proactive problem‑solving, strong accountability, and a commitment to maintaining high‑quality, reliable facility operations.

Work requires the use of judgment in determining methods for dealing with facilities problems and finding solutions.  Incumbent must use discretion and sound judgment in maintaining budgetary needs of several different funds and in dealing with employee issues.  Administrative tasks are normally completed through generally accepted practices, with questions or problems being referred to the Facilities Manager.  Errors in work can have significant adverse effects on the County both functionally and financially.

WORKING RELATIONSHIPS:

Working relationships are with supervisor and other County personnel, contractors and vendors, and frequent contact with the general public.  Incumbent must have the ability to use tact and discretion to maintain good relationships with citizens, County personnel, and contractors and vendors.  Incumbent must have the ability to explain with details, complex plans and procedures, schedules, and work product expectations.

WORKING CONDITIONS AND PHYSICAL DEMANDS:

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Majority of work is performed in normal office environment, although some work is performed in the field and employee may encounter exposure to dirt and dust common to construction work.  While performing the duties of this job, the employee is regularly required to:

• Use hands and fingers to handle or feel; and reach with hands and arms.


• The employee frequently is required to sit, stand, walk, climb, balance, stoop, kneel, crouch, crawl; and talk and hear. May be required to work in awkward positions.


• The employee must frequently lift and/or move up to 50 pounds and occasionally lift and/or move greater than 50 pounds.


• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.


• While performing the duties of this job, the employee is regularly exposed to outside weather conditions. Performance of outside work may be required in inclement weather.


• The employee is regularly exposed to moving mechanical parts, fumes and/or airborne particles, toxic and/or caustic chemicals, and risk of electrical shock.


• The noise level in the work environment ranges from moderate to loud.


• This is a full-time position. Standard days and hours of work are Monday through Friday, 8:00 a.m. to 4:00 p.m.  However, this position requires on-call duty and the ability to work during non-standard hours when needed.

APPLICANT/EMPLOYEE ACKNOWLEDGEMENT:

 The job description for the position of Assistant Facilities Manager in the Facilities Department describes the duties and responsibilities in this position.  I acknowledge that I have received this job description and understand that it is not a contract of employment.  I am responsible for reading this job description and complying with all job duties, requirements and responsibilities contained herein, and any subsequent revisions.

Is there anything that would keep you from meeting the job duties and requirements as outlined?

Yes______      No_______

_________________________________________              ______________________

Applicant/Employee signature                                               Date

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