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The County of DuPage
Wheaton, Illinois

Job Details for 3178 - EO Facilities Administrator

Job Description

GRADE: 316

Under general direction; performs work of considerable difficulty coordinating, planning and directing administrative, financial, operational and janitorial activities for the Facilities Management division; performs related work as required.

An employee in this class acts as a liaison with user departments, outside agencies and the public regarding building operations in accordance with regulations and standards of state, federal and other regulatory agencies. Work involves assessing County needs, researching alternatives and coordinating the final projects. General direction is received from the Chief Operations Officer; however, work allows for independent judgment in the application of policies and procedures, and the supervision of subordinate staff. Customarily and regularly directs the work of two or more other employees.

The list of duties and responsibilities is illustrative only, and is not a comprehensive listing of all the duties and responsibilities performed by positions in this class.

• Manages, coordinates, and monitors the Administrative, Financial, Janitorial, and Project divisions of the Facilities Management division including budget control, general and cost accounting for the operation, capital and bond budgets
• Coordinates campus wide space planning, lease administration and long-range remodeling projects identified and approved by the County Board
• Manages project construction, operations and maintenance
• Oversees contract construction project and maintenance work
• Reviews and approves applications for payment
• Recommends hires and promotions, directs and evaluates employment decisions for all assigned positions
• Supervises technical and contract staff
• Oversees janitorial operations for the east campus
• Coordinates communications, surveys departments and staff to determine needs
• Forecasts operating costs
• Prepares the annual budget
• Maintains the safety of staff through training programs and the establishment of operational policies
• Provides utility analysis and projections; oversees cost allocation and revenue procedures
• Monitors all physical facility construction including changes and personnel
• Assists with space planning and design for county offices, storage and parking
• Develops bid specifications and reviews bids
• Administers and monitors for compliance contracts for services and commodities
• Functions as a liaison to staff, the public, media, vendors, department heads, elected and appointed officials
• Purchases or recommends the purchase of equipment and systems
• Prepares the purchase of requisitions
• Approves invoices for payment
• Maintains regular attendance and punctuality

• Adjusts work assignments and schedules in the event of an emergency to participate in emergency preparedness, response, and recovery activities as assigned.
• Depending on assignment may maintain required emergency management training, licensure and/or certifications.
• Performs related duties as required or assigned within job classification.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and /or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Knowledge of:
• All facets of operations both life-safety and environmental
• Existing physical facilities, infrastructure and contractor construction and remodeling practices
• Building technology
• Cleaning materials, and equipment and their proper and safe utilization
• Institutional janitorial procedures and problems
• Financial accounting methods
• Current office practices, procedures and equipment
• County policies and procedures
• Applicable federal, state, and local laws, rules, regulations, codes, and/or statutes
• Management and leadership principles

Skill in:
• Planning and coordination
• Instructing subordinate supervisory personnel in decision-making methods and techniques
• Researching and analyzing information and statistics
• Using computer hardware and software including word processing, spreadsheets, databases, email, etc
• Applying an acquired knowledge of procedures, rules, regulations and services applicable to the assigned office
• Planning, scheduling and supervising the work of others

Ability to:
• Manage projects and multiple priorities simultaneously
• Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals
• Plan, analyze and evaluate programs and services, operational needs and fiscal constraints
• Establish and maintain effective working relationships with department and division staff, other departments and others, such as vendors
• Communicate and use interpersonal skills to interact with coworkers, supervisor, the general public, etc. to sufficiently exchange or convey information and to receive work direction
• Ensure compliance with applicable federal, state, and local laws, rules, and regulations and statutory requirements
• Convey excellent oral and written communication
• Work effectively under stress
• Maintain confidentiality
• Monitor and evaluate employees
• Prioritize and assign work
• Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals
• Plan, organize, manage and evaluate the work of the division to ensure efficient, timely and cost-effective services
• Plan, analyze, and evaluate programs and services, operational needs, and fiscal constraints
• Provide leadership to effectively resolve issues

Exercises supervision of personnel in related area of responsibility.

Completion of a Bachelor’s Degree in Facilities Management, Business Administration, Accounting, or a related field; seven years of progressively responsible experience in facility management or building operations, including two years of supervisory experience; or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Position is typically office or administrative work and is not substantially exposed to adverse environmental conditions.