7H72
PAY RANGE: N25
GENERAL DEFINITION
This is management level building services work in either Public Property, the Water Department, the Airport or the Health Department responsible for management of City property, directing, through subordinate managers, supervisors and contractors, building services for major buildings and grounds of a number of municipal departments and agencies. The employees in the Public Property assignment are responsible for the management and implementation of maintenance, vector control, security and custodial services of municipal facilities including City Hall, Concourse, One Parkway Building, Municipal Services Building, the Criminal Justice Center, Juvenile Justice Service Center, and other various City owned properties. Employees in the other assignments not in Public Property are responsible for the management and implementation of maintenance operations for various locations, facilities and building and grounds. Employees work with representatives of the various departments occupying facilities to find creative solutions to complex maintenance issues and to keep facilities in continuous operations. Employees ensure compliance for contracted building services and manage and prioritize response to emergencies, routine work orders, preventative maintenance, corrective maintenance, and custodial services with consideration of budget and energy efficiency. Employees may be assigned responsibility to manage special events. Work is performed under the general direction of a Deputy Commissioner.
ALLOCATING FACTORS (The following condition must be met for a position to be allocated to this class.)
1. The work must be performed in the Department of Public Property, Airport, Water Department, or the Department of Public Health.
2. Positions in Public Property must be responsible for the management and implementation of maintenance, vector control, security and custodial services of municipal facilities including City Hall, Concourse, One Parkway Building, Municipal Services Building, the Criminal Justice Center Juvenile Justice Service Center, and other various City owned properties.
3. Only one position shall be allocated in the Health Department, Airport, and Water Department.
4. Only three positions shall be allocated to this class in the Department of Public Property.
TYPICAL EXAMPLES OF WORK (ILLUSTRATIVE ONLY)
All Assignments
Directs, through subordinate supervisors, a large staff of trades and other employees engaged in carpentry, mechanical, plumbing, heating, air conditioning, masonry, other maintenance and repair functions, custodial services and security support for various facilities and equipment; develops, reviews and revises preventative maintenance programs; confers with subordinate managers and supervisors to ensure that maintenance problems are resolved; tours buildings and grounds to insure that established standards of maintenance are being followed; prepares overall maintenance schedules; oversees contracted maintenance and repair activities.
Reviews requests for repairs, maintenance or alteration of facilities; makes recommendations on the technical feasibility of initiating major repair projects; determines priorities; inspects work sites or assigns subordinate supervisors to inspect them to determine the equipment, material and staff required; assigns projects to subordinate supervisors; confers with subordinate supervisors to determine job priorities, size and skill of crews needed to perform work, and work progress and problems; directs the preparation and revises work schedules and assignments as needed; confers with subordinate supervisors at field locations to observe work progress, discuss problems and determines corrective action to be taken; conducts periodic inspections of buildings, power plant and elevator operation equipment in major buildings and grounds to determine adherence to departmental policies, work standards and safety practices; investigates directly or through subordinate supervisors reports of damage to City property or facilities.
Confers with officials of City departments concerning maintenance needs; investigates complaints; resolves problems pertaining to services rendered by the building services division.
Works with the Capital Projects Division to coordinate renovation and construction activities; reviews building plans and blueprints for the construction of projects; suggests modifications in design or construction techniques to comply with building, personnel and equipment capabilities or budgetary restrictions.
Directs the negotiation, implementation, evaluation and compliance of contracted building services; monitors providers’ compliance with service standards and special requirements; inspects work completed by contractors; provides contract interpretation and resolves disputes; recommends corrective action for deficient service providers; recommends non-payment or termination of regular or grossly deficient contracted services.
Prepares contract specification and bid documents; works in conjunction with consultants and other City departments to analyze contract documents; participates in contract negotiations; recommends the approval of contract proposals; tracks contracts through the certification and administrative processes; notifies contractors of non-conformance to the budget.
Directs the special events function through subordinate supervisors; ensures special events work meets deadlines and is done to the satisfaction of special events organizers; coordinates administrative and maintenance personnel to provide special events services; reviews and approves subordinate’s recommendations concerning specific special events
Coordinates 24-hour emergency response directly or through subordinate supervisors or contractors.
Coordinates snow removal activity at field facilities and department resources for citywide residential snow removal program.
Reviews organizational, personnel and supply problems; makes recommendations for changes and implements improvements in departmental and building maintenance standards and workforce requirements; evaluates redistribution of work or changes in equipment and work methods to reduce costs or improve efficiency; reviews material requisitions for new equipment and material; recommends purchase of equipment and material in accordance with budget limitations.
Evaluates work performance of divisional personnel; observes need for and initiates training classes; reviews and whenever possible, resolves grievance issues; interviews and selects new employees; provides orientation and training; recommends disciplinary action; reviews requests for overtime in accordance with budgetary restrictions; works with the Office of Risk Management to address safety issues
Keeps informed of new methods and products used in building and grounds maintenance; prepares periodic reports of work in progress and completed work; uses personal computers and computer software applications.
Performs related work as required.
Health Assignment
Performs the above mentioned management duties for the Department of Public Health; directs facility operations, which includes Building Maintenance, Custodial Services, Stores/Warehouse, Fleet Management and Capital Projects for district health centers and for administrative office locations.
Manages Health Department’s fleet of vehicles; ensures compliance with Fleet Management’s preventive maintenance schedule; develops and reviews specifications for vehicle needs to acquire replacement of new vehicles; reviews and approves fleet incident reports; maintains database of electronic fleet records.
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES
KNOWLEDGE OF:
· building and grounds maintenance practices, methods, techniques, tools, materials and equipment
· building management principles, practices and techniques
· scheduling concepts, procedures and techniques used in scheduling work, assigning priorities, estimating size and composition of staff and calculating costs of staff, equipment and materials for a large maintenance program
· project management concepts, procedures and techniques
· contract negotiation, administration and monitoring principles and practices related to the provision of building services and leases if required by assignment
· real estate principles, practices markets and values if required by assignment
· program evaluation methods and procedures used to determine the effectiveness of a building and grounds maintenance program
· occupational hazards and safety precautions pertaining to all phases of building and grounds operation and maintenance
· supervisory methods and techniques
· civil service regulations, labor agreements and legislation related to the management of a large staff of building and grounds maintenance employees
· personal computers and common computer software used in building management
· plan, organize, coordinate and direct a large scale diversified building and grounds services and maintenance program
· estimate labor, material and time factors involved in a variety of building and grounds maintenance projects
· schedule work assignments, set priorities, and direct work of the staff.
· adjust work schedules to meet changing priorities.
· prepare, interpret and work from technical sketches and plans
· requisition and specify tools, materials, supplies and equipment essential to the operation and maintenance of buildings and grounds
· use computer software to schedule preventative and predictive maintenance
· direct contract negotiation, implementation and compliance through subordinate managers and supervisors
· analyze and develop recommendations concerning contract provisions and requirements
· develop reporting, quality control, and tracking systems for monitoring contracted agreements
· work with clients to identify their expectations, set standards for services and products and integrate client expectations into the delivery of services.
· achieve a high standard of service to building occupants and the general public
· exercise significant judgment and tact in resolving problems which arise in building and grounds operations
· establish and maintain effective working relationships
· achieve and maintain harmonious relationships with building occupants, the public and associates
· exercise significant judgment and tact in resolving problems which arise in building and grounds operations
· ensure that activities, services, or products reflect higher management policies.
· interpret policies and guidelines for program execution
· establish policies, procedures or guidelines for program area
· implement new or revised programs and policies
· set deadlines for project completion
· take corrective action when problems arise
· review and make recommendations on revisions of procedures affecting programs.
· communicate the organization's vision and mission to staff
· inform subordinates about developments and their impact on organizational activities
· explain significant goals, activities, policies, and procedures to subordinates.
· advise employees of performance standards
· control attendance and leave, including approval of sick and annual leave
· identify potential problems in employee behavior and take appropriate action
· model high standards of honesty and integrity
· maintain a high level of professional expertise
· express ideas effectively, both orally and in writing
· explain or justify decisions, conclusions, findings, or recommendations
· persuade others to take a particular course of action or to accept findings, recommendations, changes, or alternative viewpoints
MINIMUM ACCEPTABLE TRAINING AND EXPERIENCE (The following statement represents the minimum training and experience standards which will be used to admit or reject applicants for tests. Applications submitted by candidates for this class will be reviewed based on training and experience requirements as approved on 4/22.)
EDUCATION:
Completion of a Bachelor's degree program from an accredited college or university.
AND
GENERAL EXPERIENCE:
Five years of experience responsible for provision of building management services in one or more of the following:
(1) Providing administrative or contract management services for engineering or construction services at the full-performance level; or
(2) Supervising the provision of administrative services for a small department or a large division of an operating department; or
(3) Supervising skilled trades, custodial, or security personnel
SPECIFIC EXPERIENCE:
Three years of administrative level experience responsible for provision of building management services, either:
(1) Managing contracts including engineering and construction contracts; or
(2) Directing building maintenance and repair services through subordinate trades supervisors; or
(3) Directing through subordinate supervisors, a security, custodial, and facilities support services program for multiple municipal buildings and facilities
NOTE: 1. Candidates may substitute general or specific experience for the required education on a year-for-year basis.
2. Completion of a building trades program in a related field from an accredited technical college or institute which includes a diploma or certification may substitute for the required education on a year for year basis.
3. Completion of certification in project management from an industry recognized professional association or accredited body may substitute for the required education on a year-for-year basis.
Any equivalent combination of education and experience determined to be acceptable by the Office of Human Resources which has included the specific experience as described above.
City of Philadelphia Classes That Typically Meet the Specific Experience Requirements:
Contract Coordinator (2F69)
Facilities Services Manager (6D27)
Building Maintenance Superintendent 1 (7H62) and 2 (7H63)
Building Services Manager (7H67)
Ability to physically perform the duties and to work in the environmental conditions required of a position in this class.
LICENSES, REGISTRATIONS AND/OR CERTIFICATES
Possession of a valid proper class motor vehicle operator's license as issued by the Commonwealth of Pennsylvania prior to appointment and during tenure of employment as a Building Services Administrator.
Class Established 9/56
Abolition of Class: CSC – 2/09; Ad. Board – 3/09
Re-established: CSC – 1/11; Ad. Board – 2/11
Spec. Revisions: CSC – 12/15; Ad. Board – 12/15
Spec Revision: CSC -6/21
Ad. Board – 7/21
Spec. Revision:
CSC – 8/21; Ad. Board – 9/21
Spec. Revision:
CSC – 3/22
Ad. Board – 4/22
Latest Spec. Revision:
CSC – 11/23
Ad. Board – 12/23
JL