County of Alameda

DESCRIPTION

Under general direction, to plan, manage, coordinate and supervise the facilities maintenance, repair and operation of Alameda County owned buildings, including correction and detention facilities; or to plan, manage, coordinate and supervise the County’s general fund real property and space allocation programs; and to do related work as required.

DISTINGUISHING FEATURES

Two positions assigned to this class are located in the Building Maintenance Department of the General Services Agency and report to the Deputy Director, General Services Agency Building Maintenance Department. Incumbents of those two positions are responsible for managing through subordinate supervisors the 24-hour facility operations and maintenance of County owned buildings. This class is distinguished from the lower classes of Supervisor, Buildings and Plant Maintenance, Carpenter Supervisor and Landscape Supervisor in that the latter classes are responsible for supervising day-to-day facility operations and maintenance. The class of Facilities Manager is responsible for the administration and planning of facility maintenance and operations, recommending and implementing policies and procedures necessary for the safe and efficient operation of the facilities.

The third position, assigned to the Real Property Division, is also located in the General Services Agency and reports to the Director, General Services Agency or the Deputy Director, General Services Agency Building Maintenance Department. The incumbent is responsible for managing, with the assistance of subordinate staff, the County’s general fund real property program, including the acquisition, disposal and leasing of real property for County purposes and the allocation of space to County departments. This class is distinguished from the lower class of Real Estate Projects Manager in that the former provides direction to the latter and has overall responsibility for the countywide property management program.

EXAMPLES OF DUTIES

NOTE: The following are the duties performed by employees in this classification. However, employees may perform other related duties at an equivalent level. Each individual in the classification does not necessarily perform all duties listed.

Building Maintenance Department:

1. Through subordinate supervisors, manages the facility operation, maintenance and repair of County owned buildings. This includes managing the following functions: Maintenance, engineering, electrical, plumbing, painting, carpentry, and gardening services. The position may be assigned day-to-day lease administration responsibilities after the lease is awarded. Supervises and evaluates performance of subordinate supervisors; makes recommendations regarding personnel actions.

2. With subordinate supervisors, determines methods and procedures for proper use of materials and labor. Develops, maintains, and coordinates facility standards for County owned buildings. Makes recommendations to the Deputy Director, General Services Agency-Building Maintenance Department, regarding maintenance, proposed staffing changes and recommended improvements.

3. Schedules and coordinates departmental training. Manages work programs. Establishes on-the-job training.

4. Manages the computerized building management systems and preventative maintenance program. Initiates maintenance work orders and/or requisitions to accomplish non-routine repairs. Determines through subordinate supervisors major repair needs of facilities and equipment to support ongoing major maintenance program.

5. Prepares oral and written reports, makes presentations. Communicates with General Services Agency staff and other County Department staff regarding operations, occupancy, maintenance and alterations and provides quality customer service. Participates in meetings with Building Maintenance Department managers and other General Services Agency staff.

6. Develops and manages the budget for maintenance and repair of County owned buildings. Analyzes and recommends the most cost-effective approach to maintenance and repair renovation of facilities. Provides information and makes appropriate personnel recommendations.

7. Investigates and makes recommendations to the Deputy Director, General Services Agency-Building Maintenance Department, regarding special projects, major maintenance and capital improvement projects.

8. Administers contracts. Evaluates performance of contractors and assists in development of contracts and specifications.

9. Creates and administers an inspection program (general cleanliness, safety, hazardous material, facility maintenance).

10. Participates in planning for new construction and advises County staff on facility maintenance issues.

11. Participates in committees, task forces, and other ad hoc groups as assigned.

12. As requested, participates in/assists with inspections by regulatory agencies.

Real Property Division:

1. Directs and sometimes personally conducts complex negotiations for the lease, acquisition or disposal of real properties involving contact with the principals as well as representatives of various agencies concerned with specific elements of the transactions.

2. Manages the appraisal of real properties; ensures maintenance of the continuous analysis of market trends; approves site location after establishing use suitability.

3. Oversees the preparation of contracts, leases and other documents at the close of negotiations. Prepares complex Memoranda of Understanding, licenses, and right of entry documents for review by counsel prior to execution.

4. Directs the development, maintenance and reassessment of a system of guidelines and practices pertaining to effective, responsible property management through leasing, sales and acquisition. Provides and develops policy recommendations for consistent property management procedures for real property activities.

5. Directs the preparation of reports and studies pertaining to project status, cost estimates and analysis of alternatives, and maps and drawings as required. Manages the maintenance of records and files of activities.

6. Supervises and evaluates the performance of subordinate staff, participates in personnel selection interviews, and recommends personnel actions to the Deputy Director, General Services Agency, Building Maintenance Department or to the Director, GSA.

7. Schedules and coordinates departmental training.

8. Directs the program for administering leases of private property by County departments or of County property by outside parties; ensures that principals comply with lease terms; manages a property inspection program.

9. May represent the General Services Agency on real property matters as required before the Board of Supervisors or at governmental or public meetings.

10. Directs the establishment and maintenance of standards for space design and furniture for County buildings.

11. Consults with developers, owners, brokers and governmental entities.

12. Plans and participates in the preparation, administration and control of real property aspects of the General Services Agency budgets.

13. Directs the gathering and analysis of information from brokers, investment bankers and internal sources to perform financial analysis related to capital acquisitions.

14. Manages staff engaged in space planning, furniture planning, tenant improvement, construction and coordination of move-in for any new space, whether owned or leased.

15. Manages the creation and issuance of requests for proposals for the development of County owned or leased property.

16. Participates on the County’s Real Property Task Force and Surplus Property Authority.

17. Through economic and financial analysis, develops alternatives for acquiring property (lease, buy or build) and makes recommendations and decisions accordingly; stays continuously informed on alternative methods of financing real estate transactions, including debt financing.

18. Develops and/or approves subordinate developed annual budgets for department operations and budgets for leased properties division.

MINIMUM QUALIFICATIONS

For Building Maintenance Department Positions:

Either I

The equivalent of two years of full-time experience in the class of Supervisor, Buildings and Plant Maintenance, Carpenter Supervisor, Landscape Supervisor, or an equivalent class in the Alameda County classified service. (Non-classified includes District Attorney’s Office, Hospital Authority, and the Consolidated Courts.)

Or II

The equivalent of four years of full-time (or equivalent part-time hours) administrative and technical experience in facilities maintenance and operation demonstrating possession of the following knowledge and abilities. Three years of this required experience must have been in a supervisory capacity.


Possession of a Bachelor’s degree in Facilities Management, or a related field, from an accredited college or university is desirable.

Possession of a Facilities Management Certificate is desirable.

For position(s) assigned to corrections facilities, experience in the operation and maintenance of corrections or detention facilities is desirable.

Special Requirements:

Must be able to obtain and maintain security clearance.

For Real Property Division:

Either I
Experience:

The equivalent of two years of experience in the class of Real Estate Projects Manager or an equivalent class in the Alameda County classified service. (Non-classified includes District Attorney’s Office, Hospital Authority, and the Consolidated Courts.)

Or II
Education:

Possession of a Bachelor’s degree from an accredited college or university in Business or a closely related field

And
Experience:

The equivalent of four years of full-time (or equivalent part-time hours) administrative and technical experience in real property management demonstrating possession of the following knowledge and abilities. Three years of this required experience must have been in a supervisory capacity. (Four (4) years of additional experience may be substituted for the Bachelor’s degree.)

NOTE: The Civil Service Commission may modify the above Minimum Qualifications in the announcement of an examination.

KNOWLEDGE AND SKILLS

NOTE: The level and scope of the following knowledge and abilities are related to duties listed in the “Examples of Duties” section of this specification.

For Building Maintenance Department:

Knowledge of:

• Computerized preventive maintenance systems and electronic controls.
• Building operations and maintenance engineering as they relate to electrical Systems, HVAC systems, painting, carpentry, gardening, plumbing, and painting.
• Heating, ventilation and air conditioning systems.
• Applicable building codes, regulations, federal, State, local ordinances.
• Budget development and tracking, cost control procedures, financial forecasting and fiscal analysis.
• Project management methods and procedures.

Ability to:

• Analyze, make effective decisions and solve problems.
• Plan and organize.
• Analyze budgets.
• Provide management control and leadership.
• Adapt to changing circumstances.
• Demonstrate flexibility.
• Supervise and evaluate subordinate staff.
• Develop and maintain working relationships with employees, other County departments, property owners, tenants, contractors, and the general public.
• Handle conflict effectively.
• Communicate effectively orally and in writing especially when pertaining to interpretation of regulations and contracts.

For Real Property Division:

Knowledge of:

• Principles of organizational management.
• Fiscal, budgetary and governmental policies.
• Effective public relations.
• Real estate practices and real estate law.
• Methods and practices of property appraisal and of selecting, leasing, acquiring and selling property for County use.
• County zoning regulations and building and governmental codes including American with Disabilities Act (ADA) requirements.
• Principles and practices of effective commercial property management.
• Cost estimation, market analysis and land economics.
• Budget development and tracking, cost control procedures, financial forecasting and fiscal analysis.
• Construction issues related to tenant improvement work.
• Space and furniture planning.
• Financing mechanisms and debt instruments.
• Project management methods and procedures.

Ability to:

• Analyze, make effective decisions and solve problems.
• Plan and organize.
• Analyze budgets.
• Provide management control and leadership.
• Adapt to changing circumstances.
• Demonstrate flexibility.
• Supervise and evaluate subordinate staff.
• Conduct complex, difficult negotiations.
• Plan, direct, coordinate and supervise all phases of real property appraisal, acquisition, lease and sale in a property management program.
• Draft and interpret lease terms, purchase contracts and financing agreements.
• Read and comprehend blueprints and maps.
• Prepare and analyze complex financial data, draw logical conclusions and prepare reports.
• Prepare correspondence and maintain files.
• Manage complex facility and tenant improvement projects.
• Develop and maintain working relationships with employees, other County departments, property owners, tenants, contractors, and the general public.
• Handle conflict effectively.
• Use computer programs for financial modeling and word processing.
• Communicate effectively orally and in writing on legal, financial and administrative topics.
• Coordinate work projects, develop and maintain harmonious working relationships.

CLASS SPEC HISTORY

JO:sw
Old document: 9690h-2
Rev. 3/3/99; 3/25/99; 4/5/99; 5/4/99
New document: Jobspecs/9690
ys/11/01
CSC Date: 4/28/99
CH:cs Revised 6/2/11
CSC Date: 6/29/11
CH:cs 10/25/11
CSC Date: 11/16/11
CH:cs Revised 4/1/13
CSC Date: 5/1/13
RE:cs Revised 8/1/13
CSC Date: 8/21/13

BENEFITS

Alameda County offers a comprehensive and competitive benefits package that affords wide-ranging health care options to meet the different needs of a diverse workforce and their families. We also sponsor many different employee discount, fitness and health screening programs focused on overall well being.  These benefits include but are not limited to*:

For your Health & Well-Being

• Medical – HMO & PPO Plans
• Dental – HMO & PPO Plans
• Vision or Vision Reimbursement
• Share the Savings
• Basic Life Insurance 
• Supplemental Life Insurance (with optional dependent coverage for eligible employees)
• Accidental Death and Dismemberment Insurance 
• County Allowance Credit
• Flexible Spending Accounts - Health FSA, Dependent Care and Adoption Assistance
• Short-Term Disability Insurance
• Long-Term Disability Insurance
• Voluntary Benefits - Accident Insurance, Critical Illness, Hospital Indemnity and Legal Services
• Employee Assistance Program

For your Financial Future

• Retirement Plan - (Defined Benefit Pension Plan)
• Deferred Compensation Plan (457 Plan or Roth Plan)

For your Work/Life Balance

• 12 paid holidays
• Floating Holidays
• Vacation and sick leave accrual
• Vacation purchase program
• Management Paid Leave**
• Catastrophic Sick Leave
• Pet Insurance
• Commuter Benefits Program
• Guaranteed Ride Home
• Employee Wellness Program (e.g. At Work Fitness, Incentive Based Programs, Gym Membership Discounts)
• Employee Discount Program (e.g. theme parks, cell phone, etc.)
• Child Care Resources
• 1^st United Services Credit Union 

*Eligibility is determined by Alameda County and offerings may vary by collective bargaining agreement.  This provides a brief summary of the benefits offered and can be subject to change.

** Non-exempt management employees are entitled to up to three days of management paid leave. Exempt management employees are entitled to up to seven days of management paid leave.