PAY RANGE: N19
FACILITIES SERVICES MANAGER
This is administrative and technical work, directing through subordinate supervisors, a security, custodial, and facilities support services program for multiple municipal buildings and facilities for the Department of Public Property or for all buildings and facilities of the Free Library of Philadelphia. The employee in this class is responsible for directing city and contracted employees performing security and custodial services, developing, monitoring and supervising facility contracts to ensure compliance with contract terms, assisting with the coordination of visitor services, and directing a facilities services support program. Work includes providing investigative services to ensure the protection of City officials, employees, citizens, facilities and moveable properties, supervising an around-the-clock security program, and preventing theft, vandalism, and acts of trespass against the Department of Public Property and their assets. Conducting inspections of facilities, directing and monitoring the activities of contracted agencies, and establishing effective working relationships with law enforcement agencies, city officials, departmental administrators and the general public are significant aspects of the work. Work is performed under the direction of an administrative superior.
ALLOCATING FACTORS: (The following conditions must be met for a position to be allocated to this class.)
The position must be responsible for directing, through subordinate supervisors, a security, custodial and facilities support services program and for monitoring the activities of contracted agencies to ensure compliance with contract terms.
Work must be performed in the Department of Public Property or in the Free Library of Philadelphia.
Only one position may be allocated to this class in the Department of Public Property and one position in the Free Library.
TYPICAL EXAMPLES OF WORK (ILLUSTRATIVE ONLY)
Directs, through subordinate supervisors, the provision of security services for multiple facilities of the department; evaluates security needs; deploys city and contracted security personnel; monitors contracted security personnel for compliance with contract requirements; integrates deployment of personnel with video and other electronic surveillance equipment; trains staff in use of specialized security equipment; evaluates security equipment; develops goals, objectives, policies and procedures relating to security; develops standards for determining appropriate employee and contractor access to facilities; confers with subordinate supervisors regarding security needs; determines security staff structure; sets performance standards for security personnel; evaluates effectiveness of security program; interacts with law enforcement officials.
Directs, through subordinate supervisors, the provision of custodial services for multiple facilities; evaluates custodial needs; obtains and reviews proposals for custodial services; monitors contracted custodial personnel for compliance with contract requirements; develops and implements policies and procedures for custodial services; confers with subordinate supervisors regarding custodial needs; determines custodial staff structure; sets performance standards for custodial personnel; evaluates effectiveness of custodial program.
Plans and assigns the work of subordinate staff; selects, orients and trains new personnel; ensures security and custodial services are performed in accordance with assigned building or facility safety/security rules and regulations; conducts inspections of facilities; identifies contract violations; recommends assessment of fines; develops procedures for monitoring the activities of department and contracted employees; reviews employee timesheets; ensures client requests are responded to appropriately; reviews and approves invoices for work completed; responds to facility emergencies; alerts outside agencies during emergency situations when necessary; troubleshoots and resolves vendor related problems; reviews incident reports prepared by subordinate staff; advises superiors of problems as necessary; attends staff meetings; confers with subordinate supervisors regarding current staffing levels and program effectiveness.
Prepares appropriate reports.
Performs related work as required.
Department of Public Property Assignment
Directs, through subordinate supervisors, the provision of security services for multiple facilities in the Department of Public Property; directs all interior and exterior security services for City Hall.
Coordinates tourist visits to the City Hall tower; ensures safe operation of tower elevator; coordinates these activities with City's tourist office; schedules large tour groups; orders the closing of tower operations during inclement weather; coordinates volunteer staffing; grants access to City Hall apron to various vendors and contractors; participates in building or facility special programs and events.
Manages pest control and window washing contracts for all Department of Public Property facilities; ensures services are performed appropriately and in accordance with contract requirements; orders and maintains inventory levels of custodial supplies.
Free Library of Philadelphia Assignment
Directs, through subordinate supervisors, the provision of security and custodial services for all library buildings and facilities; manages contracted services.
Manages projects related to facilities support, security, events, maintenance and custodial services in the Free Library; evaluates efficiency, eliminates duplication of effort, reduces costs, and provides technical expertise in facilities support and management.
May report for off-hour emergency response.
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES
the principles, practices, materials and equipment used in security work
the problems involved in guarding property against theft and vandalism and regulating the activities of the public
investigative methods and techniques applicable to a security program
the applications and limitations of technical security systems
the standard methods for reporting disturbances
the laws and rules of evidence and general principles of law and applicable rulings governing criminal offenses
methods, materials and equipment used in performing a variety of custodial duties
supervisory methods and techniques
departmental rules and regulations as they apply to security and custodial programs
the principles and practices of contract management
the standard practices and procedures involved in directing and monitoring contracted employees
obtaining information by interview, interrogation, observation and investigation
the use and operation of various electronic surveillance and communication devices
purchasing, invoicing and analyzing fiscal data
develop policies, procedures and guidelines for security and custodial programs and for monitoring contract compliance
oversee the enforcement of appropriate security rules, regulations and procedures
direct and monitor contracted employees
conduct inspections of facilities to ensure contract compliance
detect non-compliance and recommend corrective action
review and verify invoices for payment
evaluate the quality and effectiveness of security and custodial programs
enforce departmental rules and regulations applicable to security and custodial programs
communicate effectively, both orally and in writing
establish and maintain effective working relationships with City officials, department heads, representatives of contracted agencies, law enforcement officials and the general public
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 10/16.)
Completion of an Associate's degree program at an accredited college or university with major course work in criminal justice, business, facilities management, engineering technology or a closely related field.
Two years of second level supervisory experience, directing through subordinate supervisors, in facilities support and management which has included responsibility for project management of comprehensive security services, custodial services, or maintenance of building systems for one or more government, non-profit, commercial or industrial buildings or facilities.
NOTE: Possession of certification as a Certified Associate in Project Management or a Project Management Professional by the Project Management Institute, or Certification as a Certified Maintenance & Reliability Professional (CMRP) or a Certified Maintenance & Reliability Technician (CMRT) by the Society for Maintenance and Reliability Professionals may substitute for one year of the general experience required.
Any equivalent combination of education and experience determined to be acceptable by the Office of Human Resources, which has included completion of the twelfth school grade as an educational minimum and the specific experience described above.
PHYSICAL AND MEDICAL REQUIREMENTS
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 if required by assignment.
Ad. Board 1/05
Ad. Board 7/09
Ad. Board 4/15
Ad. Board 8/15
Latest Spec. Revision:
Ad. Board 10/16