BUILDING MANAGEMENT SERVICES SPECIALIST 4 DEFINITION:
Under the direction of an administrative official in a state department, institution, or agency, supervises the completion of highly complex analytical or unusually difficult administrative work required to provide or support the provision of building management, operation, maintenance, service and renovation, or supervises the operation, maintenance, and delivery of building services for a large building complex; Supervises staff and work activities; prepares and signs official performance evaluations for subordinate staff; does related work as required.
NOTE: The examples of work for this title are for illustrative purposes only. A particular position using this title may not perform all duties listed in this job specification. Conversely, all duties performed on the job may not be listed.
EXAMPLES OF WORK:
If Assigned Administrative Responsibilities
Supervises the completion of complex programmatic audits to determine and ensure department compliance with prevailing building allocation, use, maintenance, and operation policies, rules, and regulations.
Supervise the preparation of detailed reports containing findings, statistics, and policy or procedural recommendations for improving the operation, renovation, or development of new building structures.
Analyzes and supervises the analysis of internal operations by using research methods, operations analysis, and planning techniques; writes procedures for the delivery of building management services.
If Assigned to Supervise the Operation of a Building
Develops and implements maintenance programs, schedules, and procedures for the effective operation of large buildings.
Reviews all building service requests submitted by the department that may include physical alterations, repairs, furniture moves, exterior and interior landscaping, heating and air complaints, elevator maintenance, and general housekeeping services, and assigns priorities and work orders to resident staff.
Plans, schedules, supervises, and evaluates the work of resident staff.
Reports on the general operation of the buildings including problem areas and any deviation from established plans.
Evaluates overall performance of maintenance and building services by inspection of the areas of responsibility.
General Examples of Work:
Implements or oversees the implementation of department building management, maintenance, operation, procurement, and/or other administrative policies, procedures, and/or program innovations by training and/or instructing department staff, by publicizing information; by observing and monitoring state department and contractor performance, and by reporting deviations or critical delays to the supervisory officers.
Plans, organizes, and assigns the work of the organizational unit and evaluates employee performance and conduct, enabling the effective recommendation of the hiring, firing, promoting, demoting and disciplining of subordinates.
Collects, compiles, and reports accurate quantitative data on building age and condition, energy consumption, maintenance, repair costs, building allocation, operating/maintenance parts and supplies procurement volumes to assist management in daily decision making and/or in preparation of the annual budget request.
Establishes data input/output controls and monitors the in-out flow of complicated computerized building allocation and use, repair maintenance programs, building services and/or fiscal information to ensure the availability of timely, accurate management information reports.
Evaluates contract vendor performance of maintenance and repair activities by inspection of the areas of responsibility including property both interior and exterior for fire, health and safety violations or concerns.
Ensures the effective maintenance of property including building infrastructure and exterior grounds, and efficient administration of special facility service programs, such as waste management and recycling programs, through establishment of quantitative and qualitative controls.
Reviews and approves renovations and reconfigurations of office space prepared by staff utilizing the Computer Aided Design and Drafting (CADD) system.
Responsible for contract vendors performing repair/maintenance, waste management and recycling and/or building operation services for all department facilities.
Administers energy rationing programs as required.
Prepares detailed progress reports on all capital improvement projects.
Assists in the preparation of the annual budget request by preparing detailed data on recommended building replacements and by presenting descriptions of proposed building management services and programs.
Writes letters and/or memoranda explaining department building management, maintenance, operation, waste management and recycling program and/or procurement policies, procedures, or services to other state officials, or members of the general public.
Develops plans for building safety, security, and fire protection programs including building evacuation.
Designs a control system to bring deviations from building or project plans to the attention of the supervisor and the next higher level if corrective action fails.
Supervises the maintenance of records and files.
Will be required to learn how to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units.
REQUIREMENTS:
NOTE: Applicants must meet one of the following or a combination of both experience and education. Thirty (30) semester hour credits are equal to one (1) year of relevant experience.
Eight (8) years of professional experience in the coordination and/or implementation of building management programs including building/property operations analysis, program development, organizational and/or fiscal planning, and/or cost efficiency programs, and/or special building service programs, security or a related field, one (1) year of which shall have included supervisory responsibilities.
OR
Possession of a bachelor's degree from an accredited college or university; and four (4) years of the above-mentioned professional experience, one (1) year of which shall have included supervisory responsibilities.
OR
Possession of a master's degree in Public Administration, Business Administration, or closely related field; and three (3) years of the above-mentioned professional experience, one (1) year of which shall have included supervisory responsibilities.
NOTE: "Professional experience" refers to work that is creative, analytical, evaluative, and interpretive; requires a range and depth of specialized knowledge of the profession's principles, concepts, theories, and practices; and is performed with the authority to act according to one's own judgment and make accurate and informed decisions.
LICENSE:
Appointees will be required to possess a driver's license valid in New Jersey only if the operation of a vehicle, rather than employee mobility, is necessary to perform the essential duties of the position.
KNOWLEDGE AND ABILITIES:
Knowledge of the principles of building management.
Knowledge of the methods used to gather and analyze data.
Knowledge of the factors to consider in allocation, use, operation, maintenance, repair, or procurement of building and/or related services.
Knowledge of fiscal planning factors for a building management program.
Knowledge of the factors to consider in needs assessment.
Knowledge of purchasing procedures related to the procurement of building maintenance and operating parts, supplies, equipment and related services.
Knowledge of waste management and recycling program goals and objectives.
Knowledge of the Computer Aided Design and Drafting (CADD) system as it relates to office space renovations and reconfigurations.
Knowledge of American Disabilities Act (ADA) compliance as it pertains to the accessibility of the department's facilities.
Knowledge of the methods used to coordinate the allocation, use, operation, and renovation of buildings within a large public or private complex.
Knowledge of the steps to take when an emergency or accident occurs.
Ability to supervise assigned staff and plan, organize, and implement projects within the unit.
Ability to interpret laws, rules and regulations and apply them to specific situations.
Ability to collect and analyze data regarding building operation, parts, and supply volumes.
Ability to coordinate building management services.
Ability to plan and implement building management programs for the operation, maintenance, and renovation of buildings.
Ability to conduct studies and surveys.
Ability to provide assignments and instructions to staff and supervise their performance.
Ability to prepare reports containing findings, conclusions and recommendations.
Ability to develop and implement programs to fulfill the office and other building needs.
Ability to monitor and evaluate waste management and recycling program service delivery to maintain program effectiveness.
Ability to monitor quality of services delivered by the waste management and recycling program contractor.
Ability to prepare correspondence as required.
Ability to supervise the maintenance of records and files.
Ability to learn how to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units.
Ability to read, write, speak, understand, and communicate in English sufficiently to perform the duties of this position. American Sign Language or Braille may also be considered as acceptable forms of communication.
Persons with mental or physical disabilities are eligible if they can perform essential functions of the job with or without reasonable accommodation. If the accommodation cannot be made because it would cause the employer undue hardship, such persons may not be eligible.
