Facilities Maintenance Coordinator

Class Characteristics

Under direction, to oversee, plan, coordinate, schedule, monitor, inspect and contract the maintenance, repair, and remodeling of County-owned and leased building(s)/structures(s) and equipment; to lead and/or coordinate the work of facilities maintenance personnel, facilitate training and certification for facilities maintenance personnel, service contractors, temporary employees, other County employees; and to do other work as required.

Distinguishing Characteristics

The Office of Facilities Management is responsible for planning, directing and administering comprehensive programs for space planning, commercial leasing, construction, re-modeling, maintenance, warehouse support, utilities, HVAC, security, environmental safety and general support services for County-owned and leased buildings and grounds. Facilities is responsible for all County buildings to help ensure Clackamas County facilities and surrounding areas are maintained, safe and secure for employees and visitors.

Facilities Maintenance classification series is used by County departments to provide maintenance, repair, construction, and remodeling of County-owned and leased building structures and related systems. This classification series is designated as essential personnel.

The Facilities Maintenance Coordinator is responsible for planning, contracting, and monitoring programs for facility operations support, preventive maintenance, and emergency and corrective repairs on electrical, mechanical, plumbing and structural systems at County-owned and leased facilities.  Incumbents schedule and oversee the work of facilities maintenance staff and service contractors, respond to service requests and complaints, and manage routine capital improvement projects. Some positions may also perform skilled and/or semi-skilled trades work and may perform manual and limited-skilled tasks.

The Facilities Maintenance Coordinator differs from the Facilities Maintenance Technician, Senior which performs skilled and semi-skilled building maintenance, repair and remodeling work and oversees the work of staff and contractors on assigned projects, but does not have broad program planning and administrative support duties. The Facilities Maintenance Coordinator differs from the Facilities Operations Supervisor, which has full supervisory and management responsibilities.

Typical Tasks

Duties may include but are not limited to the following:

1. Implements and participates in the preventive maintenance program; oversees and performs regularly scheduled inspections, maintenance and minor repairs; identifies maintenance and repair requirements; documents condition and estimates project time and materials. 
2. Responds to routine and emergency maintenance and repair service requests; prioritizes and coordinates work orders; assigns work to maintenance personnel and/or contractors; serves as liaison with customers, contractors and suppliers; inspects completed work and resolves complaints; may be called upon to perform emergency janitorial clean-ups.
3. Develops specifications, timelines and material cost estimates for proposed remodeling and/or maintenance projects; assists in development of construction plans; completes, submits, and obtains building permit applications; requests and evaluates contractor quotations.
4. Procures and inventories supplies and materials using proper procurement policies and procedures.
5. Completes and files maintenance records for building systems and equipment; assists building inspectors, fire marshals and insurance agents during inspection visits; prepares related reports and correspondence.
6. Plans, coordinates and reviews the work of facilities maintenance staff, service contractors, temporary employees; assigns staff to work projects; assists in evaluating employee performance; monitors and reviews labor and material costs associated with facilities maintenance and projects. 
7. Oversees capital improvement and remodeling projects; processes ideas; provides sketches or drawings; prepares project scopes, estimates, specifications, cost analyses and timelines; receives and processes quotations, including interviewing contractors; ensures background checks are successfully completed; assists with specific contract language relating to contractor duties; completes and submits building permit applications.
8. Assists in budget preparation and administration; prepares cost analyses and makes recommendations on the purchase of machinery, equipment, parts, supplies and materials; monitors and controls expenditures; seeks solutions to budget limitations.
9. Recognizes and assists with addressing and correcting safety and security issues in all County facilities.
10. Maintenance assignments include:
    Coordinates various projects of plumbing, roofing and structural systems; performs skilled carpentry, plumbing, sheetrock and painting work; fabricates, repairs and installs shelves, doors, windows and locking hardware; replaces or repairs faucets and valves; unplugs drains; patches and seals roofs; mixes, blends and matches paint materials; paints interior and exterior surfaces, oversees the performance of maintenance, repair, and elevator maintenance; coordinates various electrical maintenance services; coordinates interior and exterior county signage; also coordinates special events.
11. Grounds assignments include:
    Oversees the performance of landscaping and grounds maintenance; oversees  contractor application of pesticides, fungicides and herbicides; ensures compliance with applicable laws and regulations; coordinates various landscaping and grounds projects; oversees water feature maintenance; performs grounds maintenance and graffiti removal as needed.
12. General Services assignments include:
    Oversees the performance of janitorial cleaning and maintenance tasks; coordinates various janitorial projects and contracted services; performs janitorial tasks, including graffiti removal, bio-hazardous waste and site cleanup.

Required Knowledge and Skills

Thorough knowledge of: Contracting procedures such as scope of work, bid selection, and contract creation; service contract and repair procedures and practices; security measures in a correctional institution; applicable building codes; applicable hazardous code regulations; building maintenance safety practices; basic math; record keeping techniques; computer use in Microsoft Office Suite and Microsoft Project; basic supervisory techniques; public and customer service techniques.

• Maintenance assignments: General methods, practices and techniques of carpentry, structural, plumbing, limited electrical and mechanical maintenance; materials, tools and equipment commonly used in the construction, remodeling, renovation, maintenance and repair of commercial structures; mechanical and structural schematics and blueprint terminology and interpretation.
• Grounds assignments: General methods, practices and techniques of commercial landscape/grounds maintenance contractors; landscape/grounds maintenance safety practices; irrigation systems; plant and tree care.
• General Services assignments: General practices and procedures of commercial janitorial contractors.

Skill to: Schedule, monitor, coordinate and evaluate the work performed by maintenance personnel and commercial building maintenance and repair contractors; read and understand mechanical and structural schematics and blueprints; drive and tow trailers in a variety of weather conditions – including rain, snow and ice; complete and file repair orders; lead and train assigned personnel in facility/grounds maintenance and customer service practices; communicate effectively, both verbally and in writing; complete and maintain accurate records; establish and maintain effective working relationships with County personnel, contractors, vendors and the public.

• Maintenance assignments: Perform skilled carpentry, plumbing and mechanical repairs.
• Grounds assignments: Oversee contractors applying pesticides, fungicides, and herbicides per regulations; install and repair irrigation lines.
• General Services assignments: Operate and oversee the safe use of various electrical and gas-powered equipment including drills, pressure washers, buffers, vacuums and other motorized equipment; sweep, scrub, strip and polish floor surfaces; apply wax, acrylic and other materials to hard surfaces; scrub walls, ceilings and plumbing fixtures; restock supplies.

Working Conditions

Within Finance Department’s Facilities Management Division, duties require frequent walking, squatting, kneeling, bending, twisting, balancing, climbing, fine motor control, and the ability to lift and carry up to 75 pounds, and push/pull 100 pounds. Duties involve frequent exposure to confined spaces, loud noises, slippery and/or uneven surfaces and working at heights. 

Incumbents are exposed to a variety of environmental elements including dust, fumes and other irritants, and adverse weather conditions including extreme temperatures.

Some positions are assigned to work in an adult custody setting involving frequent contact with adults in custody who may exhibit severe antisocial behavior.

Incumbents are required to perform after-hours emergency response on a call-out basis and respond as needed as essential personnel. They will also be required to be on the rotation for on-call during nights and weekends.

Minimum Qualifications

Minimum qualifications are used as a guide for establishing the minimum experience, education, licensure, and/or certifications required for employment in the classification. The following minimum qualifications are established for this classification. Additional minimum qualifications and special conditions may apply to a specific position within this classification and will be stated on the job announcement.

Experience: A minimum of five (5) years of related experience that would provide the required knowledge and skills to perform the responsibilities of this position.

Licenses/Certifications:

The following licensure/certifications are required at the time of hire.

• Some positions require a Limited Maintenance Industrial Electrician's License issued by the State of Oregon.

Pre-Employment Requirements

Must successfully pass a criminal history check which may include national or state fingerprint records check.

Employment is contingent upon passing a post-offer physical assessment.  Accommodation requests will be reviewed on an individual basis in compliance with State and Federal legislation.  

All positions within the Facilities Management Division must pass a pre-employment drug test.

Driving is required for County business on a regular basis or to accomplish work.  Incumbents must possess a valid driver's license, and possess and maintain an acceptable driving record throughout the course of employment.

Post-Employment Requirements

Must possess or have the ability to obtain within six (6) months of hire:

• Forklift certification
• Heavy equipment certification
• State of Oregon DEQ/OSHA approved Class III Asbestos Containing Material (ACM) Worker course/training certificate
• Asbestos Hazard Emergency Response Act (AHERA) Building Inspector for Asbestos certification
• CPR/First Aid/AED certification
• Blood Borne Pathogen training
• ATC 20/45

Skilled positions require requisite license, certification or equivalent experience (at least 5 years) in area of specialty:

• Maintenance assignment only: Must possess or have the ability to obtain State of Oregon License as either a Limited Maintenance Electrician (LME), Limited Building Maintenance Electrician (LBME) or be enrolled in the State of Oregon LBME Program with the ability to perform work under a Supervising Electrician while in training toward licensure within one (1) year of hire.
• Grounds assignment only: Must possess or have the ability to obtain ISA (International Society of Arboriculture) Certified Arborist within six (6) months of hire. Must possess or have the ability to obtain Backflow Certification within six (6) months of hire.

Maintenance, and Grounds assignments only: 

• Must possess or have the ability to obtain confined space certification within six (6) months of hire.

CLASSIFICATION NO. 473
Established: 7/94
Revised/Retitled: 8/26
FLSA: Non-Exempt
EEO: 8