DEPARTMENT: Administration

POSITION Director of Facilities

LOCATION: 393 Main Street, Greenfield

STATUS: Exempt

SUPERVISOR: Associate Director of Operations

POSITION SUMMARY

The Director of Facilities reports to the Associate Director of Operations serving as an integral member of the operations management team. They are responsible for the management of the facilities, developing and implementing policies and procedures, and management systems, and contribute to the development of the agency’s strategic goals. Supervises the Facilities Coordinator, Facilities Associates, and Custodians. Oversight of facilities includes all owned and leased agency facilities throughout Franklin, Hampshire, and Western Hampden counties, including 8 Early Education and Care sites. Through ongoing assessment, monitoring, reporting and planning, ensures healthy and safe physical environments for very young children and their families, participants/clients, and staff in compliance with all local, state and federal regulations and guidelines. 

ESSENTIAL RESPONSIBILITIES

1. Responsible for the management of all owned and leased agency facilities, approximately 25 sites total, throughout Franklin, Hampshire, and Western Hampden counties, including 8 Early Education and Care sites.
2. Assess current systems for facility management and implement effective ongoing processes for oversight of facilities, including systems for regular assessment, monitoring, reporting and planning.
3. Ensure compliance in all areas of responsibility, including city, state, federal, and Head Start and Child Care regulations.
4. Develop facilities budget, and long-term facilities planning with the Associate Director of Operations.
5. Oversee repairs, improvements, and maintenance of building structures, mechanical systems, interior surfaces, utilities, doors and locks, windows, and hardware. Coordinate the care of grounds for all Community Action sites, including lawn mowing, snow removal, and repair of playgrounds.
6. Manage preventive maintenance, including but not limited to: annual fire extinguisher inspections, smoke detector testing, carbon monoxide detector testing, sprinkler testing, exit light testing, emergency light testing, regular health and safety checks, annual security and alarm system checks, and annual site fire drills.
7. Ensure compliance with city, state, federal, and Head Start and Child Care regulations, and work closely with local building and fire inspectors to secure occupancy and other required permits.
8. Assess and make recommendations regarding the need for outside contractors to complete projects and create specifications and successful bids according to all established guidelines.
9. Organize and oversee any renovations undertaken. Work with Architects, city planners and other parties if renovations are in coordination with property owners or other funders. Inspect work for adherence to plans, quality, and completeness.
10. Demonstrate working knowledge of occupational hazards and corresponding safety precautions necessary for the safe performance of assigned duties throughout the department.
11. Assess and make recommendations regarding the need for resources, upgrades, or renovations in alignment with agency goals.
12. Manage purchasing for maintenance needs through the agency.
13. Monitor, track, and report regularly facility matters, inventory of supplies, equipment, preventive maintenance, and safety concerns in the agency database system for all Community Action sites. 
14. Coordinate responses to reports from building inspector, health inspector, fire department, boiler inspector, and other inspectors and agencies.
15. Manage and facilitate multidisciplinary Safety Committee, providing reports and recommendations to Department Directors and other committee members.
16. Supervise Facilities Associates and Facilities Assistants, prioritize and delegate work, and ensure that work completed is timely, of high quality, and in compliance with all guidelines and agency policies and procedures.
17. Selects, trains/orients, and supervises department personnel. 
18. Inspires and motivates others to achieve increasing levels of performance excellence. Takes an active leadership role in valuing and promoting different perspectives and opinions and approaches throughout the agency. 
19. Evaluates performance and recommends compensation, promotions, and disciplinary actions. 

20. Must adhere to all agency and Head Start standards of conduct.

21. Required to travel regularly throughout the agency service area, to all Community Action sites and service locations, and occasionally out of the service area. 

22. Comply with agency and funders’ reporting and documentation requirements. 

23. Attend regularly scheduled supervision meetings, team meetings, mandatory agency trainings, and participate in professional development activities. 

24. Maintains strictest confidentiality.

25. Performs related work as required.

This does not cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may be adjusted to meet the operational needs of the agency.

QUALIFICATIONS/SKILLS

We invite individuals with lived experience who are part of communities that have been historically denied a full opportunity in aspects of economic, social, and civic life to apply. These communities include, but are not limited to, BIPOC, LGBTQIA2S, persons with disabilities, and persons adversely impacted by multigenerational poverty or other inequality.    

The ideal candidate will demonstrate the following competencies:   

• Lead department initiatives and staff aligned with agency priorities and goals.
• Project Management.
• Managing automated web-based work order systems.
• Interpersonal communication – verbal and written 
• Conflict resolution, problem-solving, establishing priorities, navigating change 
• Adapt to changing priorities and demonstrate close attention to details  
• Proficient computer skills (Microsoft Suite and databases)  
• Promote equity by deconstructing barriers to a racially just system. Cultivate work environments that value truth-telling, courage, vulnerability, space to think and reflect, community-mindedness, hope, and openness to difficult conversations. 

Key Knowledge and Experience:

• Experience with small to medium sized building renovations (including HVAC, electric, and plumbing systems).
• Experience thinking creatively and strategically, setting program goals and steps to achieve them.
• Experience with short- and long-term planning and use of assessment, monitoring and reporting systems.
• Working knowledge of local, state and federal building codes.
• Be or become knowledgeable about EEC licensing requirements, Head Start/Early Head Start regulations, Davis Bacon and prevailing wage laws.
• Current MA Construction Supervisor or trade license.
• OSHA10 or OSHA40 certification.
• Experience with work order tracking systems for preventive maintenance and repair.
• Experience with data management, data capture, tracking methods and analysis for outcome measurements 
• Experience in developing, implementing, and maintaining effective systems for ongoing assessment, monitoring and reporting.
• Experience leading a facilities team.
• Experience with bidding of capital projects.

To Qualify

Minimum Qualifications/Transferable Skills:  

• Associates degree in related field
• Five years of supervisory and leadership experience 
• Five years of facilities management experience, including experience in implementation and compliance with federal and state guidelines.

We encourage individuals who believe they have the skills necessary to thrive to apply for this role. We will consider any combination of relevant work experience, volunteering, education, and transferable skills as qualifying. Please be clear and specific in application materials how your background, lived experience, and transferable skills are relevant to this position.  

PHYSICAL DEMANDS AND WORKING CONDITIONS:

The physical demands and work environment described below are representative of those that are met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Frequently required to sit, stand, stoop, bend, kneel, and crouch.
• Use hands to finger, handle, or feel, and reach with hands and arms, walk, talk and/or hear, use a keyboard, climb stairs and ladders. 
• Must be able to use a dolly, crowbar, and basic tools and hardware.
• The employee must regularly lift and/or move up to 50 pounds, and occasionally lift more than that. 
• Specific vision abilities required by this job include vision, color vision, and ability to adjust focus. 
• The employee must have the ability to drive a personal vehicle and agency vehicles, as needed.
• The work environment includes indoor office environments or comparable spaces, and outdoor areas at each site with frequent exposure to outdoor weather when traveling.  
• The noise level varies by site. 

AA/EOE/ADA

Employment is contingent upon the following: a satisfactory Background Record Check (BRC) which includes Criminal Offender Record (C.O.R.I.), Department of Children and Families (DCF) background check, Sex Offender Registry information (SORI) checks, fingerprint-based national and state criminal history database checks, National Sex Offender Registry (NCOR), and Out-of-State checks (CORI, SORI, DCF) if an individual has lived in another state within the last five years. BRC and fingerprinting-based national and state criminal history check to be completed every three years.

Also, submit evidence of a good driving record and ability to be insured under Community Action’s non-owned and hired vehicle policy. In addition, employment is contingent on evidence of physical exam within the past year, plus verification of MMRs. Documentation of subsequent physical exams submitted every 2 years.