BUILDING MANAGEMENT SERVICES SPECIALIST 3DEFINITION:
Under the general supervision of a Building Management Services Specialist 4 or other supervisory officer in a state department, institution, or agency, completes complex analytical or professional work of considerable difficulty required to provide or support the provision of building management, operation, service, maintenance, and renovation, or supervises the operation, maintenance, and/or delivery of building services for a state building or a series of smaller buildings; 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
Conducts complex programmatic audits to determine and ensure state agency and/or internal bureau compliance with prevailing building allocation, use, maintenance, and operation policies, rules and regulations.
Writes detailed reports containing findings, statistics, and policy or procedural recommendations for improving the operation, renovation, or development of new building structures.
Supervises professional and/or clerical staff engaged in the review, evaluation, and provision of building management.
Analyzes internal bureau operations by using research methods, operations analysis, and planning techniques; writes procedures for the delivery of building management services and special building service programs.
If Assigned to Supervise the Operation of a Building
Implements maintenance programs, schedules, and procedures for the effective operation of a building or series of small buildings.
Reviews all building service requests submitted by tenant agency that may include physical alterations, repairs, furniture moves, exterior and interior landscaping, heating and air complaints, elevator maintenance, and general housekeeping services, and assigns work orders to resident staff.
Assists in the planning, scheduling, and evaluation of the work of resident staff.
Reports to the supervisory officer on the general operation of the building.
General Examples of Work:
Implements or assists in the implementation of bureau building management, maintenance, operation, procurement, and/or other administrative policies, procedures, and/or program innovations by training and/or instructing bureau staff, by publicizing information, by observing and monitoring state agency and contract vendor performance, and by reporting deviations or critical delays to the section supervisor, Building Management Services Specialist 4, or other 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, and/or operating/maintenance parts and supplies procurement volumes to assist bureau management in daily decision making and/or in preparation of the bureau's annual budget request.
Establishes data input/output controls and monitors the in-out flow of complicated computerized building allocation use, repair, and maintenance, and/or fiscal information to ensure the availability of timely, accurate management information reports.
Assists in evaluating 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.
May be responsible for contract vendors performing repair/maintenance, waste management and recycling and/or building operation services for all department facilities.
Gathers information and prepares progress reports on all capital improvement projects involving the building.
Gathers information for the annual budget request by preparing data on recommended building replacements and descriptions of proposed building management services and programs.
Writes letters and/or memoranda explaining bureau 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.
Provides recommendation on energy rationing programs and allocation of energy to all buildings after a careful analysis of consumption and available supplies.
Prepares reports on the coordination of the building(s) supervised.
Maintains and supervises the maintenance of essential 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.
Seven (7) 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.
OR
Possession of a bachelor's degree from an accredited college or university; and three (3) years of the above-mentioned professional experience.
OR Possession of a master's degree in Public Administration, Business Administration, or closely related field; and two (2) years of the above-mentioned professional experience.
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 public 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 all 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.
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.
Ability to supervise assigned staff and plan, organize, and implement projects within the unit.
Ability to prepare reports containing findings, conclusions and recommendations.
Ability to interpret laws, rules and regulations and apply them to specific situations.
Ability to collect and analyze data regarding building operation, maintenance, and other related services.
Ability to coordinate building management services.
Ability to plan and implement building management and special building service programs for the operation, maintenance and renovation of buildings.
Ability to conduct studies and surveys.
Ability to analyze recycling collection and disposal problems and develop effective methods for their resolution.
Ability to monitor, evaluate and revise waste management and recycling contract requirements to maintain program efficiency and effectiveness.
Ability to monitor quality of services delivered by the waste management and recycling program contractor.
Ability to prepare correspondence as required.
Ability to write procedures for the effective provision of building management, maintenance, repair, operation and special service programs.
Ability to maintain essential 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.
