Program Specialist - Licensed Maintenance

Job Summary

Performs professional and technical level support for programs and staff in Facilities Management and the Planning & Resource Management division, utilizing various systems. Assures ongoing communication with stakeholders; researches and creates documents; schedules appointments; develops processes; arranges meetings and conferences; compiles records, reports, or visual aids; maintains records and department files; maintains tracking systems, and serves as a backup Maintenance Worker II. Contacts numerous vendors and suppliers; assists with contracts, leases, and project coordination. Responsible for coordinating projects and work orders as assigned.

Job Description

ESSENTIAL DUTIES

• Systems Administrator of the Facilities Asset Management software with a strong focus on parts, customer service requests, and parts management.

• Receives and manages inventory of parts and parts distribution. Responsible for work order distribution and monitoring.

• Schedules and coordinates work assignments within the Facilities Asset Management software.

• Coordinates maintenance activities to ensure productivity of assignments.

• Serves as backup and performs Maintenance Worker II activities as needed or required.

• Maintains and develops systems information and reporting using various software programs.

• Provides administrative assistance and direct support to Facilities Management, Planning & Resource Management, and Community Services; makes room and equipment reservations, schedules meetings, conferences, and appointments; maintains various calendars and schedules. 

• Composes and prepares reports, forms, and any other related material requiring ability to create graphs, charts, and tables using data from multiple systems; presents information in a manner others can readily use and understand. 

• Serves as a main point of contact and communication liaison for those seeking project and program information and updates.

• Performs back up duties to other Program Specialists in their absence or as required. 

• Leads complex projects such as needs studies, construction and workload planning, and other miscellaneous tasks,

• Provides updates to the Building Improvement Program and work plan. 

• Develops and creates process mapping and procedure documentation.

• Acts as liaison between Scott County and suppliers, vendors, and contacts.

• Researches and recommends various products and services and makes purchases as requested.

• Rotates on-all duties as required by Maintenance Worker II position.

• Cross trains and understands other Facilities roles to provide back-up during absences. 

• Works the hours and/or shifts as assigned and begins and ends work on time. 

• Performs other related duties as required or assigned.

MINIMUM QUALIFICATIONS
Requires equivalency of high school diploma, one year of related vocational training from an accredited technical school and 4 years of skilled maintenance work related to the upkeep of buildings and grounds, and possession of a valid driver's license. Experience may substitute for vocational training. Must have strong technical experience with working on computers and software-based systems. One must obtain a MN Special Engineer boiler operator's license within the first 60 days of employment and be able to obtain a MN Second Class C Boiler Operator's License within 13 months of obtaining the MN Special Engineer boiler operator's license.

PREFERRED QUALIFICATION(S)

Preference given for experience with Cartegraph or Asset Works. Preference given for applicants who are Registered Unlicensed Electricians or those with a MN Special Engineer boiler operator's license.

SUPERVISORY CONTROLS

The employee is under general guidance and direction from the Facilities Operations Manager. With considerable allowance for independent judgment, work is performed according to established procedures and manager/supervisor consultation for difficult or unusual problems as they occur. Self-starter and critical thinking abilities are critical to this position. Work is reviewed for accuracy and quality through observation, examination of records and reports generated, and meetings.

CORE COMPETENCIES AND ABILITIES
Customer Service - Delivers government services in a respectful, responsive, and solution-oriented manner.

Communication - Is always clear about what we're doing and why we're doing it.

Collaboration - Works with partners – communities, schools, faith groups, private business, and non-profit agencies – to see that services are not duplicated but rather are complimentary, aligned, and provided by the partners who can deliver the service most effectively.

Stewardship - Works proactively to make investments, guided by resident input, which will transform lives, communities, and government.

Empowerment - Works with individuals and families to affirm strengths, develop skills, restore hope, and promote self-reliance.

Resiliency - Fosters public preparedness and responds when families and communities face health and safety emergencies.

Innovation - Takes informed risks to deliver services more effectively and learns from successes and failures.

Knowledge – Knowledge of county and division policies, practices, and services.

Knowledge of the operation, maintenance, and repair of heating, cooling, ventilation, and emergency equipment and systems.

Knowledge of modern building and grounds maintenance methods, equipment, and materials.

Knowledge of the working properties of various woods, metals, and plastics.

Knowledge of carpentry work and the operation and safety precautions for use of power tools used in building maintenance work.

Knowledge of equipment assembly, installation, and repair. 

Abilities – Ability to review complex information and prepare reports from such information. 

Ability to analyze data and make recommendations.

 Ability to be detail oriented and proofread multiple types of documents.

 Ability to search files and databases for needed information. 

Ability to establish and maintain effective working relationships with county officials, employees, vendors, and the public. 

Ability to make independent decisions concerning choice of procedures to follow.

Ability to work without close supervision. 

Ability to make difficult computations accurately in a timely manner. 

Ability to communicate effectively both orally and in writing via email and social media, with excellent writing skills. 

Ability to speak, present, and interact in public arenas with composure, professionalism, and discretion. 

Ability to use MS Office and various other software for the performance of essential duties. 

Ability to use appropriate discretion in dealing with matters of a confidential nature.

WORK ENVIRONMENT AND PHYSICAL DEMANDS
Typical characteristics of the regular, ongoing work environment of this position requires primarily inside work, typically in an office setting. May serve as a backup Maintenance Worker II and when doing so, may have infrequent exposure to hazards, including: heat and cold exposure, noise, boiler chemicals, cleaning solvents, electrical voltage, heights, dust exposure, working around and operating moving equipment, and traversing treacherous surfaces while carrying equipment.

Physical activities include sedentary to light work: Reaching, sitting, standing, walking, pushing, lifting, pulling, fingering, grasping, feeling, stooping, talking, hearing, seeing, and repetitive motions. Lifts and/or navigates up to 35 pounds on a routine basis in handling files, equipment, and items related to client care necessary for performing the essential duties of the job. 

SELECTION PROCESS

Selection for this position will be based on a minimum qualifications screening and rating of training and experience. Top candidates will be forwarded to hiring manager or supervisor for consideration for interview and/or additional assessments. Final selection will include a background check and approval by the County Board.