Project Manager, Facilities

About the Department

This position is responsible for planning, coordinating, and monitoring capital and noncapital projects according to predetermined timelines and budgets.

This position works closely with multiple departments and other project team members to help manage all resources to achieve the City's strategic goals, objectives, and expectations.

This position reports to the Facilities Maintenance Dept Head.

ESSENTIAL DUTIES AND RESPONSIBILITIES Helps create and manage an accurate timeline of project completion to ensuretasks/projects are finished on schedule.

Helps manage all building construction permits for facilities maintenance projects.

This position works closely with Facilities Director, City Engineer, Building Services Director, and One-Stop Permit Manager.

Coordinates with design professionals regarding state and local code requirements, and multiagency application approvals.

Manages the scheduling of various inspections related to all facilities maintenance projects.

Assess all facilities maintenance projects to identify lessons learned and develop strategies to improve future outcomes.

Helps with budget management to ensure that a project gets done without excessive spending.

Ensures that complaints from contractors or staff are addressed and resolved promptly.

Prepares and analyzes reports to identify permits or projects that are experiencing delays in review and coordinates with review staff to finalize.

Attends public hearings, meetings, and pre-construction conferences concerning projects.

Works closely with Procurement staff concerning proposals, bids, and contracts.

Assists the Facilities Dept Head with grant applications and grant reporting and monitoring.

Perform any other related duties as required or assigned.

• Helps create and manage an accurate timeline of project completion to ensuretasks/projects are finished on schedule.
• Helps manage all building construction permits for facilities maintenance projects. This position works closely with Facilities Director, City Engineer, Building Services Director, and One-Stop Permit Manager.
• Coordinates with design professionals regarding state and local code requirements, and multiagency application approvals.
• Manages the scheduling of various inspections related to all facilities maintenance projects.
• Assess all facilities maintenance projects to identify lessons learned and develop strategies to improve future outcomes.
• Helps with budget management to ensure that a project gets done without excessive spending.
• Ensures that complaints from contractors or staff are addressed and resolved promptly.
• Prepares and analyzes reports to identify permits or projects that are experiencing delays in review and coordinates with review staff to finalize.
• Attends public hearings, meetings, and pre-construction conferences concerning projects.
• Works closely with Procurement staff concerning proposals, bids, and contracts.
• Assists the Facilities Dept Head with grant applications and grant reporting and monitoring.
• Perform any other related duties as required or assigned.

To perform this job successfully, an individual must be able to perform each essential duty mentioned satisfactorily.

The requirements listed below are representative of the knowledge, skill, and/or ability required.

EDUCATION AND EXPERIENCE An associate's degree from an accredited college or university in business or public administration, or another appropriate field.

Must have three (3) years of experience in managing construction projects.

Equivalent combination of training and experience may be substituted for education.

REQUIRED CERTIFICATES, LICENSES, REGISTRATIONS Must possess a valid Florida Driver's License with an acceptable driving record.

PREFERRED CERTIFICATES, LICENSES, REGISTRATIONS Project Management

• An associate's degree from an accredited college or university in business or public administration, or another appropriate field.
• Must have three (3) years of experience in managing construction projects.
• Equivalent combination of training and experience may be substituted for education.
• Must possess a valid Florida Driver's License with an acceptable driving record.
• Project Management

RESPONSIBILITY FOR FUNDS, PROPERTY and EQUIPMENT Annual Budget: $0 SUPERVISORY RESPONSIBILITIES Responsibilities include interviewing, hiring and training employees; planning, assigning and directing work; appraising performance, rewarding and disciplining employees; addressing complaints and resolving problems. This position will directly supervise 0 employees. This position may indirectly supervise 11 employees. ANALYTICAL ABILITY / PROBLEM SOLVING DIRECTED. Supervisory and/or professional skills using structured practices or policies and directed as to execution and review. PLANNING With regard to general assignments in planning time, method, manner and/or sequence of performance of own work. CONSIDERABLE RESPONSIBILITY. In addition, the organization and delegation of work operations for a Group of employees engaged in Widely diversified activities. DECISION MAKING Performs work operations which permit opportunity for decision-making of minor importance. FREQUENTLY. Performs work operations which permit opportunity for decision-making of major importance. FREQUENTLY. COMMUNICATION SKILLS Ability to write reports, business correspondence, and policy/procedure manuals; Ability to effectively present information and respond to questions. MATHEMATICAL SKILLS Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area circumference, and volume. Ability to apply concepts such as fractions, ratios, and proportions to practical situations. CRITICAL THINKING SKILLS Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret and extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables. SUPERVISION RECEIVED Under general direction, working from policies and general directives. Rarely refers specific cases to supervisor unless clarification or interpretation of the organization’s policy is required. MENTAL DEMAND INTENSE; Operation requiring sustained directed thinking to analyze, solve, or plan highly variable, administrative, professional, or technical tasks involving complex problems or mechanisms. USE OF MACHINES, EQUIPMENT AND/OR COMPUTER Regular use of highly complex machines and equipment; specialized or advanced software programs. ACCURACY Probable errors would normally not be detected in succeeding operations and could have serious effects in relationships with patrons and/or with the operations of other segments of the organization. Frequent possibilities of error would exist at all times. PUBLIC CONTACT Extensive contacts with various diversified sectors of the public environment; wherein, the contacts are of extreme importance and failure to exercise proper judgment can lead to substantial losses to the organization. EMPLOYEE CONTACT Contact with other departments or offices and also frequently with individuals in middle level positions; consulting on problems that necessitate judgment and tact, plus frequent contact with senior level internal officials. SOFTWARE SKILLS REQUIRED 10-Key Basic Accounting Basic Alphanumeric Data Entry Intermediate Contact Management Basic Database Intermediate Enterprise Resource Planning Basic Human Resources Systems Intermediate Payroll Systems Basic Presentation/PowerPoint Advanced Programming Languages None Spreadsheet Advanced Word Processing/Typing Advanced PHYSICAL ACTIVITIES While performing the functions of this job, the employee may be required to: Stand Frequently Walk Frequently Sit Regularly Use hands to finger, handle or feel Regularly Reach with hands and arms Occasionally Climb or balance Frequently Stoop, kneel, crouch or crawl Frequently Talk or hear Regularly Taste or smell Occasionally WEIGHT LIFT REQUIREMENTS The employee must occasionally lift and/or move: Up to 10 pounds VISION REQUIREMENT Specific vision abilities required by this job may include: Color vision (interpreting color software screens or reports; work duties that require the ability to identify and distinguish colors). ENVIRONMENTAL CONDITIONS The following work environment characteristics described here are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work near moving mechanical parts (spinning shafts, engines, lifts, etc.) Occasionally Work in high, precarious places (tall structures, bucket lifts, extension ladders, etc.) Occasionally Fumes or airborne particles (painting, sanding, solvents, flying lint or dust particles, etc.) Frequently Toxic or caustic chemicals (including potential for chemical spills, etc.) Occasionally Outdoor weather conditions (exposure to outdoor heat, cold or inclement weather) Occasionally Wet or humid conditions (not weather-related, such as greenhouse, carwash, etc.) Occasionally Extreme cold (not weather-related, such as freezer, cold storage, etc.) Occasionally Extreme heat not weather-related, such as furnace, kitchen, ovens, etc. where temp is regularly above 100 degrees F) Occasionally Risk of electrical shock (live electrical wires, equipment that retains power after shutoff) Never Work with explosives (TNT, dynamite, nitroglycerine or other related explosives) Never Risk of radiation (x-ray equipment, nuclear radiation, electromagnetic radiation, etc.) Never Vibration (jack hammer, soil compactor, equipment that creates high vibration, etc.) Never The noise level in the work environment is usually Moderate (business office with computers/printers, light traffic, etc.) ADDITIONAL INFORMATION This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts, or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed when circumstances change (e.g., emergencies, changes in personnel, workload, rush jobs, or technological developments).

The City of Ocala provides a competitive, comprehensive benefit package for all full-time employees.

We offer both single and family coverage, for employees working 30 or more hours per week.

For full time employees, we offer both single and family dental coverage.

For full time employees, we offer both single and family vision coverage.

For full time employees, the City of Ocala provides Basic Life and Accidental Death and Dismemberments policies as an employer paid benefit.

Employees can opt for additional coverage such as supplemental voluntary life, spouse life, dependent life, and child life.

For full time employees, the City of Ocala provides Basic Life and Accidental Death and Dismemberments policies as an employer paid benefit.

Employees can opt for additional coverage such as supplemental voluntary life, spouse life, dependent life, and child life.

Offered to full time employees, STD and LTD coverages are income replacement benefits that assist policyholders who are unable to work for an extended period of time due to sickness or accidental injury.

Medical FSA (Flexible Spending Account) and Dependent Care FSA

Flexible spending accounts allow employees to pay out-of-pocket medical, dental, vision, and dependent care expenses using pre-tax dollars.

We also offer special pet insurance for your pets in the case of illness or accidents, as well as preventative care.

The City of Ocala offers the use of the City Clinic for those employees, and covered dependents over the age of 8, which have elected one of our health insurance plans.

Services offered by the City Clinic include primary care, chronic disease management, labs, x-rays, and wellness coaching.

For full time employees, the cancer insurance policy can help provide security if you, or a covered dependent, suddenly become diagnosed with cancer.

Our full time employees have the option of electing critical care insurance that is available to help with medical expenses that could arise from things such as a heart attack or stroke.

Also available to full time employees, is our Accident Coverage.

This supplemental plan can be used to help with expenses like MRI's, physical therapy, and hospital admission.

Full time employees can have access to local attorneys for a monthly fee and receive discounts on services such as legal consultation, wills, traffic violations and the purchase or sale of your home.

The carrier also has a separate policy assisting with the matter of identity theft and social media monitoring.

Deferred compensation is available to all full-time employees at the time of employment.

This benefit allows the employee to defer income without paying taxes until money is withdrawn.

Current plan is administered through MissionSquare.

Direct deposit automatically deposits your net pay each pay period to your checking or savings account at your own financial institution.

Direct deposit is a condition of employment for a person hired by the City.

Each pay period the employee receives an earnings statement showing gross pay, taxes, other deductions, accruals and net pay.

Enrollment forms are available at Human Resources or Payroll.

Discounts are available to all non-temporary employees at the time of employment.

The Employee Assistance Program is available to all full-time employees and members of your household as an employer paid benefit.

The EAP offers emotional wellbeing support in the form as counseling sessions and all sessions are confidential.

The EAP also provides daily life assistance, legal services, and financial services.

Holidays and Paid Time off

The City provides paid holidays and paid time off for full-time employees.

Refer to the Employee Handbook for details.

All full-time employees hired after 10/01/2013, apart from Sworn Police Officers and Firefighters, are enrolled in the 401a Defined Contribution Retirement Plan with MissionSquare.

All contributions to the 401a Defined contribution plan are pre-tax and earnings grow tax-deferred.

The City contributes 8% and employees contribute 3%.

City contributions are 100% vested after one year of employment.

You will be enrolled automatically and should take time to review your investment options at your earliest convenience.

The City is committed to provide training programs for all departments and all positions.

Risk Management conducts classes in Defensive Driving, Safety, and Insurance.

With rare exceptions, classes are offered during working hours, and are open to all eligible employees.

All regular, full-time employees are eligible to participate in the tuition reimbursement program.

• Yes
• No
• Yes
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• None
• Associate's Degree
• Bachelor's Degree
• Master's Degree
• None
• 1 year
• 2 years
• 3 years
• 4 years
• 5 years
• 6 years
• 7+ years
• Yes
• No
• Yes
• No
• Yes, I have provided a complete employment and education history and understand that incomplete applications will be rejected.
• No