Official Title: Construction Coordinator I
Functional Title: Facilities Management Specialist
Primary Location: United States-Massachusetts-Boston-100 Cambridge Street
Job: Skilled Trades
Agency: Department of Housing & Community Development
Schedule: Full-time
Shift: Day
Job Posting: Dec 6, 2021, 9:59:20 AM
Number of Openings: 1
Salary: $64,294.62 - $94,119.74 Yearly
Bargaining Unit: 09-MOSES - Engineers/Scientists
Confidential: No
Department of Housing and Community Development (DHCD) is within Housing and Economic Development Secretariat and its work touches the lives of all Massachusetts residents. DHCD's mission is to strengthen cities, towns and neighborhoods to enhance the quality of life of Massachusetts residents by providing leadership, professional assistance and financial resources to promote safe, decent affordable housing opportunities, economic vitality of communities and sound municipal management.
The Facilities Management Specialist provides technical assistance, performance-based monitoring oversight, and serves as primary DHCD point of contact on maintenance issues for a portfolio of approximately fifty (50) Local Housing Authorities (LHAs) predominantly in Central and Western Massachusetts, or other locations in Massachusetts as assigned.
Conducts physical inspections of state aided public housing units, buildings, properties, as directed and as part of annual or biennial performance-based monitoring physical conditions reviews. Provides technical assessments of LHA maintenance systems and practices, and where necessary, provides technical assistance to improve overall property conditions. Provides clear communication, consistent follow-up, support, and guidance to LHAs within an assigned portfolio to ensure efficient and effective LHA maintenance operations. Provides LHA assistance in many areas related to maintenance operations, including, but not limited to: compliance with DHCD program requirements, work order software systems, inspection practices, vacancy turnovers, repair methods, emergency preparedness and response, work order prioritization, capital items, feasibility assessments of internal force account work, review of operating budgets for maintenance expenditures, capital improvements and assessment of current and projected LHA staffing levels.
Additional duties include the preparation and timely completion of reports, follow-up of previously conducted inspections and assistance to the Facilities Management Specialist Supervisor, as directed. Conducts trainings for LHA maintenance and management staff to ensure the highest possible performance. Duties also include a review of LHA Annual Plans and assistance to LHAs in utilizing the Capital Planning System (CPS) to track the conditions of state-aided public housing units. In addition, assists local housing authorities with the drafting of Maintenance Plans as incorporated in each LHA’s Annual Plan.
Please note this position is primarily in the field and remote; FMS will only occasionally come into DHCD’s central office at 100 Cambridge Street, Boston, MA.
DUTIES AND RESPONSIBILITIES (these duties are a general summary and not all inclusive):
1. Performance Management Reviews, Inspections, Follow-Up Inspections and Audit Inspections:
A. Conducts primarily biennial Performance Management Review (PMR) physical condition reviews for a portfolio of approximately 50 LHAs. Inspects sample of units and common and mechanical spaces. Provides technical assistance to improve the effectiveness and efficiency of an LHA maintenance program, in order to improve overall property conditions. This includes a review of an LHA’s maintenance staffing levels and work order management systems. Maintains, reviews and analyzes PMR physical condition data for program review, revisions, and policy implications.
B. Conducts special scope inspections at an LHA, as directed.
C. Conducts follow-up inspections to verify health and safety deficiencies have been corrected.
D. Conducts on-site technical assistance, as directed and needed.
E. Responds to constituent concerns and, if warranted, provides guidance to the LHA for correction.
F. Provides inspection services and technical assistance to a limited portfolio of LHAs with a Section 8 New Construction Substantial Rehab to ensure compliance with federal program requirements.
2. Reports and Summaries:
A. Utilizing inspection software or other tracking formats; prepares reports of all inspections and summaries for each unit, building, property, authority, or other grouping, as directed. Completes and provides to the LHA, within the same day, any health and safety deficiencies identified during any given inspection.
B. Utilizing inspection software or other tracking formats, identifies urgency of failed items and assigns priorities to units, buildings, properties or other grouping as directed. Identifies, tracks and provides to the LHA, within the same day, any health and safety deficiencies noted during site visits or other physical condition assessments.
C. Tracks LHA submission deadlines to ensure compliance with DHCD program requirements. This includes but is not limited to: previously identified exigent health and safety deficiencies, as well as, data collection and analysis of all performance-based monitoring programs, [i.e., Performance Management Review (PMR) Physical Conditions criteria].
D. Tracks progress of, and updates DHCD health and safety tracking forms on a regular basis to ensure LHA submission deadlines are met.
E. Recommends improvements to inspection protocols and reports.
F. Completes other reports as directed.
3. Work Order Review:
A. Works with LHAs in reviewing their work order systems and makes recommendations for efficiencies in software systems, maintenance operations, and the proper documentation and labeling of work orders.
B. Ensures all required work order types are generated and meets DHCD established guidelines for timeliness and completion.
C. Ensures routine and preventive maintenance work falls within an established schedule. Ensures work orders are generated for all items within the established schedule and are labeled in compliance with the DHCD Property Maintenance Guide and all applicable DHCD program metrics.
4. Preventive Maintenance:
A. Assists LHAs with the creation and implementation of preventive maintenance plans to best maintain the housing stock and any other LHA physical assets.
B. To the extent possible during routine inspections, identifies areas for improvement in maintenance quality, service and economies.
C. Reports (as inspection comments) ineffective or wasteful maintenance, repair or rehabilitation practices.
D. Helps on-site manager or maintenance personnel identify sources of maintenance problems and possible solutions within the scope of Facilities Management Specialist’s experience.
E. Investigates reports of problems, including the research and utilization of all pertinent codes or practices.
5. Annual Plan:
A. Assists LHAs with the preparation of their Maintenance Plan for incorporation in the LHA Annual plan.
B. Reviews LHA Maintenance Plans, as submitted, as part of their Annual Plan.
6. Resource:
Serves as a resource, or "technical representative" of the unit for owners, authorities, non-profit agencies, managers, maintenance staff and inspectors employed by others in matters of DHCD maintenance delivery systems requirements, inspections and laws, regulations and procedures.
7. Works with Facility Management Specialists and Other Staff:
A. Preparing timely reports and summaries, maintaining comprehensive files and library, and other projects as necessary.
B. Assists with special projects as directed.
C. Trains LHA maintenance staff and employees on the inspection process or other training programs, as directed.
D. Provides assistance to other Facilities Management Specialists, as directed.
8. Works with the Facilities Management Specialist Supervisor to conduct, create and implement training programs to increase LHA efficiency in maintenance and management operations:
A. Prepares training materials
B. Conducts training sessions
C. Provides follow-up to ensure compliance with maintenance systems and protocols.
9. Meetings: Attends and actively participates in meetings.
10. Professional Development: Attends and actively participates in trainings and certification programs on specific topics, as well as on the job training.
11. Other related duties as assigned.
PREFERRED QUALIFICATIONS:
- Proficiency using computer, software, applications and programs, including Microsoft Word, Excel, PowerPoint, Outlook, Access, Business Intelligence (BI) and other web-based programs.
- Knowledge of: State Sanitary Code, Fire Prevention Regulations, State Building Code, DHCD Property Maintenance Guide or similar property maintenance guides, programs, procedures and protocols, as well as pertinent laws and regulations.
- Knowledge of building components and materials, building and site construction and maintenance practices.
COMMENTS:
Please upload resume and cover letter.
This position is currently a telework position. The successful candidate will work remotely but must be flexible and able to perform duties in a shared office workspace as required.
Salary placement is determined by years of experience and education directly related to the position and the Human Resources Division’s Recruiting Guidelines. In the case of a promotional opportunity, the salary provisions of the applicable collective bargaining agreement will apply to placement within the appropriate salary range.
Education, licensure and certifications will be verified in accordance with the Human Resources Division’s Hiring Guidelines. Education and license/certification information provided by the selected candidate(s) is subject to the Massachusetts Public Records Law and may be published on the Commonwealth’s website.
QUALIFICATIONS:
First consideration will be given to those applicants that apply within the first 14 days.
Applicants must have (A) at least four (4) years of full-time or equivalent part-time experience in trades, construction, construction management, inspection and/or alteration of building construction projects; or (B) any equivalent combination of the required experience and the substitutions below.
Incumbents are required to have a current and valid Motor Vehicle Driver’s License at a Class level specific to assignment.
Substitutions:
I. An Associate’s degree or Technical degree in a related field may be substituted for one (1) year of the required experience.
II. A Bachelor’s degree in a related field may be substituted for four (4) years of the required experience.
Based on assignment, incumbents may be required to possess a current and valid Massachusetts Motor Vehicle Operator's License.
Executive Order #595: As a condition of employment, successful applicants will be required to have received COVID-19 vaccination or an approved exemption as of their start date. Details relating to demonstrating compliance with this requirement will be provided to applicants selected for employment. Applicants who receive an offer of employment who can provide documentation that the vaccine is medically contraindicated or who object to vaccination due to a sincerely held religious belief may make a request for exemption.
An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.
If you have Diversity, Affirmative Action or Equal Employment Opportunity questions or need a Reasonable Accommodation, please contact Diversity Officer / ADA Coordinator: Marjie Lalli – 617-573-1254