Assistant Director of Facilities and Maintenance

POSITION: Assistant Director of Facilities and Maintenance

REPORTS TO: Executive Director of Finance and Operations

Purpose Statement

The job of Assistant Director of Facilities and Maintenance was established for the purpose of assisting the Director of Facilities and Maintenance in coordinating the daily operations of the District''s maintenance, grounds, custodial, and facilities functions; supporting the planning and implementation of maintenance and capital improvement projects; overseeing work order systems and regulatory compliance activities; coordinating vendor services and purchasing; and ensuring District facilities are maintained in a safe, efficient, and operational condition that supports student learning and District operations.

This position serves as the Director''s designee in assigned operational matters and assists with supervision of department personnel and daily maintenance operations.

This job reports to: Director of Facilities and Maintenance

Essential Functions

• Assists in planning, coordinating, and overseeing the daily operations of the District''s maintenance, grounds, and custodial services to ensure facilities remain safe, functional, and well maintained.
• Assists with prioritizing, assigning, and monitoring maintenance work orders and preventative maintenance schedules to ensure timely completion of work.
• Coordinates and monitors contracted services, vendors, and outside contractors to ensure work is completed according to contract specifications, District expectations, and applicable regulations.
• Conducts routine inspections of District buildings, grounds, equipment, and facilities to identify maintenance needs, safety concerns, and repair priorities.
• Assists with facility condition assessments and develops recommendations for repairs, replacements, and preventative maintenance.
• Supports planning and implementation of capital improvement, modernization, and construction projects by coordinating contractors, reviewing project progress, and assisting with inspections.
• Assists in preparing project specifications, cost estimates, bid documents, and supporting documentation for maintenance and facilities projects.
• Coordinates purchasing of maintenance supplies, equipment, and materials while maintaining appropriate inventory levels and monitoring expenditures.
• Assists in monitoring departmental budgets, purchase orders, and expenditures to ensure fiscal responsibility and compliance with District purchasing procedures.
• Maintains records related to maintenance operations, inspections, preventative maintenance, warranties, equipment inventories, permits, and regulatory compliance.
• Assists with ensuring compliance with applicable federal, state, and local regulations, including OSHA, WISHA, L&I, AHERA, ADA, environmental requirements, and other applicable safety standards.
• Coordinates required inspections, permits, testing, and documentation related to District facilities and equipment.
• Investigates facility-related incidents and assists with accident investigations, corrective actions, and safety recommendations.
• Provides technical support and guidance to maintenance, grounds, and custodial staff regarding work methods, equipment operation, and maintenance procedures.
• Assists with employee onboarding, training, scheduling, performance feedback, and evaluation processes as assigned.
• Responds to facility emergencies, including after-hours situations, and assists in coordinating emergency repairs and restoration of services.
• Serves as the Director''s representative during assigned meetings, inspections, and operational activities.
• Provides excellent customer service by responding to requests and inquiries from administrators, staff, vendors, contractors, and community members.
• Participates in departmental planning, District committees, professional development, and required meetings.
• Completes employer-required training to maintain current knowledge of District policies, procedures, and applicable laws.
• Assists in the administration and management of the District''s Community Schools program by supporting facility use, program operations, coordination, and communication with internal and external stakeholders. Serves as the designated backup to the Community Schools Coordinator, assuming operational responsibilities and ensuring continuity of program operations during the Coordinator''s absence.
• Performs other duties as assigned.

Job Requirements: Minimum Qualifications

Skills

Skills are required to perform multiple technical and administrative tasks with accuracy and efficiency. Specific skills include:

• Planning and coordinating maintenance operations
• Organizing multiple projects and competing priorities
• Reading blueprints, construction documents, and technical specifications
• Utilizing computerized maintenance management systems (CMMS) and work order software
• Preparing reports, cost estimates, and purchasing documents
• Operating standard office software and maintenance-related technology
• Communicating effectively with staff, contractors, administrators, and the public
• Supervising and motivating employees
• Applying applicable building, safety, and environmental regulations

Knowledge

Knowledge is required to perform calculations, prepare written communications, analyze operational issues, and coordinate maintenance activities. Specific knowledge includes:

• Building systems including HVAC, plumbing, electrical, carpentry, roofing, painting, and grounds maintenance
• Preventative maintenance practices
• Construction methods and project management principles
• Maintenance management systems
• Budget development and expenditure monitoring
• Purchasing and inventory practices
• Applicable federal, state, and local safety regulations
• OSHA, WISHA, L&I, AHERA, ADA, and environmental compliance requirements
• School facility operations and maintenance best practices

Ability

Ability is required to:

• Coordinate numerous projects simultaneously
• Establish priorities and meet deadlines
• Exercise sound independent judgment
• Analyze maintenance issues and recommend practical solutions
• Interpret technical documents and regulations
• Work collaboratively with employees, administrators, contractors, and vendors
• Communicate effectively both verbally and in writing
• Maintain confidential information
• Adapt to changing priorities and emergency situations
• Respond appropriately during facility emergencies
• Lead teams in the absence of the Director when assigned

Responsibility

Responsibilities include working under the general direction of the Director of Facilities and Maintenance while exercising independent judgment in coordinating daily operations. The position assists in supervising maintenance personnel, monitoring projects and budgets, coordinating contractors, and ensuring compliance with District standards and regulatory requirements. Decisions made by this position have a direct impact on District operations, facility safety, operational efficiency, and customer service.

Working Environment

The usual and customary methods of performing the job''s functions require occasional lifting, carrying, pushing, and pulling; climbing ladders and stairs; stooping, kneeling, crouching, crawling, and reaching; and significant fine finger dexterity. The position regularly travels between District facilities and works in office, school, construction, maintenance shop, and outdoor environments. The job generally requires approximately 40% sitting, 35% walking, and 25% standing. Work may occasionally involve exposure to weather conditions, mechanical equipment, construction sites, chemicals, noise, and other hazards associated with facility maintenance.

The position participates in an on-call rotation and may be required to respond after normal work hours for emergencies.

Minimum Qualifications

• Associate degree in Facilities Management, Construction Management, Business Administration, Engineering Technology, or related field preferred. An equivalent combination of education and experience may be considered.
• Five (5) years of progressively responsible experience in facilities maintenance, construction, or building operations.
• Supervisory or lead experience preferred.
• Experience coordinating maintenance projects, contractors, and budgets preferred.
• Valid Washington State driver''s license.

CONDITIONS OF EMPLOYMENT:

• Full-Time, 260 Days/Year, Non-Represented, FLSA exempt.
• Holidays, vacation and sick leave and benefits in accordance with the Ellensburg School District Non-Represented - Exempt Contract.

This job description is not an employment agreement or contract. Ellensburg School District administration has the exclusive right to alter this job description at any time without notice. The statement contained herein reflects general details as necessary to describe the primary functions of this job, the level of knowledge and skill typically required and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned including work in other functional areas to cover absences or relief, or equalize peak work periods or otherwise balance the workload.