Maintenance Department FACILITIES ADMINISTRATOR Wanted

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Town of Otis

Maintenance Department



The Town of Otis seeks applicants for a full-time Facilities Administrator position to oversee the Maintenance Department. The Facilities Administrator provides management, supervision and administration of Town owned facilities and grounds including the Transfer Station. Salary range $65,000 – $70,000 based on experience. A full job description and application are available on our website at or by contacting the Administrator’s Office.


Interested parties should submit a resume and employment application to the Town of Otis, ATTN: Town Administrator, P.O. Box 237, 1 North Main Road, Otis, MA  01253 or

Position will remain open until filled.


Position Title: Facilities Administrator Grade Level: V
Department Maintenance Date:  
Reports to: Town Administrator/Board of Selectmen FLSA Status Exempt


Statement of Duties:  The Facilities Administrator provides management, supervision and administration of Town owned facilities and grounds including the Transfer Station. This position plays a critical role in helping the town strategize, prioritize and coordinate maintenance, repairs, safety, and efficiencies of municipal buildings and facilities. This includes oversight of related construction, repair and alteration duties of town public buildings, furnishings, equipment, and fixtures made of wood or similar material associated with the general carpentry and building maintenance trades. The employee is required to perform all similar or related duties.


Supervision Required:  Under the administrative direction of the Town Administrator and the Board of Selectmen, the employee plans and carries out the regular work in accordance with standard practices and previous training, with substantial responsibility for determining the sequence and timing of actions and substantial independence in planning and organizing the department’s work activities including determining the work methods. The employee is expected to solve through experienced judgment most problems of detail or unusual situations by adapting methods or interpreting instructions to resolve the particular problem. Instructions for new assignments or special projects usually consist of statements of desired objectives, deadlines and priorities. Technical and policy problems or changes in procedures are discussed with supervisor, but ordinarily the employee plans the work, lays it out and carries it through to completion independently. Work is generally reviewed only for technical adequacy, appropriateness of actions or decisions, and conformance with policy or other requirements; the methods used in arriving at the end result are not usually reviewed in detail.


Supervisory Responsibility:  Employee, as a regular and continuing part of the job, is accountable for the quality and quantity of work done by four (4) full-time and one (1) part-time employee. Supervisory responsibility consists of most of the following: plans, schedules and coordinates department operations in accordance with work schedules, deadlines and priorities; revises work schedules in response to emergencies, changes in workload or availability of manpower; recommends and justifies to higher levels of management changes in the organization of work, work methods or assignment of functions to positions that may affect staffing patterns, costs, work standards, etc.; assigns work based on varying capabilities of employees; assures that completed work meets the required standard of quality, timeliness and cost, taking corrective actions as necessary, including rejecting the work; recommends promotions, reassignments, pay increases or other personnel actions; oversees attendance and leave, typically including approval of ordinary sick and vacation schedules; advises employees of performance requirements and prepares formal evaluations of performance; gives advice and instruction on both administrative and work matters; informs subordinates of organizational policies, goals and procedures; resolves employee complaints.  Work operations are subject to substantial changes in work procedures and activities.  While the timing of these fluctuations can not be anticipated, the procedures to be used can be planned in advance, e.g. the handling storm emergencies.  Substantial numbers of employees are dispersed to widely separated locations.




Accountability:  The nature of work includes the operation of potentially dangerous equipment and cleaning chemicals that increases the consequences of errors, missed deadlines or poor judgment would include adverse public relations, legal repercussions, monetary losses due to waste of material, damage to buildings and equipment, danger to public safety, or personal injury.


Judgment:  The work requires examining, analyzing and evaluating facts and circumstances surrounding individual problems, situations or transactions to determine the appropriate actions that are required to be taken within the limits of standard or accepted building maintenance or general carpentry practices.  The employee is expected to weigh the efficiency, cost effectiveness, and relative priorities in conjunction with procedural concerns in decision making.


Complexity:  The work consists of the practical application of a variety of concepts, practices and specialized techniques relating to a professional or technical field.  Assignments typically involve evaluation and interpretation of factors, conditions or unusual circumstances; inspecting, testing or evaluating compliance with established standards or criteria; gathering, analyzing and evaluating facts or data using specialized fact finding techniques; or determining the methods to accomplish the work.


Confidentiality:  In accordance with the State Public Records Law, the employee has regular access to confidential information such as department records or official personnel files.


Work Environment:  The nature of duties may involve continuous presence of unpleasant or irritating elements, such as considerable noise, odors, bio hazards, chemical fumes, dust, smoke, heat, cold, loud noises, oil, dirt or grease. Work is continually performed regardless of working conditions. Employee is required to work beyond normal work hours in response to natural or man-made emergency situations 24/7, 365 days per year.


Nature and Purpose of Contacts:  Relationships are constantly with co-workers, the public, groups and/or individuals such vendors or contractors doing business for the Town. The employee serves as a spokesperson or recognized authority of the department in matters of substance or considerable importance. The employee deals with the public and other individuals on behalf of the department in order to communicate departmental practices, procedures, regulations and/or guidelines.


Occupational Risks:  Duties may present occupational risks to the employee; personal injuries may occur from the improper use of building maintenance or cleaning equipment and materials and exposure to hazardous chemicals and bio hazards that could result in loss of time from work.  Examples of personal injury include severe muscular strains from working with extremely heavy material for long periods of time, falls from heights in excess of three feet.  Special safety precautions, training and protective clothing such as gowns, coats, gloves, glasses, hats or boots may be required to carry out duties in a safe manner.


Essential Functions:

The essential functions or duties listed below are intended only as illustrations of the various type of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.


  1. Responsible for a comprehensive approach to building maintenance and repair coordination, oversight, inspection, preparation of maintenance logs, resolving any warranty issues, establishing facility management schedules, building security, and student work programs.


  1. Review and advise on daily maintenance issues, including cleaning/sanitizing of public buildings and routine installations;


  1.  Establish and manage proper preventive maintenance schedules, building control system optimization and analytics, and energy efficiency measures, including warranty management of new and existing equipment and appliances;


  1. Maintain oversight include daily planning, scheduling, and supervision over ventilation; air conditioning; mechanical, electrical, refrigeration, monitoring and alarm systems; building equipment; contracts; and vendors;


  1. Responsible for the performance of various construction or repair work with contractors, suppliers and Town employees and evaluation of construction documents associated with the maintenance of Town-owned buildings to ensure that projects are completed in accordance with specifications and within established budgets; develops and oversees employee work schedule.


  1. Attends training programs regarding the proper handing and application of department equipment, tools, maintenance of required licenses and the handling of asbestos and lead safety training.


  1. Responsible for the procurement of price quotations and supplies in support of Maintenance Department operations in accordance with the State Procurement Law.


  1. Responsible for the administration and oversight of the Town’s transfer station administrative responsibilities, including but not limited to, annual testing, tracking and reconciling tonnage and recyclables, and annual disposal schedules.


  1. Responsible for overseeing snow removal and winter safety procedures during and after storms to ensure timely access to town facilities.



Recommended Minimum Qualifications:


Education and Experience: Bachelor’s degree or a master craftsman level of trade knowledge; five to seven (5-7) years’ prior work experience; including a minimum of three years in a supervisory role with associated budgets, scheduling, payroll and purchasing experience. Additional experience with framing and finish carpentry, automated temperature control systems, HVAC, electrical, plumbing and general building systems and Energy Management Systems (EMS) and controls is preferred; or any equivalent combination of education, training and experience which provides the required knowledge, skills and abilities to perform the essential functions of the job.


Special Requirements: Class D Motor Vehicle Driver’s License. CPR and First Aid Certification



Knowledge, Abilities and Skill


Knowledge: Thorough knowledge of basic building construction, repair and maintenance techniques and practices, project management techniques and the effective use of department related tools and equipment.


Abilities: Ability to read and follow written and oral instructions and carry out work assignments in an organized, detailed, and safe manner in accordance with written. Ability to manage budgets and invoices. Ability to carry out multiple job duties in a detailed and safe manner under adverse working conditions. Ability to work with carpentry and construction tools and equipment in a safe and efficient manner. Ability to evaluate and determine the costs including manpower, equipment, and materials required to complete construction projects within budget appropriations in a safe manner.


Skill: Knowledge of mechanical skills required to operate hand and power tools and equipment used in building maintenance and carpentry trades. Proficiency with Microsoft Excel and relevant software. Establish and maintain effective communication, both written and oral, with all levels of employees, public officials, vendors and others. Strong organizational, decision-making, and time management skills.



Physical and Mental Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the position’s essential functions.


Physical Skills:  Work requires moderate intermittent physical strength and effort daily. The employee is frequently required to lift, push, pull or carry objects. The employee is required to stand, walk, bend, kneel and use hands and fingers to operate department tools and equipment in a safe and efficient manner. Assigned work will require extended physical effort over a significant portion of the work day.


Motor Skills:  Duties involve assignments requiring the application of hand and eye coordination with finger dexterity and motor coordination to effectively and safely operate hand and power tools, carpentry equipment, or to climb a ladder.


Visual Skills:

The employee is required to routinely read and interpret documents for general understanding and instruction guidelines pertaining to the safe and efficient operation of building maintenance and construction equipment.