Assistant Facilities Manager

Assistant Facilities Manager


360 E Deerpath Rd
Lake Forest, IL 60045
United States

Department: Facilities

Application Opens: Monday, September 19, 2022

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Brief Job Description:

JOB TITLE: Assistant Facilities Manager

DEPARTMENT: Facilities Department

REPORTS TO: Facilities Manager

WORK SCHEDULE: 37.5 hours/week (Varies within the following ranges: Mon–Thurs: 7:00 am–9:30 pm; Fri: 7:00 am–6:30 pm; Saturdays: 8:00 am–6:30 p.m.; Sundays: 12:00 pm–6:00 p.m.)

POSITION PAY RANGE: $18.62–$27.93 (Dependent on Qualifications)


Under the direction of the Facilities Manager, performs specific tasks as the Assistant Facilities Manager responsible for overseeing facilities and grounds-related activities, including building and equipment maintenance, housekeeping, event setups, asset and inventory control, security, Information Technology (IT), and safety. The Assistant Facilities Manager routinely interacts with the public and other library departments to deliver outstanding library services to further the library’s mission to inspire lifelong learning, promote the free and respectful exchange of ideas, and build community.  This position has supervisory duties.

Responsibilities and Duties (as directed by the Facilities Manager)

(40%) Facilities and Grounds Management

  • Provide friendly, efficient, and knowledgeable customer service to patrons and library staff with respect to building, parking lot, and grounds
  • Assume full responsibility for the operation and security of the library as needed (Person in Charge)
  • Create and implement a facility plan to maintain library equipment and systems to ensure proper and efficient working order at all times (Facilities Task Schedule)
  • Create and implement routine cleaning and maintenance procedures for the library building and grounds (Facilities Routine Schedule)
  • Assist with the creation and maintenance of the department budget
  • Assist with the creation of and maintenance of the department procedure manual
  • Perform routine repairs required to maintain a high standard of safety, cleanliness, and efficiency for the library building and grounds
  • Respond to off-duty building and grounds-related emergency calls
  • Conduct daily walk arounds of the building and grounds and take appropriate action as necessary
  • Coordinate with Adult and Youth Services Departments on program and event setups and breakdowns
  • Enforce library’s parking policies as needed
  • Responsible for ice and snow management, downed trees, and limbs, needed
  • Troubleshoot building systems, maintenance and infrastructure issues as needed, including HVAC, electrical, plumbing, carpentry, painting, equipment, and furniture movement, etc.
  • Inspect, assemble (if necessary), and deliver incoming equipment and furnishings
  • Coordinate with grounds/landscape contractor for additional onsite grounds maintenance during summer months (e.g., adjust sprinklers, water plants, and trees)
  • Maintain asset and inventory supplies, and order supplies as necessary in compliance with library practices
  • Maintain open lines of communication with Facilities Manager and administration regarding any building, grounds, mechanical, and maintenance issues  
  • Performs essential duties of Facilities Assistants when needed, which may include janitorial and custodial tasks

(20%) Vendor Relationships and Special Projects&emdash;Building

  • Solicit and manage vendor relationships for the ongoing maintenance of the building and grounds  
  • Coordinate with external contractors, manufacturers, vendors, and appropriate library staff to make repairs that are beyond internal capabilities  
  • Monitor and verify vendor and contractor compliance to agreements and work orders, including satisfactory completion and accurate billing
  • Evaluate and provide input on new vendor contracts and renewals  
  • Solicit bid proposals and coordinate with library administration to prepare recommendations for library Board approval
  • Coordinate with city staff to obtain permits when necessary
  • Act as a liaison between Lake Forest City public works and facilities departments and the library about library building and grounds issues

(20%) Vendor Relationships and Special Projects&emdash;Technology

  • Aid Library staff in basic technology troubleshooting beyond the user level, escalating issues, and when necessary, opening tickets with the Library’s Managed Services Provider
  • Coordination and oversight of on-site technology vendor visits
  • Monitor and verify vendor and contractor compliance to agreements and work orders, including satisfactory completion
  • Evaluate and provide input on new vendor contracts and renewals
  • Attend and participate in Quarterly Business Review Meeting with Director of Operations, Facilities Manager, and Managed Services Provider representative  
  • Serve as project manager support for large IT projects in coordination with Director of Operations and Facilities Manager

(15%) Supervisory Activities

  • Recommend staffing levels and lead selection process with respect to hiring department staff
  • Train, schedule, supervise, and evaluate the work of the Facilities Assistants  
  • Review and authorize department payroll as a backup to the Facilities Manager
  • Review library newsletter, weekly staff e-news, and social media and provide relevant information to department staff
  • Keep department staff informed on all library policies and procedures; interpret library policy for department employees in coordination with library administration
  • Coordinate and monitor maintenance schedules to address short- and long-term needs
  • Resolve department personnel issues

(5%) Other Duties as Assigned (may include, but not listed to those listed below)

  • Aid in the development and implementation of library policies, procedures and goals
  • Attend consortium, professional, committee, and library meetings and conferences, continuing education, and training sessions, as requested
  • Serve on library committees, as requested
  • Represent the library at community events, activities, and meetings, as requested
  • Other duties as assigned

Knowledge, Competencies, and Abilities

  • Demonstrated proficiency with, and knowledge of, building systems, equipment, tools, and safety precautions
  • High degree of organizational skills with careful attention to detail
  • Ability to set priorities
  • Ability to solve problems
  • Ability to plan, organize, prioritize work assignments, and manage projects simultaneously
  • Pleasant and professional personality; excellent customer service skills
  • Demonstrated initiative and flexibility to adjust to changes in directions and priorities and accept new challenges, responsibilities, and assignments
  • Ability to work independently and as a team member
  • Commitment to a flexible work schedule, including days, evenings, weekends, and split shifts  
  • Facilities and construction project management experience
  • Ability to follow direction and to multi-task
  • Strong customer service orientation with the ability to establish effective relationships with staff and the public to achieve the goals of the library
  • Ability to deal with frequent interruptions in a busy public service environment
  • Ability to read, write, and communicate fluently in English
  • Ability to understand oral and written directions in English  
  • Competent in the use of the library’s two-way radio security system
  • Ability to manage long term projects and set priorities to meet assignment deadlines  
  • Understand and use technology systems and equipment as outlined in the Lake Forest Library Technology Core Competencies in the areas of hardware, operating system and file management, software applications, and internet

Education and Other Requirements

  • Minimum 3 years of facilities experience, preferably in a public library or customer service environment
  • Minimum 1 year of successful supervisory experience
  • Ability to diagnose, troubleshoot, and provide basic desktop support for computers, printers, and other office equipment.
  • Ability to operate and instruct others in the use of all equipment necessary to perform duties of the position, including cleaning equipment, hand and power tools, snow removal equipment, power lifts and grounds equipment
  • Familiarity with all building systems located within the library or similar public building
  • Budget, report writing, and statistical analysis experience
  • Knowledge of and ability to use Internet search engines, word processing software, email, BS&A payroll system, Microsoft Office Suite, Windows operating systems, and other applications in the Lake Forest Library Technology Core Competency Program
  • Valid driver’s license, access to a vehicle, and current automobile insurance

Physical Requirements

  • Maintain a level of physical fitness required for the position
  • Move, lift, carry, and put away items, weighing up to 75 pounds, sometimes repetitively
  • Ability to climb ladders and operate lifts to complete interior and exterior inspections and repairs
  • Perform strenuous physical activities that require strength and coordination
  • Tolerate exposures to equipment noise, fumes, allergens, cleaning devices, particulates, and fluctuating temperature  
  • Work in normal and extreme outside weather conditions
  • Move in and around office equipment, including tight spaces
  • Remain in a standing, walking and bending position for extended periods of time

The responsibilities, duties, competencies, abilities, and education and other requirements outlined above are subject to change.

Illinois is at at-will-state, and as such, ongoing employment is not guaranteed.

The Lake Forest Library is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the Library will review a reasonable request for accommodation to qualified individuals with disabilities.

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