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Facilities Specialist

Harrisonburg, Virginia•Full-time
$40,247 - $45,536 annually
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About the Job
General Statement of Duties:
Provides support functions for CSB facilities management, along with other assigned duties.  Incumbent is responsible for supporting the day-to-day operation, maintenance and upkeep of all CSB facilities and vehicles.
 
Distinguishing Features of Work:
This position is directly responsible to the Facilities Manager and coordinates his/her work closely with same.  He/she supports maintenance work for all CSB facilities, surrounding grounds and vehicle maintenance. The work requires knowledge in facility management and assists in decision-making and appropriate independent action regarding repairs, replacement equipment, vehicles and property management. This position has regularly scheduled supervision provided as well as consultation and assistance necessary to accomplish the work. The incumbent must coordinate his/her work closely with supervisor and others impacted by the work. The position requires planning and problem solving abilities, excellent judgment, and the ability to identify and undertake proactive property and vehicle maintenance initiatives.
 
Persons in this position classification are non-exempt under the Fair Labor Standards Act.
 
Major Duties and Responsibilities:
Helps maintain CSB office facilities as clean, safe, attractive, and functional buildings and grounds, including but not limited to the following:
  • Serves as a point of contact for CSB properties held as landlord-only contracts.
  • Communicates with the custodial services and/or staff engaged by the CSB as required for maintenance responsibilities. 
  • Monitors all facilities to ensure safety risks are anticipated and managed, as practicable.
  • Tracks and maintains building keys at assigned buildings, including internal offices.
  • Assists in the completion of all routine and preventive maintenance functions for CSB office buildings and grounds. This includes HVAC systems, structural repairs, incidental repairs, etc. plus recommends and assists with implementing major upgrades and renovations. Coordinates work performed by qualified contractors.
  • Secures needed equipment/supplies with approved vendors.
  • Maintains documentation and backup information needed for repairs, emergencies, and disaster response activities, such as warranty documents, floor plans, vendor information, etc.
  • Assists in oversight responsibility for outside facility grounds, including lawn maintenance and landscaping, snow removal, etc. Responsible for contracts and vendors for those functions.
  • Performs light maintenance tasks such as changing light bulbs, hanging pictures, moving small furnishings, spraying for common insects, etc. as appropriate. This includes clean up of spills, leaks or other facility-related messes.
  • Helps maintain all agency vehicles in terms of inspections, cleaning, and any oversight of all necessary maintenance work to ensure safety of operation.

Assists Management and Risk Management Specialist with safety and security at CSB facilities as follows:
  • Maintains staff awareness about physical security issues and procedures and monitors physical security at each site.
  • Serves as a technical resource for staff and the agency around physical security issues at their perspective location(s).
  • Assists leadership in the event of a major disaster to secure (as feasible) the facility to limit the loss or exposure of protected health information.
  • Work with Supplies clerk to ensure appropriate volume of supplies to be maintained on site, including regular inventories.
  • Active involvement with “Receiving” group, ensuring deliveries are received and stored in appropriate locations.
  • Makes effective use of available technology, including computers, e-mail, texts and voice mail in order to enhance customer service.
  • Maintains and assures that staff and vendors maintain effective relationships with coworkers and clients based on courtesy, compassion and respect. Requests assistance if needed.
  • Performs other duties as assigned in conformance with established operational policies and procedures.
 
Required Knowledge, Skills, and Abilities:
Knowledge of designated technical support functions involving facility management and related financial management functions. Excellent organizational skills; ability to make appropriate independent decisions and take related action based on knowledge of facility management needs; knowledge of accounts payable procedures; ability to manage assigned routine with minimal supervision, excellent communication skills, including speaking, writing, and the ability to interact effectively with the public; excellent interpersonal skills; good judgment, tact, courtesy; efficiency; dependability.  Some repair, HVAC, vehicle repair, and/or property management experience preferred. Experience with Spreadsheet Software (preferably Excel) a plus.
 
Minimum Education and Experience:
Two years of progressively responsible technical experience related to the functions noted above, OR any equivalent combination of experience or training that provides required knowledge, skills and abilities.
 
Other Information:
Equipment: Telephone system, multi-functional printer (MFP), PC and/or other designated
computer hardware, designated software. Basic hardware tools and items often used in Facilities Management (e.g., screwdrivers, hammers, light bulbs, insect spray, etc.)
 
Work Environment: General office environment with normal lighting levels, temperature ranges, air quality, ventilation, and noise levels. Some exterior work in environments with less than office-levels of cleanliness (i.e. crawl spaces, mechanical rooms, etc.) Exposure to heat & cold conditions during times of year when exterior work required.
 
Work Location: North Main Street Campus, Harrisonburg, VA, and 463 East Washington Street, Harrisonburg, VA; and CSB residential properties. 
 
Work Hazards: Some hazards associated with repetitive motion necessary for data entry/typing; possible hazards associated with overseeing capital repair/maintenance/related activities; minimal hazard associated with human services environment, and lifting or carrying supplies and equipment.
 
Work Schedule: Monday through Friday, regular office hours; some evening hours as scheduled; additional hours as need to perform job requirements, including emergency facility issues.  Regular attendance is required.  
 
HIPAA Access Level 3: Read-only access to protected health information (PHI), limited to minimum necessary, and full read/write access to demographic and financial information, limited to the minimum necessary, for all clients as part of staff provision of support services in agency health care operations. Staff at Level 3 are allowed to seek out client PHI as necessary to perform assigned duties, but are expected to exercise due precautions to avoid exposure to PHI which is not necessary to perform these assigned duties. Utilization of information will be in accordance with HIPAA regulations regarding use limitation, disclosure and requests of PHI 
About HARRISONBURG ROCKINGHAM CSB
Harrisonburg-Rockingham Community Services Board Is A Leading Provider in Mental Health, Substance Abuse, and Developmental Services. We are one of 40 community-based public providers of mental health, substance abuse, and developmental disability services throughout Virginia. The Commonwealth has designated the 40 CSBs as the single point of entry into publicly funded behavioral health and developmental services. HRCSB is supported through local, state and federal funds. We provide an array of programs and supports directly and through partnerships with other providers.
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