Facilities and Maintenance Director

Job Description

Position Summary:
This qualified and experienced individual is responsible for planning, managing, and providing strategic oversight of facilities and maintenance services for Island Transit. The Facilities and Maintenance Director provides direction and leadership through the Facilities Manager and Maintenance Manager, fostering an atmosphere of cooperation, accountability, and teamwork. This position establishes departmental priorities, coordinates with other department directors, and communicates with other transit, regulatory, and community agencies to exchange information and resolve problems.

The incumbent develops and administers departmental budgets, develops policy and procedures, oversees facilities and maintenance acquisitions and contracted services, and collaborates with the Grant Administrator in the administration of federal and state capital grants from application through closeout. This position identifies capital investment opportunities and may leverage federal and state funding programs to advance the agency's infrastructure and fleet preservation goals.

The Facilities and Maintenance Director serves as a member of the executive leadership team, contributing to the agency's long range plan, transit development plan, and asset management plan. Work is performed with considerable independence under the general direction of the Executive Director.

Hiring Pay Range: $116,623 to $145,773

Island Transit offers competitive benefits that include:

• Medical/Dental/Vision Insurance – employer paid premiums for employees
• Life Insurance - employer paid $24,000 Basic Life Insurance plus optional employee paid supplemental insurance plans
• Flexible Spending Account (FSA)
• Retirement Plans - Washington State Public Employees Retirement System (PERS) and Optional MissionSquare 457b/401a plan with employer match
• Paid Vacation, Sick Leave and Holidays

Essential Duties and Responsibilities:

1. Directly supervises the Facilities Manager and Maintenance Manager, providing strategic oversight of the acquisition, maintenance, and repair of agency vehicles, equipment, facilities, grounds maintenance, and inventory control programs; oversees federally and state-funded capital projects related to facilities and fleet assets.
2. Ensures vehicle and facility preventive maintenance guidelines are current; reviews and approves improvement recommendations from direct reports; ensures compliance with federal and state grant requirements related to preventive maintenance and capital asset management.
3. Ensures facilities and maintenance employees are adequately trained and equipped to perform maintenance functions in compliance with applicable safety guidelines and grant funding requirements; holds direct reports accountable for the training and readiness of their respective teams.
4. Analyzes operational and service demands for vehicles and facilities; projects future service requirements and directs the Facilities and Maintenance Managers in aligning resources to meet projected needs; identifies capital project needs and supports grant application development to fund future investments.
5. In collaboration with the Facilities and Maintenance Managers, establishes inventory levels and upholds established procurement thresholds to support maintenance plans; ensures inventory practices comply with federal and state grant program and asset management requirements.
6. Oversees acquisition of vehicles, equipment, facilities, and contracted services; reviews and approves bid specifications; participates in evaluating and awarding bids; monitors contractor and vendor performance; ensures all procurement activities comply with federal and state grant regulations, including FTA requirements and Davis-Bacon Act provisions.
7. Oversees inspections of vehicles, equipment, and buildings for conformity with operational standards, manufacturer maintenance schedules, safety requirements, and disability access standards; promotes the use of environmentally safe and sustainable technologies; ensures grant-funded capital improvements meet all applicable regulatory and reporting requirements.
8. Ensures timely resolution of facility complaints regarding lighting, temperature, noise, and air quality; identifies recurring deficiencies that may warrant capital investment through federal or state grant funding.
9. Develops department operating and capital budgets with input from direct reports; monitors expenditures and approves purchases; manages grant budgets for federally and state-funded capital projects, ensuring accurate tracking, reporting, and drawdown of grant funds in compliance with funding agency requirements.
10. Serves as a member of the leadership team; participates in development of the agency's long range plan, transit development plan, and asset management plan; provides expertise in federal and state capital funding programs to inform long-range planning and infrastructure investment decisions.
11. Monitors legislation and industry developments related to public transit, facilities, and environmental health; tracks changes in federal and state grant programs and regulatory requirements; ensures operational compliance and disseminates relevant information to direct reports.
12. Provides direction and leadership to the department through the Facilities and Maintenance Managers; participates in staffing determinations, interviews, and hiring; oversees staff development, performance evaluation, and disciplinary processes; ensures staff are equipped to support federally and state-funded capital project requirements.
13. Develops and implements department-wide policies, procedures, and standard operating procedures to improve operational efficiency, ensure continuous operations, and maintain compliance with federal and state grant requirements.
14. Oversees maintenance of department asset records including parts, consumables, warranty records, vehicle registration, and real property; ensures grant-funded asset records are maintained in accordance with federal and state requirements for audits, inspections, and asset disposition.
15. Oversees preservation of agency investment in buildings, structures, shelters, and Park & Ride lots; directs the Facilities Manager in building maintenance, custodial services, graffiti removal, and shelter renovations; identifies opportunities to leverage federal and state grant funding for major facility preservation and improvement projects.
16. Oversees the surplus, sale, or disposal of agency assets including vehicles and equipment; ensures disposition of grant-funded assets complies with federal and state requirements, including proper reporting and any required reimbursement to funding agencies.
17. Represents the agency at a senior level; serves on committees and attends conferences and events as determined by the Executive Director; builds and maintains relationships with federal and state funding agency representatives to support the agency's capital program and grant pipeline.
18. Reviews and approves departmental reports for service proposals, analyses, and audit and control purposes; prepares executive-level summaries and recommendations; prepares and submits required federal and state grant progress reports, financial reports, and closeout documentation.
19. Performs other duties as assigned by the Executive Director.

Knowledge, Skills and Abilities:
Knowledge of:

• Principles and methods of effective leadership, supervision, and performance evaluation of facilities and maintenance staff, including safety-sensitive employees.
• Principles and practices of workplace safety, including applicable OSHA standards and environmental health regulations.
• Federal and state capital grant programs applicable to public transit, including FTA grant programs, procurement regulations, Davis-Bacon Act requirements, and asset management compliance obligations.
• Federal, state, and local laws, rules, and regulations relating to public transportation, facilities management, and environmental health.
• Principles and practices of public sector procurement, including competitive bidding, contract administration, and vendor and contractor oversight.
• Principles and practices of facilities and fleet management, including building systems, preventive maintenance programs, vehicle useful life standards, and grant-funded asset disposition requirements.
• Capital budget planning, operating budget administration, grant fund management, and asset management including inventory control and record-keeping.
• Current technological advances in vehicle and facilities maintenance, including sustainable and energy-efficient systems and products.
• Microsoft Office Suite and fleet and facilities management information systems.

Skills in:

• Providing strategic direction and oversight of facilities and maintenance operations through subordinate managers and holding direct reports accountable for results.
• Pursuing, administering, and closing out federal and state capital grants, including grant applications, progress and financial reports, procurement compliance, and audit documentation.
• Developing and administering departmental policies, procedures, operating budgets, and capital budgets.
• Analyzing operational data, identifying trends, and developing actionable recommendations for capital investment and service improvements.
• Communicating effectively orally and in writing, including preparation of executive-level reports, grant narratives, service proposals, and policy documents.
• Establishing and maintaining effective working relationships with employees, funding agency representatives, contractors, vendors, and the public.
• Using tact, discretion, and confidentiality in handling sensitive personnel, financial, and operational information.

Ability to:

• Interpret and apply federal and state grant regulations, funding requirements, and reporting obligations related to capital projects and transit asset management.
• Follow and enforce federal, state, and local laws and regulations relating to public transportation, facilities management, and environmental health.
• Define problems, collect and analyze data, draw valid conclusions, and implement effective courses of action.
• Exercise sound judgment, creativity, and sensitivity in response to changing operational, regulatory, and organizational conditions.
• Relate respectfully and effectively to individuals of various cultural, ethnic, and socioeconomic backgrounds and manage stressful situations in a calm and professional manner.
• Operate fleet and staff vehicles as needed and maintain a valid driver's license and acceptable driving record.
• Maintain a reliable attendance record and pursue ongoing education and training to maintain the skill level required for the position; out-of-area or overnight travel may occasionally be required.

Minimum Qualifications and Experience:
To perform this job successfully, an individual must be able to perform each essential duty as considered acceptable to Island Transit. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Bachelor's degree in Facilities Management, Business Administration, Public Administration, Engineering, or a related field; an equivalent combination of education and experience may be considered.
• Seven or more years of progressively responsible experience in facilities management, fleet management, or a related field, including a minimum of three years supervising or managing subordinate supervisors or managers.
• Demonstrated experience managing federal and state capital grant programs, including grant development, project administration, financial reporting, procurement compliance, and closeout; FTA grant program experience strongly preferred.
• Experience developing and administering operating and capital budgets and managing grant-funded project budgets.
• Experience overseeing contracted services, including bid development, competitive procurement, contractor and vendor performance monitoring and oversite of capital construction projects.
• Knowledge of vehicle systems including gasoline, diesel, hybrid, propane, biodiesel, and battery electric vehicles, as well as facility systems such as HVAC, electrical, and plumbing preferred.
• Familiarity with federal procurement regulations including Davis-Bacon Act requirements, Buy America provisions, and 2 CFR Part 200 compliance preferred.
• Experience with transit asset management planning and FTA asset management compliance preferred.
• Proficiency in Microsoft Office Suite and fleet and facilities management information systems.
• Valid Washington State driver's license with a driving record acceptable to the agency's insurance carrier required; Class B CDL with passenger endorsement preferred or ability to obtain within a timeframe established by the agency.

SPECIAL REQUIREMENTS:
Employment is conditional upon ability to meet physical requirements as determined by completion of a post-job-offer employment-related DOT physical examination and drug screen, criminal background, reference check, and five-year motor vehicle history report the results of which must be acceptable to the employer and meet the agency’s hiring criteria.
Island Transit is a drug and alcohol-free workplace. This position is considered safety-sensitive, as defined by the Federal transit Administration (FTA) and is subject to random drug and alcohol testing and subject to all other types of substance abuse testing as described in the policy.
If selected for the position, documentation of United States citizenship or proof of authorization to lawfully work in the United States will be required to establish identity and work authorization in accordance with the employer’s obligation under the Immigration Reform and Control Act of 1986.
Must be able to obtain and maintain any license or certification required for the job.
WORKING CONDITIONS, TOOLS AND EQUIPMENT:

• Duties performed primarily in an office environment while sitting at a desk or computer with balance of time walking within Island Transit’s office buildings.
• Requires stooping, reaching, bending and l...