City of Boca Raton

General Statement of Job

The Assistant Facilities Manager performs advanced technical, administrative, and supervisory work in the Facilities Management Division of the Public Works and Engineering Department. This position is responsible for overseeing the maintenance, repair, and operation of City buildings and infrastructure to ensure safe, efficient, well-maintained, and functional facilities that support municipal functions.

This role supports capital improvement planning, manages preventative maintenance programs, supervises skilled trades staff and contractors, and ensures compliance with building codes, safety standards, and City policies. The position plays a key role in budgeting, project coordination, and customer service, working closely with internal departments, vendors, and the community.

Aligned with the City of Boca Raton’s mission to deliver world-class services, the Assistant Facilities Manager helps implement cost-effective, innovative, and sustainable facility solutions that promote a clean, safe, and high-quality environment for residents, businesses, and City staff.

Work is performed under limited supervision and is evaluated based on results achieved, operational efficiency, and overall condition and functionality of City facilities.

Essential Functions

ESSENTIAL FUNCTIONS:

• Plans, supervises, coordinates, and assigns work activities for the Facilities Maintenance Section and ensures jobs/tasks are completed on schedule and within budget
• Determines repairs needed on equipment; makes or obtains cost estimates
• Assists the Facility Manager with financial forecasting and annual budgeting
• Prepares and supervises the development and management of various capital improvement and special projects associated with building repairs, renovations, and maintenance for various City facilities
• Supervises multiple work order-generated facility projects and maintenance activities
• Supervises and coordinates the work of contractors
• Oversees the work of the Facilities Maintenance Section
• Conducts annual performance reviews for assigned staff
• Maintains effective working relationships with subordinates, superiors, vendors, and contractors
• Oversees the work order system and provides system reports

Related Tasks:

• Provides training for skilled and semi-skilled staff
• Maintains all building maintenance, preventive maintenance, and asset tag files
• Maintains shop and vehicle equipment files
• Reviews and approves leave requests and ensures accurate maintenance of schedules and continuity of service.
• Identifies and addresses any deterioration, repair, and maintenance needs of City facilities
• Develop creative solutions to repair City facilities
• Maintains awareness of new trends and developments in the field of Facility Maintenance
• Performs various maintenance duties where applicable, e.g., work orders, orders materials, and supplies, preparing cost estimates, creating and tracking job/time records, labor logs, and maintenance logs
• Oversee the work of field technician maintenance and special projects in the trades of carpentry, painting, electrical, plumbing, mechanical, masonry, and other related trades specialties
• Performs related work as required

Knowledge, Skills and Abilities

Knowledge of:

• Principles and practices of building maintenance
• Applicable building codes, standards and regulations
• Characteristics, functions, and maintenance requirements of a wide variety of building and mechanical equipment
• Hazards and safety precautions associated with large-scale remodeling and repair of buildings and building-related systems
• Use of computerized building management systems and a computer-based maintenance management systems
• The need for and attention to proper safety precautions

Skilled in:

• Microsoft Office Suite products to include Word, Excel, PowerPoint, and Outlook, to an intermediate degree of proficiency.
• Written professional and effective communications, memos, notices, reports, manuals, and policies.
• Communicating clearly and concisely, both orally and in writing, with the general public, City leadership, co-workers, and consultants, to give and receive information in a courteous, honest, and straightforward manner, with a demonstrated ability to adapt communication style and format to target audience.

Ability to:

• Maintain inventory control at minimum/maximum levels
• Establish and maintain effective working relationships with City officials, associates, and the general public.
• Remain organized and demonstrate good time management skills
• Handle a complex and diverse workload
• Manage multiple projects with varying deliverables and deadlines
• Analyze complex problems and develop, recommend, and implement actionable solutions

Minimum and Preferred Qualifications

• Any combination of education and experience equivalent to graduation from an accredited college or university with major coursework in Facilities Management, Business Administration, Construction Technology, Construction Management, Building Inspection, Public Administration, or a closely related field.
• Four (4) years of progressive experience in building construction, facilities maintenance, or facilities management.
• Possession of a valid State of Florida driver's license

PREFERRED QUALIFICATIONS:

• Certification in Facilities Management is preferred.
• Project management experience preferred.
• Supervisory experience preferred.

POST OFFER PRE-EMPLOYMENT SCREENING REQUIREMENTS:

Final offer and employment are contingent upon successful completion of the following post-offer, pre-employment screening items:

• FDLE/CJIS Criminal History Record Check
• Employment Verification
• Motor Vehicle Report (MVR) Check
• Certification/License Verification
• Drug and Alcohol Screening

PHYSICAL AND ENVIRONMENTAL DEMANDS AND CONDITIONS:

• Occasionally ascending or descending ladders, stairs, scaffolding, ramps, poles and the like.
• Occasionally moving self in different positions to accomplish tasks in various environments including tight and confined spaces.
• Continuously remaining in a stationary position, often standing, or sitting for prolonged periods.
• Occasionally moving about within the immediate area to accomplish tasks.
• Continuously moving from on worksite to another.
• Continuously adjusting or moving objects up to 20 pounds in all directions.
• Continuously communicating with others to exchange information.
• Continuously repeating motions that may include wrists, hands, or finger.
• Continuously operating a computer and other equipment using motions requires manual dexterity or fine motor skills.
• Occasionally operating motor vehicle or heavy equipment.
• Continuously assessing the accuracy, neatness and thoroughness of the work assigned.
• Occasionally life/Carry objects 20 pounds or less.
• Occasionally push/Pull objects 20 pounds or less.
• Continuously working in a normal office environment with few physical discomforts.
• Occasionally working in an area that is somewhat uncomfortable due to drafts, noise, temperature variation of the like.
• Occasionally working in an area that is very uncomfortable due to extreme temperature, noise levels, or other environmental conditions.
• Occasionally working in an outdoor area where exposure to animals, reptiles and/or insects may occur.
• Occasionally working with equipment or performing procedures where carelessness would probably result in minor cuts, bruises, or muscle pulls.
• Continuously demonstrating regular in office attendance

The City of Boca Raton is an Equal Opportunity, Inclusive, Veteran's Preference Employer and Drug Free Workplace. It is the policy of the City of Boca Raton to prohibit discrimination on the basis of race, color, religion, gender, gender identity or expression, marital status, age, national origin, disability, pregnancy, familial status, sexual orientation, genetic information, or any other status or condition protected by applicable federal, state or local laws.

BENEFITS SUMMARY

Full-Time Non-Bargaining Employees

ANNUAL LEAVE: Shall accrue prior to an employee attaining permanent status in the classified service, and may be used after six (6) months of employment at the sole discretion of the Department Head, but it shall not be paid out upon resignation or termination unless the employee has attained permanent status (one full year). The maximum accrual is 360 hours.

Year of ServiceAccrual

0 to 5 full years8 hours per month

5 to 10 full years10 hours per month

10 to 15 full years12 hours per month

15 full years and over14 hours per month

CASH OUT OF ANNUAL LEAVE: Employees who have attained permanent status shall be permitted to cash out up to forty (40) hours of accrued and unused Annual Leave, either in a single lump sum payment or two or more partial payments, each fiscal year.

SICK LEAVE: 8 hours per month. Any hours in excess of 960 will be paid off annually at 50%. Upon retirement, employees with a minimum of 5 years continuous service will receive 50% of sick leave balance. Termination for reasons other than retirement shall be entitled to payment for accrued, but unused sick leave, as follows:

Years of servicePercentage

Less than 2 full years0%

2 to 5 full years10%

5 to 10 full years20%

10 full years or more30%

Retirement (normal, early or disability)50%

HEALTH INSURANCE (Premiums): Employee Medical (Base Plan) - Paid 100% by City. Employee contributions are required for the buy up employee coverage plans. Employee Dental (DHMO or Basic PPO Plan) & Vision (Basic Plan) paid 100% by City. Employee contributions are required for the Employee + Dependent(s) for the Medical, Dental, & Vision Plan.

CONTINUOUS SERVICE BENEFIT: As of December 1 each year - Paid during the month of December.

Year of ServiceBenefit

5 to 10 full years$600 annually

10 to 15 full years$800 annually

15 full years and over$1,100 annually

RETIREMENT PLANS: The two pension/retirement options are listed below:

• An option to enroll in a Defined Contribution Retirement Plan. The Defined Contribution Retirement Plan will not require a mandatory contribution. The City will contribute seven (7%) percent of the annual base wages annually. The vesting period for this plan shall be one (1) year from date of hire in the classified service, which coincides with your one-year probationary period.
• An option to enroll in a Defined Benefit Retirement Plan option is available. There is a ten (10) year vesting period with a multiplier of 2.00% at normal retirement and a mandatory seven and three-quarters (7.75%) percent employee contribution.
• The two (2) options will be fully explained prior to an irrevocable selection.

Optional: 457 Deferred Compensation Savings Plan is available.

HOLIDAYS: 15 per year: 12 recognized holidays and 3 floating days which are allocated for the fiscal year beginning October 1, to all 8 hour per day employees. Employees hired between October 1 and March 31 shall receive 3 floating holidays. Employees hired between April 1 and September 30 shall receive 1.5 floating holidays. Floating holidays must be used within the fiscal year. Non-task employees working 10-hour days receive 10, 10-hour paid holidays but do not receive floating holidays.

FUNERAL LEAVE: Up to 3 workdays - In State; Up to 5 workdays - Out of State

TUITION REIMBURSEMENT: Full-time employees are eligible for tuition reimbursement as outlined in the City’s Tuition Reimbursement Policy which is available in Human Resources and subject to the availability of departmental funds.

MILITARY LEAVE: Members in military reserve units who attend annual training are entitled to paid leave not to exceed 30 days each calendar year.

EAP: Employees, spouses, and eligible dependents have access to five (5) face-to-face sessions with a counselor through Cigna's Employee Assistance Program (EAP). Services include assistance with legal, financial, parenting, elder care, pet care, and identity theft.

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