Portland Community College | Portland, Oregon

Facilities Management Services Communications and Records Coordinator

• Title: Facilities Management Services Communications and Records Coordinator
• Class: Classified
• Exempt Status: Non-exempt
• Grade: 18

Nature and Scope of Work

Under the general direction of the Director of Facilities Management Services, this position performs duties that protect the safety and well being of the College community and that support the smooth workflow of the Facilities Management Services Department. The Physical Plant Department is a centralized, college-wide function that is charged with maintaining a healthy and safe physical environment for the College through the efforts of 120 employees and multiple contracted services for operations, maintenance, renovation and construction.

The coordinator position is charged with developing, implementing and maintaining systems that make possible the smooth progress of all Facilities Management Services Department communications, workflow and record keeping. The primary communications function for which this position is responsible is the SRC, the Department’s Service Request and Dispatch Center. Other major workflow and record keeping needs for which systems are necessary are for College construction and financial records and the normal day-to-day activities one sees in a professional office, i.e., personnel records, employee scheduling, mail, time cards, and etc.

Primary accountabilities include: developing and implementing emergency and routine dispatch and record keeping procedures; planning, training, directing and reviewing the work of the SRC personnel and other selected staff; providing overall Department administrative assistance and; communicating effectively and efficiently with a variety and multitude of college staff, students, the public, external contractors and professional consultants. Work situations require good judgment, consideration and interpretation of circumstances and information in sometimes-chaotic circumstances and the ability to calmly analyze situations in order to choose the most effective response. Incumbent performs the work on an independent basis subject to supervisor direction and review.

Principal Accountabilities

1. Develops and implements administrative procedures and practices that guide the effective and responsible delivery of the Facilities Management Services Department’s service to the PCC community. These services include custodial, mechanical, electrical, grounds, alarms, elevators, heating and cooling, locks and keys and Service Request Center operations.
2. Creates and maintains the database for the Service Request Center. This database is the workload tracking system and contains the key performance indicators the department uses to measure and track customer satisfaction, response time, problem trends and comparisons of work groups/work requests. Creates and maintains the web page for Facilities Management Services, which contains the online work request submission page.
3. Plans and coordinates the daily work of the Service Request Center. Maintains and implements work schedules and resolves communication center problems as they arise or refers the problem to appropriate departmental personnel. Ensures that Service Request Center policies and procedures are followed throughout the Facilities Management Services Department.
4. Maintains files and oversees the process of Facilities Management Services administrative record keeping including the current Bond project. Processes invoices and requisitions, reviews purchase orders and has signing authority to $4,999. Assists with the review of department expenditures and contracts. Develops, implements, distributes and maintains appropriate logs and forms for required department activity records as needed. Schedules meetings, prepares agendas, takes and transcribes minutes; coordinates the logistics of staff retreats.
5. Reviews, troubleshoots, processes and maintains department employee related documentation including new hire paperwork, job authorization forms and time reports. Coordinates, trains, guides and reviews the work of departmental staff as well as work-study, casual and student help and provides input on staff evaluations.
6. Assists with the coordination of emergency preparedness planning and services for the department including weather related issues as well as planning for communications operation in the event of a disaster or hazardous condition.
7. Assesses new communication techniques and provides training regarding changes for all Facilities Management Services personnel. Develops and implements training for new Service Request Center personnel.
8. Performs all duties assigned to the Service Request Center as required; operates communications equipment; dispatches personnel on a wide variety of calls.
9. Observes/measures work processes within Facilities Management Services and provides recommendations for process improvement.
10. Performs other related duties as assigned.

Work Environment

Work is generally performed in a normal office environment. While the primary work hours are day shift, some evening or Saturday work is required to provide coverage for the Service Request Center during vacations and illness. Work pressure may occur on an intermittent basis during emergency situations.

Physical Requirements

Learned physical skill is required to perform keyboarding and/or ten-key functions. Occasional lifting, guiding and/or carrying of lightweight materials and equipment may be required.

Minimum Qualifications

Associate Degree or equivalent level of college course work in Emergency Dispatch or Business Technology or related areas. Experience performing the duties described above may substitute for the degree requirement on a year-for-year basis. Four years experience performing in an emergency and/or work dispatch center and two years experience managing the operations of an office.

Must be able to demonstrate effective oral and written communication skills, independently analyze situations and quickly identify appropriate action. Must be able to work under pressure and remain calm and objective. Must have the ability to effectively lead others in the work group. Good record keeping and organizational skills are required. Must possess basic keyboarding skills and have a working knowledge of modern office practices and procedures, including the use of computers.

Reviewed:12/18

• New: 08/03