Facilities Management Analyst II

The City of Alexandria is located in northern Virginia and is bordered by the District of Columbia (Potomac River), Arlington and Fairfax counties. With a population of approximately 150,000 and a land area of 15.75 square miles, Alexandria is the seventh largest city in the Commonwealth of Virginia. Alexandria has a charming waterfront and is a unique and historic place to live and work. About one-quarter of the City’s square miles have been designated as a national or local historic district. We proudly embrace our rich history and seize the endless opportunities that lie ahead. If you are interested in working for the vibrant City of Alexandria, we invite qualified candidates to apply for our Facilities Management Analyst II position.

An Overview

A Facilities Management Analyst II assists the department in improving the efficiency and effectiveness of agency operations through responsibility for special projects and on-going tasks related to such management functions as short- and long-range planning, program evaluation, program development, performance measurement, grantsmanship, management and organizational analysis, and management systems design and implementation. An incumbent in this class provides training and consultation to staff and monitors the installation of revised practices and procedures.

What You Should Bring

While several diverse backgrounds will be a good fit for this position, in order to be successful, the ideal candidate should be able to work independently on multiple projects, possess the knowledge, skills and abilities to analyze, find trends in data and creatively report findings and meet tight deadlines. You will work to improve the efficiency and effectiveness of division operations through special projects and on-going tasks related to such management functions as short- and long-range planning, program evaluation, program development, performance measurement, management and organizational analysis, and management systems design and implementation. You will provide training and consultation to staff and monitor the installation of revised practices and procedures, and various software systems. This position also assists the deputy director and other department senior leadership in vetting, formulating, maintaining the departments capital budget. Performance of this work requires initiative and the exercise of independent judgment. The Facilities Management Analyst II will report directly to the Deputy Director of Facilities Planning and Construction.

The Opportunity - Examples of Work

• Develop and analyze facility administrative and operational work control, and project request and close out procedures to achieve better accountability;
• Manage current and legacy facility software and database programs including managing access, developing and maintaining data structure and integrity, populating the program with the data, developing close-out procedures and determining data archiving strategies;
• Perform and ensure quality control/audits of all facility data to ensure data integrity to include conducting annual updates to facility staff;
• Coordinate and provide training on facility software and database programs to internal and external staff; recommend new facility software and databases based on current operations;
• Determine reporting needs and preparing special reports (including FOIA requests), spreadsheets, and statistical activity reports or other written communications when requested to internal and external staff, including the City Manager’s Office and City Council;
• Serve as project manager for the recurring facility assessments and other projects that are related to the capital budgeting software and data collection and analysis;
• Serve as the facility groups capital budget administrator to include processing capital allocation requests, developing, tracking and maintaining capital budgets, and providing quarterly status updates to the City Manager and City Council;
• Develop, review, and report on yearly performance measures for the facilities group to department senior staff and Office of Performance and Accountability;
• Develop and maintain internal performance measures and other analysis on dashboards for department senior staff;
• Develop and maintain the snow operations plan for the facilities group, including managing snow related personal protective equipment and recommending and enforcing any approved changes to operations and/or equipment;
• Serve as project controls for capital projects;
• Performs related work as required.

About the Department

The Department of General Services’ mission is to provide exceptional management of the City’s real estate, facilities, and other support services for all our customers, internal and external. The Department of General Services staff strives to provide our customers with unmatched services by proactively managing the City’s assets to support the delivery of services to the City of Alexandria, responding to service requests in a timely manner, listening to our customers, and ensuring that our customers are satisfied with the resolution.

Minimum & Additional Requirements

Four-Year College Degree; Considerable experience in a position involving public administration, program planning and evaluation, and the forecasting of budget and other program/departmental needs; or any equivalent combination of experience and training which provides the required knowledge, skills, and abilities.

Preferred Qualifications

Three years' progressively responsible experience in program administration and/or management in facilities management which includes program and budget planning, contract administration and negotiation. Experience giving public presentations to a wide variety of audiences and stakeholders; managing communications and stakeholder involvement and participation. Exceptional customer service and problem-solving skills and the ability to manage multiple tasks; ability to research, analyze, and make sound policy and procedural decisions and recommendations; monitor and evaluate program and policy effectiveness and outcomes.

Notes

This position requires the successful completion of pre-employment background checks including but not limited to drug testing and criminal background.

The Department of General Services (DGS) is a first response department and as such all DGS employees are deemed essential or emergency personnel and maybe required to report to work when the City government is open with liberal leave or closed during emergencies.

Outside of general business hours the Management Analyst schedule may include evening and weekend hours as required.