Manager - Facilities & EHS

General Information

Under general direction, this at-will position is responsible for managing, planning, and coordinating all aspects of facility management, employee health and safety. This includes space planning, scheduling, estimating, coordination with vendors, communication with internal court staff and other related duties to ensure projects are completed on time and on budget. This position has full responsibility for planning, coordination, implementation, and administration of all facility related initiatives. It also has full responsibility in promoting safe, professional work practices and conditions that follow environmental, health and safety policies and regulations. This position regularly uses discretion and independent judgment.

Examples of Duties (With or Without Reasonable Accommodations)

ESSENTIAL DUTIES:

Duties may include, but are not limited to, the following:

• Performs space planning assessments; surveys existing buildings and spaces; produces or oversees production of drawings; interprets user needs and communicates recommendations to court leadership prior to execution of project; ensures that all plans meet building codes, ADA standards and OSHA requirements.

• Prepares schedules and plans for implementation of office remodeling; responds and resolves furniture installation problems; coordinates the work of vendors and contractors; conducts final inspections to ensure the quality of the completed project; prepares a list of corrective items prior to approving and processing invoices for final vendor / contractor payments.

• Reviews and evaluates facility related projects with vendors/consultants for court user functionality and quality, monitors work on construction projects and fixture, furnishings, and equipment installations.

• Participates in court committee meetings for design development of new facilities, security procedures and preventative safety measures.

• Supervises and directs facilities staff as assigned on specific projects; develops scope and objectives for the work; develops standards against which to evaluate performance and quality of finished product.

• Develops and maintains administrative and operational policies and procedures regarding facility safety, ADA accessibility, and security; prioritizes and schedules work independently; identifies inefficiencies and recommends and implements solutions.

• Plans and coordinates special projects as assigned; works collaboratively with internal court staff, judicial officers, management, Judicial Council of California or County of Ventura and others; serves on outside committees or task forces as assigned.

• Prepares correspondence for facility planning requests; tracks and documents activities to include development of related forms and protocols, and distribution to appropriate court staff; responds to questions or resolves concerns related to policies.

• Administers building improvement projects and assists executives in planning and preparing facilities related budget.

• Acts as liaison between the court, other agencies, other entities, emergency response agencies, and contractors regarding facility, security or environmental related events or situations.

• Confers with local, state and federal emergency management representatives in supporting court emergency activities assures conformity of court emergency programs with state and federal requirements.

• Monitors and maintains records related to court-wide safety and security training, alarm systems, emergency preparedness, and security equipment.

• Partners with management and other departments regarding the interpretation of federal, state, and local EHS regulations.

• Responsible in monitoring court's disaster preparedness-related supplies and equipment and schedules regular testing to ensure operational efficiency.

• Prepares and updates the Continuity of Operations Planning (COOP) plan under the Court Executive Officer or designee.

• Evaluates and ensures Court staff has required and/or necessary personal protective equipment (PPE).

• Performs other projects and duties as assigned.

Minimum Requirements & Qualifications (With or Without Reasonable Accommodation)

Education & Experience:

Any combination of training, experience and education that demonstrates the knowledge, skills, and abilities to perform the required work, or related education. Desirable experience to be at least 5 years in facilities management.

Required Knowledge, Skills, Abilities and Physical Requirements

Knowledge of:

Facility space planning techniques and planning procedures, modern office methods including use of personal computer and related software; principles, practices and procedures related to the administration of a trial court system; principles and practices of strategic planning, goal setting; methods for analyzing and evaluating organizational and operational issues; principles and practices of budget development and administration; methods of motivating and managing employees directly; California statues, laws and codes as they relate to this position; development and implementation of safety and emergency preparedness program; state and federal laws and ordinances related to local and regional disaster preparedness, response and recovery; and the Americas with Disabilities Act.

Skills/Ability to:

Plan, organize, and direct multiple projects simultaneously; assign, supervise and evaluate employees; direct projects and associated staff; develop goals, objectives, polices, procedures and work standards for the court; development and administration of facility budgets; make effective use of available staffing and monetary resources; maintain a proficient understanding of, apply and explain laws, codes and regulations; recognize and resolve problems; analyze situations, selected alternatives, recognize consequences of proposed actions, negotiate mutually satisfactory solutions to problems and implement recommendations; write clear, decisive and effective reports, polices, correspondence and other written materials; communicate orally in clear and concise manner; use initiative and independent judgment within general policy guidelines; deal effectively, tactfully, and courteously with judicial officers, public officials, staff of various levels within and outside the court, and members of the community.

Physical Requirements (with or without reasonable accommodation):

• Standard office environment: sufficient strength, dexterity, coordination to use a keyboard and monitor on a daily basis.

• Requires the ability to communicate clearly in person and over the telephone.

• Requires grasping and manipulating of files and single pieces of paper.

• Occasional lifting of objects that may weigh up to 25 lbs.

• Ability to sit and work at a computer for extended periods of time.

• Some reaching for items above and below shoulder height.

Work Environment:

• Shared office environment with varying degrees of hot and cold air.

• Exposure to dust, printer, or fax toners.

• Ability to move from place to place within an office, other departments, the Hall of Justice courthouse, and other court locations.

• Must be able to traverse indoors and outdoors, over uneven ground and pavement in all types of weather.

• Constant interruptions, with high volume of telephone and personal interaction.

Important Recruitment Information

An eligibility list may be established for full time, part time, fixed term, provisionary positions.

This recruitment will close at 5:00 p.m. on March 29, 2024.

TO APPLY:Please visit our website atwww.ventura.courts.ca.gov. For consideration, please apply online. Please contact Court Human Resources at (805) 289-8618 if you are unable to access the application online.

APPLICATION EVALUATION:All applications received will be evaluated based on the requirements of the position. A comparative screening will be conducted to determine which of the applicants will be selected for invitation to the next step of the screening and selection process, using education, training, work history, knowledge, skills and abilities. Those individuals who are invited to continue to the next step in the screening and selection process will be contacted via the email address they provided in their application. Please note that screening process starts from review of application, all examination process, and even after a selection is made, including interaction and communication to Human Resources and other court personnel with regards to the recruitment process and information.

EXAMINATION/INTERVIEW PROCESS:The oral exam and selection interviews may be consolidated into one process. Following the evaluation of applications, qualified candidates may be invited to an oral panel interview (exam) and to selection interview separately, or combined, with the hiring deputy executive officers.Date: TBD

PERSONAL QUALIFICATIONS:All applicants must possess the personal qualifications generally recognized as essential to being an outstanding public employee, including integrity, initiative, dependability, courtesy, good judgment and ability to work with others as a team and follow instructions.

REASONABLE ACCOMMODATION: Ventura Superior Court provides reasonable accommodations upon request for applicants with disabilities. Please contact the Human Resources Department at 805-289-8618 if you feel you will need an accommodation for any aspect of the selection process. The Human Resources Department requests that it be advised of special needsat least five days priorto the examination so that a reasonable accommodation may be made.