ESSENTIAL FUNCTIONS
Administrative Direction - 25%
• Develop written plans and strategies to maintain records for facility, equipment, and grounds, including but not limited to maintenance records, seasonal work plans, fire extinguisher and heating system annual maintenance, winterization of buildings and equipment.
• Develop plans and methods to track building and equipment maintenance schedules, including all equipment operating manuals.
• Provide input to the Executive Director for the planning of the Association facility budget.
• Plan for staffing needs of facility, working with Executive Director.
• Plan for facilities needs to be fulfilled by outside contractors/vendors.
• Develop relationships with local vendors and contractors to facilitate identification and hiring as necessary for identified Association facility needs.
• Provide planning input and guidance to Association Management for upkeep of facilities, needed repairs, etc.
• Plan and organize work responsibilities according to priorities for facility staff.
• Establish and design the emergency preparedness plan to include training for staff.
• Confer with leadership on strategic facility needs.
Administrative Management - 40%
• Provide supervision to facilities staff, including scheduling, assignment of duties, training as needed, oversight/inspection of work, assisting in annual reviews, etc.
• Assist with ensuring volunteer direction and management procedures are followed according to established policies and procedures by providing guidance, leadership and resources for volunteers and volunteer leaders including recruitment, screening, orientation, training, evaluation, and management.
• Oversee all aspects of the cleaning, upkeep, maintenance, and repair of Extension’s building and grounds including the Administration Building and 4-H Training Center to ensure a safe, clean, and orderly work environment for clientele, volunteers, and employees.
• Resolve facility and maintenance issues and problems including any with staff or vendors.
• Maintain building and equipment maintenance schedules.
• Oversee and ensure completion of written plans and records for facility, equipment, and grounds, including but not limited to maintenance records, seasonal work plans, fire extinguisher, heating system annual maintenance, winterization of buildings and equipment.
• Provide guidance and recommendations to Executive Director and Building & Grounds Committee on state of facilities, needed repairs, upkeep, etc.
• Ensure emergency preparedness plans are monitored and kept up to date including trainings needed for staff.
• Oversee construction and renovation projects, moves, building security, inventory control, and scheduling of vendors and contractors.
• Collaborate with the Executive Director or designated staff to negotiate contracts with vendors and/or contractors and to ensure required risk management approvals are in place.
• Ensure efficient utilization of facility maintenance staff including performance management, development, and training of staff.
• In collaboration with the Executive Director, monitor facility budget. Monitor expenses and payments including verification of payment and invoicing matching contract pricing.
• Provides regular and special reports on the conduct of the project to the Board of Directors and board committees as required.
• Assure compliance of all OSHA/PESHA safety regulations.
• Assure security of the facility.
• Provide oversight to ensure timely performance of the following:
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Vehicle/Equipment: Oversee troubleshooting and scheduling of routine maintenance and inspections of vehicles and equipment; routine maintenance of building(s) mechanical equipment, including furnaces, air conditioners, ice machine, refrigeration units, etc. Maintain written plans and records for vehicles, facilities, equipment, and grounds, including maintenance records, seasonal work plans, etc. Ensure proper fire extinguisher maintenance.
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Rentals/Storage: Oversee and coordinate arrangements for storage and removal of winter storage vehicles. Make arrangements for buildings to be opened and closed, as necessary.
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Niagara County Fair: Oversee the preparation and maintenance of grounds, buildings, and driveways, etc. before, during and after fair; Oversee fair set up and tear down; manage trash/debris removal. Oversee electrician and electrical trouble shooting and repair.
Administrative Coordination/Operation - 30%
• Review and approve time cards and time-off requests for direct reports.
• Facilitate routine ordering of cleaning supplies, building materials, maintenance items, etc., to ensure adequate supplies and materials are available to conduct grounds keeping and custodial tasks.
• Safely operate all vehicles and other job-related equipment.
• Follow instructions regarding the use of chemicals and supplies. Record use and storage of all chemicals and cleaners utilized in MSDS record book as required.
• Conduct training on Emergency Preparedness to necessary staff.
• Maintains buildings, performing minor and routine painting, plumbing, electrical wiring, and other related maintenance activities.
• Maintain written plans and records for facility, equipment, and grounds, including but not limited to maintenance records, seasonal work plans, fire extinguisher and heating system annual maintenance, winterization of buildings and equipment.
• Makes minor maintenance repairs as needed (i.e., carpentry, plumbing, electrical, etc.).
• Track and ensure delivery schedules, quantity and quality criteria are met.
• Check completed work by contractors and vendors, follow up as needed.
• Collaborate with facilities staff to perform the following as necessary:
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Grounds Maintenance: Maintain the exterior of building and grounds. Perform landscape and road/sidewalk maintenance such as: mow grass, maintain shrubbery and area around shrubs, weeding, fertilizing, rolling, etc.; snowplow, shovel, and salt driveways, building entrances, parking lots, etc. Includes operation of small hand/motor equipment (lawn mower, weed eater, shovel, etc.) and large motor equipment (tractor, snow plow, etc.).
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Building Cleaning/Upkeep/Security: Clean and maintain all public areas, restrooms, meeting rooms, and offices; removing all garbage, trash, and recyclables; clean and maintain appliances and equipment such as refrigerators, stoves, hot water heaters, furnaces, lawn mowers, tractors, floor scrubbers, etc. Provide general maintenance and repairs, such as minor plumbing, electrical, carpentry, roofing, flooring, and painting as required. Maintain paper goods and supplies. Handle deliveries and errands. Includes maintaining security of buildings and grounds (opening, closing, and locking doors, etc.)
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Vehicle/Equipment/Lighting Upkeep: Schedule routine maintenance/inspections of vehicles and equipment; replace bulbs and/or ballasts of interior/exterior lighting, when necessary, keep light fixtures clean; troubleshoot and maintain building(s) mechanical equipment, including furnaces, air conditioners, ice machine, refrigeration units, etc.
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Vehicle/Equipment Record Maintenance: Maintain log of activities and duties performed on vehicles/equipment and any other forms, paperwork, records, etc. as assigned. Maintain written plans and records for vehicles, facilities, equipment, and grounds, including maintenance records, seasonal work plans, etc. Arrange for fire extinguisher maintenance. Perform routine maintenance of HVAC systems.
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Rentals/Storage: Consult Rental/Sign-out calendar daily for information regarding buildings and grounds use and make arrangements for buildings to be opened and closed. Interact with storage/rental customers and represent the Association as required for winter storage of vehicles. Check facilities after use by renters and report damage to Executive Director.
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Special Events: Set up and clean-up for events and meetings according to schedule and as directed, including emptying trash, cleaning restrooms, and restocking supplies, sweeping/cleaning/mopping/vacuuming/waxing floors, taking down and setting up tables and chairs, etc., interacting with and assisting customers and catering staff as needed and directed.
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Niagara County Fair: Maintain and prep grounds, buildings, and driveways, etc. before, during and after fair; Assist with fair set up and tear down; manage trash/debris removal. Interact with business and food vendors to resolve issues/problems and represent the Association as required.
• Represent the Association and interact with clientele, staff, volunteers, and the public in a courteous and respectful manner at all times.
• Prepare and submit accurate expense reports, mileage reports, receipts/supporting documentation, and/or vouchers in a timely manner per established policy and procedures.
• Maintain confidentiality of all information and data collected, accessed and/or maintained.
• Provide data and information to assist with preparation of reports, impact statements, and success stories for funders, advisory committees, Board, and others as requested.
• Transport self and/or program materials/resources necessary for performing position responsibilities.
Professional Improvement - 5%
• In cooperation with the Supervisor, jointly develop and pursue a professional development plan as a means to increase competencies relative to position accountabilities and to address changes in programming and association priorities.
• Participate in all required orientation, training, and/or in-service meetings and events as scheduled/required.
Health and Safety - Applies to all duties and functions
• Support the association to maintain a safe working environment.
• Be familiar and strive to follow any applicable federal, state, local regulations, association health and safety policy/procedure/requirement and standard.
• Act proactively to prevent accidents/injuries and communicate hazards to supervisors when identified.
Policy and Other Duties as Assigned - Applies to all duties and functions
• Collaborate in activities that are in general support of Cornell Cooperative Extension including but not limited to attendance at staff meetings, timely reporting of expenses, working with other staff, general marketing of Cooperative Extension programs and other duties as assigned.
• Conduct all programming and activities in accordance with applicable federal, state and local laws and regulations.
• Aware of, and adheres to, established Cornell Cooperative Extension Association policies, procedures, processes and Skills for Success.
• Represent Cornell Cooperative Extension to the public, community leaders, colleagues, volunteers, members of Cornell University faculty and staff, government officials and the general public in a professional manner at all times.
• Perform all assigned duties in a professional, timely, and accurate manner.
• Maintain regular and predictable attendance and punctuality.