Facilities Dispatcher (Facilities Maintenance Dispatch/Scheduler)

Job Description:

Facilities Dispatcher (Facilities Maintenance Dispatch/Scheduler)

Description

The Position

Job Appointment: Regular, Full-time

Work Schedule: Monday - Friday, 6:45 am- 3:15 pm. An alternate schedule may be available after probation.

Work Location: On-site; In-person work is to be conducted at 3315 NW 26th Avenue, Portland, OR 97210.

Benefits: Please check our benefit tab for an overview of benefits for this position.

Union Representation: This classification is represented by the District Council of Trade Unions (DCTU). To view this labor agreement, please click here . Applicants start at the entry salary rate . If you are a DCTU-represented employee, see the labor agreement for additional information or talk to your union representative.

Application Material: Please click APPLY to submit your application via the City of Portland’s online portal. You will need to attach a cover letter and resume.

Position Summary

The Bureau of Fleet & Facilities is looking for a Facilities Dispatcher who, under general supervision, will oversee the day-to-day maintenance and operations of City buildings. This role involves scheduling and dispatching Facilities Maintenance Technicians and building trades workers, as well as programming and troubleshooting lighting, HVAC, security, and other systems using direct digital controls. Additionally, the Dispatcher will create and manage access cards for City employees, utilize a computerized work management system to coordinate maintenance services, and handle scheduling for public meeting rooms, including room setups, audio-visual equipment, and security arrangements.

As a Facilities Dispatcher , you will:

• Prioritize, schedule, and account for the activities of Facilities Maintenance staff and of contract maintenance personnel using a computerized work management system; dispatch maintenance staff in response to calls for service.
  

• Ensure that routine maintenance schedules are adhered to and within guidelines; revise them as necessary.
  

• Schedule contracted services such as custodial, pest control, security, and recycling.
  

• Generate work orders and produce reports using facilities maintenance software.
  

• Interact with a variety of direct digital control systems, such as elevators, lighting, HVAC systems, locks and access cards in buildings equipped with these controls.
  

• Issue identification and access key cards to multiple City owned and/or operated facilities.
  

• Schedule the use of downtown meeting rooms and arrange for set-up of seating and security services as necessary.
  

• Appl y knowledge of basic safety and regulatory requirements to notify staff of potential hazards.
  

• Support Facilities Services by performing a variety of administrative functions such as mail sorting, routing telephone calls and messages, maintaining databases, and running reports.
  

• Provide coverage for certain Maintenance Planner/Scheduler and Storekeeper roles as needed.
  

• Perform related duties as assigned.
  

About the Bureau:

The Bureau of Fleet & Facilities (BFF) manages over 1.5 million square feet of City-owned facility assets valued at approximately $900 million, including the City’s highest-profile civic facilities. The organization provides facility operations and maintenance, capital project development and management, space planning and management, and property management and leasing services for City bureaus. The organization is also responsible for long-range capital and real estate planning.

Questions?
Amanda Hillebrecht, Senior Recruiter

Bureau of Human Resources

Amanda.Hillebrecht@portlandoregon.gov

To Qualify

The following minimum qualifications are required for this position:
E xperience using computerized work order scheduling and tracking systems.


E xperience applying facilities maintenance terminology, techniques, and priorities.


Ability to maintain files, records, and documentation.


E xperience monitoring building systems and controls.


Ability to prioritiz e an array of tasks according to general guidelines and practical constraints.


E xperience providing a high level of customer service and maintaining effective
working relationships with supervisors, co-workers, customers, and others encountered in the course of work.


Applicants must also possess:

• A current/valid state driver's license. Applicants must meet City " good driver " requirements.

Although not required, you may have the following:

• O ne year of journey-level experience in building maintenance; or an equivalent combination of training and experience.

The Recruitment Process

STEP 1: Apply online between September 16 , 2024 andSeptember 30, 2024

Required Application Materials:

• Resume
• Cover Letter
• Answer to three (3) Supplemental Questions (click on the Questions tab to preview the questions)
  

Optional Application Materials:

• Veteran documents to request for Veteran Preference (ex, DD214-Member 4, VA Benefit Letter, etc.)

Application Tips:

• The City of Portland has How to Apply Videos and offers How to Apply Classes once per month. If you have questions after watching the videos you are invited to contact the recruiter listed on the announcement.
• Your cover letter should include details describing your education, training, and/or experience, and where obtained, which clearly reflects your qualifications for each of the numbered items in the "To Qualify" section of this announcement.
• Your resume should support the details described in your cover letter.
• You can use AI tools to assist with your job application, but please make sure to personalize your responses to supplemental questions. Avoid copying and pasting. We encourage the use of AI to generate ideas and then tailor them to reflect your own experiences and skills.”
• Do not attach materials not requested.
  
• All completed applications for this position must be submitted no later than the closing date and time of this recruitment.
  
• All applications must be submitted via the City's online application process. E-mailed and/or faxed applications will not be accepted.
  

Step 2: Minimum Qualification Evaluation: Week of September 30, 2024

• An evaluation of each applicant's training and paid and unpaid experience, as demonstrated in their resume and cover letter, weighted 100%.
• Your resume and cover letter will be the basis for our evaluation of your qualifications for this position. Incomplete or inappropriate information may result in disqualification.
• You have 14 days from the notice of the minimum qualification evaluation results to let us know if you like to review and discuss your evaluation result. Please read the City of Portland Administrative Rule 3.01 for complete information.
• Additional evaluation may be required before the establishment of the eligible list and/or final selection.

Step 3: Establishment of Eligible List: Week of October 7 , 2024

• Candidates who meet the minimum qualifications will be placed on the equally ranked eligible list.

Step 4: Selection (Interview): Mid-October

• The hiring bureau will review and select candidates to interview.

Step 5: Offer of Employment: Late October

Step 6: Start Date: Nov ember

• A start date will be determined after all conditions of employment have been met.

*Timeline is approximate and subject to change*

Additional Information

Click here for additional information regarding the following:

• Veteran Preference
• ADA, Pregnancy, and Religious Accommodations
• Work Status
• Equal Employment Opportunity
  
  

A Career with the City of Portland offers many Employee Benefits

We offer a comprehensive benefits package, including but not limited to

• Health Care (Medical, Vision and Dental)
• Carrot Fertility
• Wellness Benefits
• Life Insurance
• Long-term disability coverage to eligible employees and their families.
• Employee Assistance Plan
• Flexible Spending Accounts
• Retirement
• Oregon Public Employees Retirement System (PERS), includingcontributions to the PERS IAP plan paid by employer
• Family Medical Leave
• City Paid Parental Leave

AND SO MANY MORE!

Benefits may vary depending on bargaining unit and employment status. Click here to review the many different benefits the City of Portland offers .

Closing Date/Time: 9/30/2024 11:59 PM Pacific

Salary:

$29.76 - $45.80 Hourly