MONTGOMERY COUNTY GOVERNMENT Code No. 5312
ROCKVILLE, MARYLAND Grade 24
CLASS SPECIFICATION
PROPERTY MANAGER II
DEFINITION OF CLASS:
This is supervisory work managing buildings and other facilities for the County,
which includes planning for, administering, providing, coordinating, reviewing
and in other ways assuring the full range of property management services performed
by County employees, contractors or others. Contacts include County managers,
supervisors and employees to exchange routine and non-routine information concerning
such matters as daily building conditions, office upgrades, housekeeping (including
trash and recycling services), first-order maintenance and repairs, and emergencies,
including power outages; representatives of non-County facility users for recurring
use issues, such as day care centers, or one-time events - community use of
public facilities or elections; such private sector contacts as general contractors,
task order or job order contractors, on-site contractor employees and suppliers,
and utility company representatives regarding utility services, and, less frequently,
State or Federal compliance inspectors. An employee in this class provides limited
direct service or assistance to the public.
An employee in this class is responsible for such property management services
as assurance of working building systems (including heating, cooling, lighting,
plumbing and fire suppression), provision of effective housekeeping (including
custodial service, trash removal and recycling), grounds maintenance, pest management,
maintenance and repair of flooring, ceilings and walls, set-ups, cosmetics and
upgrades of office space, and coordination of food service or vending service
for a number of diverse and important facilities or a single mega-facility (such
as the National Geographic Society/GE Technology Building). There are scheduled
and unscheduled property management activities, which range from cyclical maintenance
to quick, turn-around repairs. An employee in this class supervises County employees
and monitors the work of contractors or other parties, such as commercial property
management firms having primary or shared responsibility for management of facilities
leased by the County, by planning, scheduling, assigning, coordinating, reviewing
or inspecting work and, for County employee subordinates, participating in a
full range of personnel decisions. The supervisor makes ongoing assignments
in terms of continuing geographic or functional property management responsibilities,
financial and human resources available, service emphasis and priorities and
similar factors. The employee proceeds in this framework to plan daily and ongoing
work effort, independently coordinating, arranging for and overseeing services
as well obtaining needed approvals within guidelines and keeping the supervisor
informed. Completed work (including continuing services) is expected to be timely,
accurate, adequate, and consistent with such guidelines as procurement processes
and other administrative requirements, specific contracts, accepted trade practices,
maintenance priorities and such other critical requirements as effective customer
service. Guidelines, such as administrative procedures, building codes, contract
documents and accepted trade practices apply, but the employee uses judgment
and deviates from existing guides to effectively and efficiently address and
resolve unique problem situations. The complexity of this work is evidenced
by the requirement to manage multiple properties requiring the full range of
diverse property management services, working with multiple contracts and serving
a wide range of facility users, which altogether require considerable planning,
scheduling and problem solving to effectively provide continuing services and
assure first-order maintenance. The employee must treat a variety of conventional
problems associated with property management, such as tenant complaints, contractor
performance, emergency repairs, etc., in conformance with appropriate standards.
Work typically ranges from scheduled (cyclical, daily or more frequent) housekeeping
activities and electro-mechanical preventive maintenance checks and services
through quick responses to daily trouble calls generated by facility tenants
or discovered oneself or by others in daily inspections, and by community use
of public facilities to management or staging of short- and mid-term renovation
and remodeling projects of small to moderate scope or expenditure or such large
events as election support. The work directly impacts the safety (such as access,
egress, fire suppression, etc.), healthfulness (such as pest management and
working restrooms), usability (stable, working building systems) and overall
appearance of the properties managed. Work is primarily performed inside County
facilities, but the employee is required to occasionally spend periods of time
standing, walking, bending and reaching to inspect for needs and work performed
or to help oversee office moves or other functions.
EXAMPLES OF DUTIES: (Illustrative Only)
Analyzes building system issues, code requirements, facility occupant wants
and needs and other factors, supervises subordinate employees and monitors the
work of contractors directly, through subordinates or through others to provide
continuing services and get maintenance and repair work done within budget,
on time, to standard and in a customer service-oriented manner, with continuous
emphasis on safety.
Coordinates with Community Use of Public Facilities and the Board of Elections
to logistically support special events and elections through set-ups, take-downs
and other means (such as use of back-up generators).
Coordinates with others leading in major renovation and remodeling projects
(such as elevator upgrades and infrastructure changes) or leads in smaller scale
renovation and remodeling projects (such as dividing or merging existing interior
spaces), as well as cosmetically-focused projects (such as window dressing and
painting treatments), by meeting with facility users concerning their wants
and needs or work already approved, estimating costs, identifying phasing, scheduling
work to be done, reviewing/inspecting work done and performing related duties.
In planning office changes and agency moves, evaluates merits of contractual
versus in-house accomplishment.
Plans, schedules, assigns, and evaluates work of subordinate employees providing
in-house facilities maintenance services in County-owned/leased facilities.
Interviews and recommends selects for vacancies, trains employees and provides
for employee development, approves leave, manages and evaluate performance,
resolves informal complaints and grievances, initiates disciplinary action and
performs related work direction and supervisory personnel functions.
Administers contracts and oversees the work of contractors tasked with providing
cleaning and maintenance services (such as, cleaning, trash removal, recycling,
grounds maintenance, carpet cleaning, pest control and window washing, etc.)
in County-owned/leased facilities to ensure effective services and compliance
with terms and conditions of contractual agreements; keeps track of liquidated
damages (services not provided) to be deducted from payments; validates and
approves monthly invoices for payment, and performs related functions.
As assigned, prepares, maintains, and analyzes financial records for an operating
budget for the properties assigned, assembles budgetary data and reports, etc.
Receives, reviews and evaluates complaints regarding cleaning and maintenance
services in County facilities; determines and initiates appropriate corrective
action in coordination with various governmental and commercial agencies.
Develops bid specifications, evaluates bid proposals and quotations, recommends
awards and initiates procurement action for a variety of goods and services
(such as custodial services, pest control, refuse collection, grounds maintenance,
office upgrades and moves, fire extinguishers, etc.).
Provides input, from a property management perspective, on new buildings and
'green' building and energy management initiatives and participates in new building
commissioning.
Assures that interior signage and directories are appropriate in County facilities.
Maintains property management records of various types.
Provides coordination, resources, and support services to other Property Managers.
Serves as standby coordinator for 24-hour emergency maintenance services and
weather-related incidents.
Arranges for services from vendors for infrequent property services; compares
prices and selects vendor.
Reads warranties and general administrative information, writes reports (some
of which may require research), and prepares correspondence and other written
materials as needed.
Monitors leases, coordinating to have necessary maintenance completed in leased/owned
space and inspecting completed work.
May coordinate servicing, by others, of a fleet of vehicles.
Performs related duties as required.
MINIMUM QUALIFICATIONS:
Experience: Three (3) years of experience in providing a wide range of
property management services for a large facility or group of facilities.
Education: Graduation from an accredited college or university with a
Bachelor's Degree.
Equivalency: An equivalent combination of education and experience may
be substituted.
Knowledge, Skills and Abilities:
Thorough knowledge of the principles, practices and techniques of property management
(concerning such matters as building systems maintenance, housekeeping services,
grounds maintenance, etc.) to effectively manage properties; of building codes
applying to the building systems of the facilities managed to assure compliance;
of hazards common to offices and mixed use or industrial properties to assure
that properties managed meet baseline requirements for safe occupancy and use;
of contracting (including ability to rapidly acquire knowledge of the County's
procurement and task order processes) to assure continuing services, maintenance
and repairs by contractors; of work order systems (including ability to rapidly
acquire knowledge of the County's work order system) to ensure timely generation
of and response to work orders and manage associated records; and of related
bodies of information to plan, schedule, coordinate and review property management
work.
Knowledge of human resource management (including ability to rapidly acquire
knowledge of County personnel administration processes and procedures) to effectively
supervise subordinates; of budgeting and invoicing (including ability to rapidly
acquire knowledge of County processes and procedures) to effectively manage
fiscal resources; and of other administrative processes and procedures.
Skill in problem solving to select, organize and logically process relevant
information (verbal, numerical and technical) to solve a problem. Examples include
skill in planning, scheduling and coordinating work, in reviewing invoices or
providing input on energy management initiatives of DGS and in maintaining property
management records of various types.
Skill in written communication to understand written information (including
instructions, descriptions and ideas) and to express such information in writing
so that others will understand. Examples include using procurement and contracting
guidelines, personnel regulations and union contract provisions or reviewing
such documents as work orders and work specifications, and reading warranties
and general administrative information.
Skill in oral communication to understand verbal information (including instructions,
descriptions and ideas) and to express such information so that others will
understand. Examples include exchanging routine and non-routine information
about utility services, maintenance, repairs or capital improvement projects
with utility company liaisons, contractors and engineers, or housekeeping, usability
and progress or problems on recurring matters or special events with facility
users or event sponsors, and keeping subordinates and superiors informed.
Interpersonal skills to interact effectively with such diverse personal contacts
as janitors, semi-skilled/skilled trade workers, engineers, maintenance contractors,
suppliers, regulators (such as State compliance inspectors) and facility users
in a customer service-oriented, businesslike manner.
Skill in using a computer for Internet research, to communicate, to plan/schedule/track
work, costs and funding types, to word process and to perform related functions.
PROBATIONARY PERIOD:
Individuals appointed or promoted to this class will be required to serve a
probationary period of six months, during which time performance will be carefully
evaluated. Continuation in this class will be contingent upon successful completion
of the probationary period.
MEDICAL PROTOCOL: Core Exam
Class Established: April 1974
Revised: July 1979
May 1980
January 1988
May 1991 (M)
January 1996
November, 2009