Assistant Facilities Planning [United States]

 

About Us:

VOALA

Helping Our Most Vulnerable Change Their Life Stories

Volunteers of America is a non-profit human services organization committed to serving people in need, strengthening families, and building communities. VOALA provides a variety of social services to Los Angeles area communities such as Head Start programs, Upward Bound college prep programs, veterans’ services, homeless shelters, low-income housing program as well as drug and alcohol rehabilitation. Learn more at www.voala.org.

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JOB SUMMARY AND PURPOSE

This position is required in helping to continuously improve facility and safety functions and is responsible for providing various facility and operational services throughout multiple locations. Works closely with the Safety, Facilities & Accessibility Manager (SFAM) and Safety Coordinator(s) in ensuring facility functions and repairs are monitored and updated throughout the program year. Will also ensure that staff is trained on various safety trainings, maintains our Material Safety Database and several matrix platforms to track property profiles and documents.

DUTIES AND RESPONSIBILITIES

• Assist SFAM in maintaining facility profiles and documents all equipment up to date with current procedures, licensing and funder records requirements.
• Assist in the planning, monitoring, and implementation of facility plans and assessments. This will also include obtaining facility data and creating facility sketches and profiles and updating facility matrix.
• Conducts safe environments inspections, meetings or trainings when applicable.
• Coordinates and communicates safety data sheet and IPM materials.
• Participates in safety orientation for new hires or learning portal development and trainings.
• Participates in facility assessments, safety walks, site inspections, and on-going monitoring of systems that involve building, fire, and emergency codes as well as the Office of Head Start Facility and Environmental Health and Safety protocols.
• Assist in minor operations that might include the following:
• Community meetings
• Networking with city planning and development
• Hold or attend community or advisory meetings
• Attend Parent/Staff meetings
• Research and obtain community assessment data for projects and grants.
• Creates, follows up and monitors facility and incident reports, inspections, and procedures.
• Handles inventory and works with other service managers and administrative assistants on work orders, repairs, and audits.
• Trains, monitors, and supports staff on various environmental and facility functions/regulations within different programs.
• Maintains database for ordering supplies, safety emails and scheduling from safety website.
• Maintains and handles fiscal paperwork, JO/PO’s and scheduling of projects that involve building/playground functions, repairs, and fire/life safety items.
• Works with team and other managers in scheduling of safety events or events that require the safety team to be present. This might include attendance and active participation at the event and events that will include the CS Steam trailer or Safety Mascot.

Qualifications

REQUIREMENTS:

• Must be able to pass a fingerprint clearance, background check, including criminal history, personal references, employment and education verifications
• Proof at time of hire a Tuberculosis (TB) clearance and Health screening within 6 month prior to hire date. Annual influenza vaccination (between Aug1-Dec 1) Pertussis (whooping cough) and measles immunization, Health screening.
• CERT certified preferred. If not, certification will be required within the first 12 months of employment.
• Must hold class 3 California Drivers License and proper insurance as required with an acceptable driving record substantiated by a copy of DMV records. Must have access to an automobile with adequate insurance coverage and a valid California driver’s license, or means to other accessible transportation.

EDUCATION:

• Three years office experience

EXPERIENCE:

• Minimum three years’ experience in office setting.
• AA degree in safety, ergonomics, or environmental safety preferred.
• Experience with building and safety regulations, building and safety permits, DSA, Fire/Life/Safety Codes, maintenance repairs and functions.
• Experience with emergency preparedness and health and safety principles.
• Strong verbal and written communication skills.
• Experience in Head Start/Early Head Start programs preferred.
• Experience with Veteran or housing programs.
• Experience with OSHA/Title 22/Title 5/Head Start Performance Standards and Life safety codes regulations.

KNOWLEDGE:

• Working knowledge of child plus, excel, PPT and word
• Working knowledge of PO database and visio preferred.
• Understands, applies, and advocates all building and safety regulations and compliance quality measures set by the agency and mandated requirements.
• Fully understand and carry out all agency, government, and federal regulations.
• Other duties as assigned.

TECHNOLOGY SKILLS:

• Good computer skills: including Word, Excel, and PowerPoint

SKILLS AND ABILITIES:

• Strong analytical and problem-solving skills
• Ability to work under pressure and with tight deadlines
• Excellent communication skills
• Solid organizational and time management skills including attention to detail and multitasking skills
• Proven ability to get results in a complex, fast paced environment
• Able to apply and advocate all safety and compliance quality measures set by the agency and regulatory mandated requirements
• Able to instruct junior workers on proper techniques, best practices, and safety
• Able to understand written instructions, work orders, and inspection reports
• Ability to safely and successfully perform the essential job functions consistent with the ADA, FMLA, and other federal, state, and local standards, with or without reasonable accommodation, including meeting qualitative and quantitative productivity standards.
• Ability to maintain regular, punctual attendance consistent with ADA, FMLA, and other federal, state, and local standards.

INTERPERSONAL CHARACTERISTICS:

• Dependable, collaborative, have regular/dependable attendance, be prompt, positive mindset, flexible, organized

VOALA BENEFITS SUMMARY:

• Choice of 3 medical insurance plans
• Choice of 2 dental insurance plans (one plan for employee only; has no premium)
• Vision insurance plan
• Voluntary Supplemental Coverage
• Accidental Injury Coverage
• Hospital Care Coverage
• Critical Illness Coverage
• Paid vacation time
• Paid sick time
• 10 company paid holidays
• Company funded 401a retirement pension plan
• Optional employee contribution to 403b retirement savings plan
• Life and AD&D insurance
• Programs to maintain your health and well-being
• Employee Assistance Plan (EAP) – (No cost to employee and 100% confidential)
• Company funded Short-term Disability Insurance (STDI) Insurance
• Company funded Long-term Disability Insurance (LTD)

Volunteers of America is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex including sexual orientation and gender identity, national origin, disability, protected Veteran Status, or any other characteristic protected by applicable federal, state, or local law

This employer participates in E-Verify as required by the federal government and will provide the federal government with your Form 1-9 information to confirm that you are authorized to work in the U.S.

If E-Verify cannot confirm that you are authorized to work, this employer is required to give you written instructions and an opportunity to contact Department of Homeland Security (OHS) or Social Security Administration (SSA) so you can begin to resolve the issue before the employer can take any action against you, including terminating your employment.

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