Facilities Assistant

POSITION SUMMARY

At Planned Parenthood of Greater New York (PPGNY), our greatest strengths are the employees who empower every individual with the information, resources, and care they need to live happy, healthy lives.

This position is responsible for effectively responding to all issues that affect the Facilities of PPGNY Region 1 locations, as well as assisting in other regions as needed, under the supervision of the Region 1 Facilities & Security Manager, whether directly and hands-on or by coordinating estimates from vendors. These issues include day-to-day maintenance matters as well as major repairs and/or buildouts.

• Travel: This is a full-time position located within New York City and involves travel within the region and New York State about 100% of the time. Primary travel will be to Region 1 locations with travel to other regional locations less than 10% of the time.

DUTIES AND RESPONSIBILITIES (WEIGHTED & WITH DETAIL)

Essential Functions: include, but are not limited to, the following:

Program and Office Support (15%)

• Able to maintain and update systems to coordinate and facilitate workflow.

• Attend orientation, training, and staff development functions as required.

• Effectively communicate with leadership regarding daily duties and affiliate needs.

Customer Service Responsibilities (10%)

• Prioritize and respond to emergent situations, analyze and take appropriate action which may include outsourcing the work.

Daily Workflow (75%)

Oversees building and grounds maintenance including but not limited to:

• Performing audits and inspections at the direction of Facilities & Security Management Team

• Updating logs

• Maintaining and efficiently responding to facilities tickets

• Performing basic housekeeping duties

• Yard maintenance including weeding, garbage pick-up, mowing, salting, snow shoveling, etc.

• Regular maintenance and inspection of exterior security lights and interior lights

• Ensure timely and regular inspection and repair of buildings and equipment. Keep organized records of inspections and repairs. Inspect buildings’ structures to determine the need for repairs or renovations.

• Manage the upkeep of equipment and supplies to meet health and safety standards.

• Analyze building needs and recommend solutions within financial constraints and be responsible for building repairs including but not limited to: (i) carpentry work and repair, (ii) change light fixtures and ballasts, (iii) minor HVAC repairs, (iv) minor plumbing repairs, (v) roof inspections, (vi) ability to prep and paint walls as needed, (vi) major plumbing and roofing repairs (and disposal of old materials)by outsourcing the jobs as needed.

• Ensure timely and regular inspection and repair of buildings and equipment. Keep organized records of inspections and repairs. Inspect buildings’ structures to determine the need for repairs or renovations.

• Supervise external contractors during capital improvements; Checks completed work by vendors and contractors.

• Assist in discarding bulk trash for all sites and work on special projects as assigned by Facilities supervisors during renovation work at the sites.

• Install and change locks and doors as needed.

• Assist with key control.

• All other duties as assigned.

Special Projects (5%)

• Moving furniture and supplies throughout the agency with special attention given to all Centers; assist in discarding bulk trash for all sites and work in special projects assigned by Facilities supervisors during renovation work at the sites.

• Assist in covering mail, shipping and receiving areas during staff shortage, and to include the collection and distribution of agency mail, all interoffice mail, the stamping and coding of all outgoing agency mail, and in making copies of forms for all Centers and departments. Tracks orders for toners for all Centers.

CORE COMPETENCIES

• A demonstrated commitment to PPGNY’s mission related to bodily autonomy, health equity, gender and racial justice.

• A demonstrated commitment to learning about and enhancing practices related to racial equity and its impact on healthcare systems.

• Strong relationship building and communication skills, including an ability to work and build trust across cultural differences related to race, class, age, gender, gender identity and expression, sexual orientation, religion, ethnicity, national origin or ability; and to reflect on one’s personal identity with humility.

Cultural Awareness:

All employees are required to demonstrate the importance of the ethical and cultural awareness commitment of Planned Parenthood by:

• Demonstrating empathy; recognizing inherent worth, and treating individuals with respect

• Protecting confidentiality of staff

• Appreciating the Planned Parenthood culture and its function in human behavior, and recognizing cultural strengths

• Seeking to understand patient’s cultures and value of diversity to be able to provide competent services.

Customer Service:

• Builds and maintains positive, quality relationships with customers, both internal (colleagues) and external (patients, clients, donors etc)

• Demonstrates commitment to exceeding customer expectations at every opportunity.

• Responds positively to customer concerns and demonstrates effective problem-solving skills.

• Consistently interacts positively with internal and external customers.

• Always wear a PPGNY identifying name tag when working in the health centers.

Mandatory Reporting:

• Planned Parenthood has zero tolerance for non-compliance with our policies and procedures for addressing situations that endanger the welfare of minors, including our policies and procedures relating to state mandatory reporting laws.

• Management will train employees upon hire and annually regarding agency policies and procedures for handling situations involving conduct that endangers the welfare of minors, including mandatory reporting requirements. Confirmed failure to comply with these policies and procedures will result in termination of employment.

Risk & Quality Management (RQM)

• Makes a commitment to participate in PPGNY’s Risk and Quality initiatives.

• High School diploma or GED
• Professional knowledge may be obtained through formal education and/or through work experience.
• Prior work experience: at least 3 years prior work experience in the areas of construction, electrical, plumbing, and/or HVAC
• Bi-lingual preferred

• Current Valid Driver’s License and reliable personal transportation
• Remedial computer skills
• Well organized, and able to optimize the use of space and equipment while reducing operating costs.
• Knowledge of bid sheets and bid process for a variety of work.
• Good analytical/critical thinking; decision making and problem-solving skills.
• Strong project management skills
• Excellent customer service and communication skills
• Ability to climb an extension ladder and a step ladder.
• Bending at the waist, sitting kneeling, laying horizontally, climbing, walking
• Ability to use power tools.
• Ability to work in team settings and work independently.
• Ability to multi-task.
• Ability to communicate effectively and in a nonjudgmental manner or attitude.
• Ability to read, write and do arithmetic.

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee is required to continuously talk and hear, frequently sit, stand, walk, reach, grasp, handle small objects, use repetitive motions of the hands and wrists. Work requires bending and lifting. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.
• Ability to push a maximum of 100 pounds ability to lift minimum 50 pounds.
• Must be able to maintain a flexible schedule and during peak activity periods work in excess of 7.5 hours per day and/or 37.5 hours per week.
• Must be able to walk up and downs stairs and climb a ladder.

• Medical requirements of the position:
• All staff who interact with patients and clients are required to meet the Department of Health medical requirements including but not limited to an annual tuberculin test (PPD) and physical.

PPGNY's benefits package includes:

Generous PTO and holiday schedule

Medical, dental and vision coverage options for you and eligible dependents

FSA, HSA, Commuter pre-tax reimbursement funds

Short- and Long-Term Disability, Free Basic Life and AD&D

401(k) Retirement Plan with Safe Harbor contributions after 1 year of employment

All positions at PPGNY require:

Proof of immunization or immunity to certain communicable diseases (including influenza during the flu season and Covid-19) and testing for tuberculosis. These certifications are required by the NYC DOHMH Health Code, NYSDOH and OSHA.

Planned Parenthood of Greater New York (PPGNY) is a leading provider, educator, and advocate of sexual and reproductive health care in New York State. PPGNY is proud to provide a wide-range of family planning services at our brick-and-mortar health centers and mobile care units. We care for everyone regardless of their immigration status, zip code or ability to pay. PPGNY’s education and outreach programs are backed by medically accurate, evidence-based information that allows people to make informed decisions about their health and future. As a voice for reproductive freedom, PPGNY supports legislation and policies that ensure all New Yorkers have access to the full range of reproductive health care and education.

At PPGNY, we provide the absolute best care to our patients and our communities through innovative health care delivery and education programming. We care for everyone who walks through our doors regardless of insurance, ability to pay or immigration status. As a leading voice for reproductive freedom, PPGNY fiercely advocates for policies to ensure that all New Yorkers will have access to the full range of reproductive health care services and information.

PPGNY is committed to diversity, equity, and inclusion. We believe we are most impactful when people with a wide range of backgrounds, experiences, and identities come together with common purpose. We encourage candidates from all backgrounds to apply.