• Facilities Systems Analyst

    Posted Date 4 months ago(8/6/2019 2:15 PM)
    Req ID
    Boston Public Library
    Regular Full-Time
    BPL Buildings
    Salary Min
    Salary Max
    Contact Email
  • Overview:

    Brief Job Description (essential functions of the job):


    Position Overview:

    This position supports the systems, workflow and functions of the Facilities Office, under the direction of Facilities Department management. This position also acts as back-up to Facilities Office support staff, including but not limited to telephone, email and ticketing answering duties, and the coordination and scheduling thereof. The systems analysis work is related to basic workflow configuration of systems, data reporting, report preparation, facilities systems data integrity and item-level or bulk data entry. This position works closely with designated IT department personnel and designated City of Boston support personnel for application, infrastructure and workflow support.


    Reports to

    Superintendent of Buildings or Designate


    Scope of Responsibility

    1. Assists department members in day to day use of facilities department computer systems, escalating any IT problems to the appropriate contacts.
    2. Is the primary go-to person for administering, supporting user-level workflow and configuration issues of the Inventory Management System, Work Order and Facilities Ticketing and related systems; Building Management Systems, Energy Management Systems and Energy Data Warehouse and related systems; Security and related systems.
    3. May maintain local user account databases for facilities systems in conjunction with IT policies, procedures and personnel; will coordinate with IT in the absence of any formally documented procedures.
    4. Will create and schedule recurring and one time queries and reports as needed.
    5. Will be responsible for archiving and warehousing any identified large data sets, on a scheduled basis, in conjunction with IT and or vendor support as needed.
    6. Assists facilities staff in the preparation of data for inventory management.
    7. Will coordinate with finance and business office staff regarding updates to facilities maintained inventory and related purchasing updates.
    8. Assists in the ordering of facilities equipment, materials and supplies.
    9. Acts as backup for other facilities office staff.
    10. Assists in the coordination of all telephone and email response and answering procedures and schedules within the facilities department.
    11. Maintains asset inventory of hardware, software licenses and warranties, repair documentation and service history for facilities systems.
    12. Assists in defining and documenting standard operating procedures for facilities functions and staff.
    13. Assists in the identification of opportunities for workflow, process and systems improvements based on facilities department goals of improving customer service and efficiency.
    14. Interacts with public and staff and provides excellent customer service.
    15. Attends training as directed.
    16. Supervises other full-time and part-time department personnel as and when appropriate.
    17. Performs other related duties as required.

    Minimum Entrance Qualifications:


    • Ability to accept responsibility, lead, supervise and direct the work of others, to plan and supervise work of the unit to satisfactory completion, and to collaborate successfully with other staff.
    • Proficiency with MS Word, Outlook, and Excel.
    • Ability to communicate effectively and to present ideas clearly.
    • Demonstrates initiative and appropriate independent decision making skills.
    • Identifies, plans and prioritizes job responsibilities and tasks.
    • Demonstrated ability to work under deadlines.



    1. Education - High School graduate or equivalent. Associate or Bachelor Degree preferred.
    2. Experience - Two to four years work experience in a facilities or operations department, experience using up to date and industry-standard facilities department software and hardware. Relevant equivalent experience from other fields may be substituted.
    1. Specialized Experience - Demonstrated ability and experience with reporting tools.



    1. Ability to exercise good judgment and focus on detail as required by the job.
    2. Residency - Must be a resident of the City of Boston upon the first day of hire.
    3. CORI - Must successfully clear a Criminal Offenders Record Information check with the City of Boston.



    Union/Salary Plan/Grade:   AFP / LA / 8

    Hours per week: 35


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