Better is Possible.
Information Technology (IT) & Facilities Operations Lead (Full-TIme, 40 Hours)
The purpose of this position is to oversee and support the agency’s Information Technology and Facility Management functions to maintain safe, reliable, and effective environments for staff and programs.
ESSENTIAL DUTIES and RESPONSIBILITIES:
Information Technology Management (60%)
Provide oversight and management of the agency’s Information Technology and Communication systems.
- Serve as the primary point of contact for the Managed Information Technology partner.
- Serve as the primary point of contact for the Unified Communications Service partner (VOIP, virtual conferencing, instant messaging).
- Provide basic support for Unified Communications services—including user setup/termination, equipment, software, and licensing.
- Provide basic IT support for common issues (e.g., password resets, printer setup/troubleshooting, workstation issues) and escalate complex matters to the Managed IT partner.
- Serve as the primary internal contact for all IT-related requests and support tickets.
- Monitor IT ticket progress and ensure timely resolution.
- Maintain documentation of IT processes, vendor contacts, and service agreements.
- Provide basic technological support for agency staff across all locations.
- Oversee IT policies and procedures, the IT Disaster Recovery Plan, and annual IT security training.
- Assist with equipment and software procurement, setup, distribution, and recycling/destruction.
- Maintain inventory of hardware and software licenses.
- Conduct IT onboarding and offboarding tasks, including account setup and equipment distribution.
- Deliver annual staff security training and manage/monitor online security training programs (IT Security and Phishing Program).
- Conduct security and risk assessments as needed.
- Continually update & improve technology initiatives & processes
Facilities Management (35%)
Oversee agency facilities and related services to ensure safe, functional, and well‑supported environments for staff and program operations
- Serve as the primary contact for the Facility Management partner (maintenance and repairs).
- Serve as the primary contact for the Facility Security partner (access control, camera systems, alarm monitoring).
- Serve as the primary contact for the Facility Commercial Cleaning partner across all agency locations.
- Submit, track, and follow up on facility requests and work orders.
- Serve as the main contact for general contractors and facility service providers.
- Maintain and update all facility leases, equipment leases, maintenance agreements, and facility service agreements.
- Assist in developing the long-term facility management schedule.
- Manage building access and issue facility keys and badges (Stillwater, Lake Elmo, and St. Paul).
- Monitor the condition of agency-owned facilities and report maintenance needs.
- Conduct facility walk-throughs once per month and perform annual office maintenance and safety reviews.
- Coordinate office moves, workstation setups, space planning, and furniture inventory.
- Ensure compliance with building policies, safety procedures, and access protocols.
- Coordinate fire safety inspections and emergency preparedness procedures.
- Conduct annual Fire Drill/ and Tornado Safety Drill training for employees
- Maintain, update, and distribute the agency’s Business Continuity Plan annually.
- Assist with planning facility upgrades
Miscellaneous/Other Duties as Assigned (5%)
- Serve on agency committees or task forces as needed.
- Develop and maintain a diverse work force. Manage in ways that maximize the potential of all workers by assuring sensitive and respectful treatment by and toward all employees. Ensure that services are delivered with cultural sensitivity and competence. Promote the development of cultural competence in all employees. Create and maintain a work climate that is inclusive and free of bias.
- As with all FamilyMeans staff positions, this position is responsible for helping ensure volunteers and interns have exemplary experience during all interactions with FamilyMeans and is expected to consistently maintain a high level of customer service to all guests, clients, and fellow team members.
- Participate in and contribute to the agency’s Performance Quality Improvement process.
- Perform other duties as needed to support the mission of the organization.
An individual in this position must be able to successfully perform the essential duties and responsibilities listed above. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position
QUALIFICATIONS:
Education
- High school diploma or equivalent is required. Bachelor’s degree in management or other related education or training is desired.
Experience
- 2+ years’ experience in a Facilities management and/or IT Support position is required, with the experience ideally obtained in a human service or health care setting.
Knowledge and Skills
- Basic IT knowledge or willingness to learn
- Basic Facility Management knowledge or willingness to learn
- Ability to manage multiple concurrent requests and projects while maintaining composure, professionalism, and exceptional customer service.
- Requires excellent oral, written, and interpersonal communication skills to effectively communicate with employees, interns, volunteers, program participants and other supporters.
- Must have the ability to read, interpret, write, and complete documents such as reports, technical information, and general correspondence
- Demonstrated attention to detail
- Requires knowledge of and the ability to use a variety of standard office equipment such as a computer, printer, copy machine, telephone system.
- Ability to type proficiently
- Knowledge of and experience using Microsoft Office 365 (i.e. Word, Excel, PowerPoint, Outlook)
- Ability to work independently, exercise good judgement and manage multiple priorities to ensure work is completed in a timely and productive manner.
- Ability to work with and maintain confidential information
- Ability to develop and maintain sensitivity to employee and client diversity in the workplace and demonstrate respectful treatment of others.
- Willingness to develop cultural competence related to the services provided by the agency.
PHYSICAL AND MENTAL DEMANDS:
The mental and physical requirements described here are representative of those that must be met by an individual to successfully perform the essential functions of this position.
While performing the duties of this job, the employee is frequently required to sit, talk and/or hear, and/or use hands to finger, handle, or touch objects, tools, or controls. The employee is occasionally required to stand, and/or move throughout the facility. The employee must occasionally lift and/or move up to 10 pounds while moving files or small packages. Specific vision abilities required by this job include close vision and the ability to adjust focus. This position requires use of the computer, fax machine, copy machine and the telephone.
The incumbent must be able to effectively and efficiently provide support services to staff and both in-person and by telephone on a regular, ongoing basis. Must be able to work effectively in a fast-paced environment and manage stressful situations with professionalism. Must be adaptable and respond effectively to changes in situations or information. Must be able to work with frequent interruptions.
WORKING ENVIRONMENT:
The work environment characteristics described here are representative of those individual encounters while performing the essential functions of this position.
Work is performed in an office environment. The noise level in the work environment is usually moderate.
Job Type: Full- Time 40 hours/week
Schedule: Monday - Friday daytime hours, schedule to be discussed with hiring manager. The typical schedule looks like M-Th 8am-5:30pm, Friday 8am-noon, but we are open to variation. The position may require outside of your schedule needs from time to time.
Location: This is a mostly in-office role at our Stillwater, MN Location. One day per week may be from home, after you are trained in on your positions (typically 3-6 months)
Pay: $55,000 - $63,000 annual salary
Benefits: Medical (2 plans are offered 100% free for employees this year), Dental, PTO, Paid Holidays, Retirement Account, Employee Assistance Program, Flexible scheduling!
Please submit cover letter and resume to Holland Locke, 1875 Northwestern Ave S., Stillwater, MN 55082 or at hlocke@familymeans.org. An employment application can be downloaded, printed and submitted at the time of applying.