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Job Standard for Facilities Records Manager

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  1. Click “View in Google Docs/Download” and download to Word.
  2. The Job Overview, Level Scope, Minimum Qualifications and Essential Job Functions are specific to this job’s competencies and cannot be edited.
  3. For the Job Posting you may;
    1. update/change the purpose to add in department specific information, 
    2. add key responsibilities to the 35% of the time, specific to your department needs, 
    3. add a preferred qualifications section
    4. post the position using the business title

The statements on this job standard are intended to describe the general nature of the role and level of work being performed. They are not intended to represent an exhaustive list of all responsibilities, duties and skills required of the employee.

Facilities Records Manager Overview

  • Work Type: Professional
  • Job Code: 75456
  • Pay Grade: P6
  • FLSA Status: Exempt
  • Career Level: Intermediate
  • Family: Campus Planning & Facilities
  • Function: Engineering & Architecture


Provide AES Support, along with a variety of skilled duties that support and assist Capital Planning, FO&M, in the development of a variety of projects campus wide. Manager facilities management drawings and record drawings.

Level Scope

Fully competent and productive professional contributor who applies acquired job skills, policies, and procedures to complete substantive assignments/projects/tasks of moderate scope and complexity.  Works independently with general supervision; exercises judgment within defined guidelines and practices to determine appropriate action. May provide guidance and assistance to entry level professionals and/or support employees. Typically hold a Bachelor’s Degree and 2 years of professional experience or equivalent relevant experience.

Minimum Qualifications

Bachelor’s Degree and 2 years of professional experience or equivalent relevant experience.

Knowledge, Skills, and Abilities

  • Experience in architectural/engineering design and construction practices.
  • Knowledge of building codes, land use and zoning laws.
  • Experience in building construction inspection and construction cost estimating.
  • Skills in the preparation of construction documents using the version of AutoCAD utilized by Architectural & Engineering Services.
  • Knowledge of construction contracts and contract law.
  • Knowledge of architectural professional practice procedures.
  • Skills in appropriate human relations with expertise in communication; excellent customer service/team player.
  • Knowledge and experience in DPW regulations and procedures.
  • Ability to multi-task and adapt to other duties as assigned.

Essential Functions

Key Responsibilities

60% of Time the Facilities Records Manager must:

  • Manage facilities management drawings and record drawings, both in hard and electronic form.
  • Support AES, FO&M, OIT, and Capital Planning staff by providing: accurately coordinated information of existing campus infrastructure, knowledgeable building code advice in support of preliminary design and space layout.
  • Coordinate and provide assistance to A&E Services project managers, FO&M and Capital Planning staff in developing plans and specifications for projects designed in-house, including small projects and projects delegated to the University by the Division of Public Works.
  • Assist project managers with reproduction and distribution of architectural plans for bidding.
  • Develop and maintain AES archives for all construction projects (hard copy and electronic).
  • Modify and update construction drawings for in-house designed projects throughout construction. Prepare final record drawings for in-house projects.
  • Document changes and upgrades to various underground utilities campus wide.
  • Discuss needs with clients.  Develop bidding documents. Obtain estimates.  Work with contractor to resolve complications.

35% of Time the Facilities Records Manager

  • Determined by department needs

5% of Time the Facilities Records Manager

  • Perform other duties as assigned

Work Environment and Physical Demands

Some positions may involve frequent bending, moving, lifting, and carrying material weighing up to 50 pounds; some positions may involve moving, lifting, and carrying material weighing up to 70 pounds; standing up to eight hours each day; working in all weather conditions; exposure to high noise levels and require wearing hearing protection.

Travel Requirement

Regular travel within campus and the Boise metro area 66-100%

Long-distance or overnight travel 1-5%

Career Path

Additional training/education or equivalent experience, as well as business need, are required for movement into higher level jobs.


Incumbent must perform the essential duties and responsibilities with or without reasonable accommodation. The above statements are intended to describe the general nature and level of work.  Final employment offers are contingent upon a Final Candidate’s successful completion of a Background Verification, and a determination by the University that the information derived from the Background Verification does not disqualify the individual.  In addition, a Financial History Check and Motor Vehicle Record (MVR) Check may be required.