Facilities Planner (Pending Title Change: Facilities Planning and Compliance Manager)

Ventura Unified School District; Ventura (CA); On-site; USD 90,000 - 120,000; Full time

Job summary

Ventura Unified School District is seeking a qualified professional to plan, organize, and manage district-wide deferred and preventive maintenance programs. The role develops multi-year plans, coordinates with facilities staff, and oversees procurement and contracts to ensure reliable building operations.

The position requires a bachelor's degree in a related field and at least four years in facilities, maintenance, or project management, with leadership experience preferred.

Qualifications

• Bachelor's degree in facilities management, construction management, engineering, architecture, environmental studies, energy management, or related field.
• 4+ years in facilities, maintenance, or project management; lead or program-management experience preferred.

Responsibilities

• Plan, organizes, manages, and evaluates district-wide deferred maintenance and preventive maintenance programs.
• Develop multi-year deferred maintenance plan based on facility assessments and needs.
• Coordinate preventive maintenance with facilities staff; review data and backlogs to identify systemic needs.
• Develop scopes of work, procurement materials, and oversee contracts and procurement processes.
• Maintain records and dashboards showing program status, costs, and progress toward objectives.

Skills

Facilities management

Project management

Energy management

Contract management

Education

Bachelor's degree in a related field

Job description

RECRUITMENT TYPE:

OPEN/DUAL CERTIFICATION - open to all qualifying applicants

APPLICATION PROCESS

All applications must be submitted online. Application submissions will not be accepted after the recruitment closing date and time. Applicants may be rejected on the basis of an incomplete application or failure to meet minimum qualifications. The application is part of the selection process and is part of an overall assessment of acceptability for employment. All information provided is subject to independent verification of its accuracy. It is the responsibility of the applicant to provide correct contact information by which to be notified.

ENTRANCE QUALIFICATION EVALUATION

The screening process for this position, which may be subject to modification, will include some form of a(n): application screening, initial qualifications screening, documentation/certification screening, and supplemental application screening. The stated qualifications for the position represent only the minimum requirements and do not guarantee qualification for examination and/or placement on an eligibility list.

ESTABLISHMENT OF ELIGIBILITY

Candidates who are successful in all screening and testing stages will be placed on an eligibility list. Typically, an eligibility list for a classification expires after six (6) months. Candidates on the expired eligibility list are no longer considered for positions within the class. An eligibility list may be extended by the Personnel Commission beyond six months, not to exceed two (2) years.

ADDITIONAL SALARY INFORMATION

New Hires – Initial Salary Placement

The District has established criteria in place that recognizes the education and experience new employees bring to their role in supporting students and the services of the District. Upon approval of the Director of Classified Human Resources, a new employee may be provided with advanced step placement up to Step 5 based on the following criteria:

• Additional qualifying experience beyond that required for entry into the class (limited to no more than one step for each two years of experience related to the classification)
• Additional education at the college level beyond the educational requirements established for entry into the class (limited to no more than one step for each two years of education related to the position)

All new hires placed at Step 1 of the salary schedule will advance to Step 2 after successfully completing the six-month probationary period.

Longevity increments are offered based on years of service with the District: an additional 1.20% of base salary after completing 4 years of service, 4.10% at 9 years, 7.08% at 14 years, 10.15% at 19 years, 13.31% at 24 years, 16.46% at 29 years.

Promotional and/or transfer candidates

will be placed at the appropriate step in accordance with established Personnel Commission Rules & Regulations.

Education Incentives

All active, regular classified employees are eligible for an education incentive if they possess a college degree above and beyond the stated minimum qualifications for their classification.

AA/AS = 2.50%

BA/BS = 4.00%

MA/MS = 5.00%

Ed.D./Ph.D/JD = 6.00%

(Percentage increase on base salary, paid monthly)

DISCLAIMER: The official job specification for this position is pending a comprehensive revision. Expected scope of work is detailed below:

Plans, organizes, manages, and evaluates Districtwide deferred maintenance and preventive maintenance programs for buildings, grounds, building systems, and related infrastructure; in collaboration and consultation with Director, establishes service standards, inspection cycles, priorities, schedules, and performance measures.

Develops and maintains a multi-year deferred maintenance plan based on facility condition assessments, asset age and condition, educational and operational needs, life-cycle cost, risk, regulatory obligations, available funding, and anticipated replacement requirements.

Coordinates preventive maintenance activities with facilities maintenance staff; reviews work-order and asset data, recurring failures, service histories, and backlog trends to identify systemic needs and improve reliability, useful life, and operational continuity.

Manages assigned maintenance, repair, renovation, modernization, and infrastructure projects from planning through closeout; defines scope, budget, schedule, procurement strategy, quality expectations, site impacts, and acceptance criteria.

Develops project estimates, budgets, cash-flow projections, schedules, and status reports; monitors commitments, expenditures, change orders, contingencies, milestones, and funding restrictions; identifies variances and recommends corrective action.

Prepares scopes of work, specifications, requests for qualifications, requests for proposals, bid documents, and other procurement materials; participates in the selection and evaluation of architects, engineers, inspectors, contractors, consultants, energy-service providers, and other professional services.

Administers assigned contracts and purchase orders; reviews proposals, invoices, pay applications, submittals, schedules, warranties, closeout documents, and contractor performance for completeness and conformance with District requirements.

Coordinates project activities with school administrators, District departments, design professionals, contractors, inspectors, utilities, and public agencies; plans phasing and communicates schedules, access limitations, outages, safety requirements, and operational impacts.

Conducts and coordinates facility inspections, condition assessments, compliance reviews, and project site visits; documents deficiencies, establishes corrective-action priorities, tracks resolution, and maintains auditable records.

Monitors applicable federal, state, and local laws, codes, standards, permits, testing and inspection requirements, and District policies affecting school facilities and assigned projects; coordinates required filings, certifications, reports, and corrective actions with appropriate staff and agencies.

Coordinates assigned compliance activities involving building and fire‑life-safety systems, accessibility, environmental and hazardous‑material requirements, indoor environmental conditions, stormwater and utility requirements, and other regulated facility programs; refers specialized determinations to qualified professionals as appropriate.

Maintains facility, asset, warranty, inspection, testing, permit, project, and compliance records; develops dashboards and management reports that show program status, costs, risks, deadlines, backlog, energy performance, and progress toward established objectives.

Prepares Board agenda materials, presentations, correspondence, reports, and recommendations as assigned;

Develops and maintains cooperative relationships with District staff, employee organizations, consultants, contractors, regulatory agencies, utility representatives, and community stakeholders.

ENERGY SYSTEM MANAGEMENT:

Plans, manages, and evaluates the District's energy-management and conservation functions, including energy management systems, building automation and control systems, thermal energy systems, metering, utility data, and related mechanical and electrical controls.

Establishes operating schedules, temperature and control standards, alarm-response protocols, trending practices, and performance benchmarks that balance energy efficiency, indoor environmental quality, equipment protection, instructional needs, and occupant comfort.

Directs routine monitoring and diagnostics of energy management and mechanical control systems; analyzes alarms, trends, overrides, equipment run times, and other operating data; identifies control-system deficiencies and coordinates programming, calibration, repair, or replacement.

Coordinates on‑site electrical, electronic, mechanical, and computer-based testing of thermal energy and building‑control equipment; diagnoses or directs diagnosis of mechanical, electrical, electronic, communications, and programming problems and verifies corrective action.

Plans and coordinates additions and modifications to computerized control systems, including controllers, sensors, communications, wiring, circuit boards, graphics, sequences of operation, and programming; ensures that work is performed by appropriately qualified staff or vendors.

Provides technical direction and assistance to HVAC, electrical, maintenance, information‑technology, and site staff; develops operating guidance and provides basic information to school personnel regarding the intended use and function of energy‑management systems.

Reviews and analyzes electric, gas, water, and other utility bills and interval data for accuracy, unusual usage, rate application, demand charges, and conservation opportunities; resolves discrepancies, documents findings, and prepares invoices for payment in accordance with District procedures.

Develops energy‑use baselines, forecasts, reports, and recommendations; evaluates conservation measures, equipment replacements, incentives, rebates, demand‑response opportunities, renewable‑energy or storage projects, and other strategies using life‑cycle cost and operational considerations.

Coordinates the work of utilities, energy-service providers, controls contractors, and other vendors; communicates service needs, site conditions, response status, schedules, corrective‑action timelines, testing results, and project closeout information to affected sites and District leadership.

Maintains current technical knowledge through training, professional publications, regulatory updates, utility programs, and consultation with qualified professionals.

Note: Job Specification is pending review and approval, including changes to the minimum qualification requirement as detailed below.

EDUCATION AND EXPERIENCE:

A bachelor's degree in facilities management, construction management, engineering, architecture, environmental studies, energy management, or a closely related field, and four (4) years of increasingly responsible experience in facilities, maintenance, construction or project management, building systems, energy management, or regulatory compliance, including at least two years in a lead, supervisory, or program‑management capacity.

Additional qualifying experience may substitute for the education requirement on a year‑for‑year basis. Experience in a California public agency or educational environment is desirable.

LICENSES CERTIFICATIONS AND OTHER REQUIREMENTS:

• A valid California driver's license and availability of private transportation, or the ability to provide transportation between District sites.
• Incumbents may be required to obtain and maintain job‑related certifications or training based on assigned program responsibilities.

EXAMINATION PROCESS

The examination process may include any combination of the following: a training and experience (T&E) evaluation; a web-based general assessment or written knowledge examination; a hands‑on or performance examination; a structured panel interview; a situational judgment interview; or another assessment designed to evaluate the knowledge, skills, and competencies necessary for effective job performance.

All components of the examination process will be job‑related. Candidates must attain a passing score on each examination component to advance to the next stage of the selection process and, ultimately, to be placed on an eligibility list.

DISABILITY ACCOMMODATION

Requests for reasonable accommodations for the examination process must be made no less than two (2) days prior to the examination. Requests must be signed by a medical doctor, school psychologist, or learning consultant as appropriate and must be on provider letterhead and contain an actual signature.

EXAM PROTESTS

Protest of any part of the exam process must be in writing and submitted to the Director, Classified Human Resources no later than five (5) working days from the date you participated in the exam. Any protest must include rationale to support the protest and shall include supporting documentation or references. Protests must be based on illegal discrimination, abuse of discretion, or procedure/process error. Protests should NOT be based on receiving unexpected results. We cannot be responsible for lost mail, misdirected mail, or failure of mail to be delivered after it has been entrusted to the U.S. Postal Service.

SELECTION PROCESS

The selection process tentatively includes the following:

Step 1: Application Screening (pass/fail) - Applications will be screened for minimum entrance qualifications. Applications will be evaluated and ranked according to criteria that most closely meets the needs of the department, so it is essential that applicants provide as much detail as possible and answer all parts of the application, including work experience and the supplemental questionnaire, if applicable. If there is a high number of qualified applicants, a comparative screening will be conducted to determine which of the applicants will be selected for invitation to the performance examination.

Results of the screening will be emailed. Applicants who pass the screening portion of the examination process will be given further instructions. Notifications will not be sent until after the closing date for the position.

Step 2: Written Assessment / Structured Oral Panel (QAI) – Tentatively scheduled for Friday October 20th, 2026. All applicants must achieve a passing score in each part of the examination process in order to be placed on the eligibility list.

OFFERS OF EMPLOYMENT

Official offers of employment are ONLY made by the Ventura Unified School District Human Resources Department, Classified Office. Offers are subject to satisfactory completion of ALL the pre‑employment processing including successful completion of a physical examination (if applicable), tuberculosis examination, fingerprint clearance by the California Department of Justice, and proof of eligibility to work in the United States; and clearance of any applicable past employment history in compliance with SB 848.