Public Works Internal Services Division Manager (Fleet & Facilities Maintenance)

INTERNAL SERVICES DIVISION MANAGER, PUBLIC WORKS

PURPOSE OF CLASSIFICATION

The purpose of this classification is to manage the operations of the Internal Services Division within the Public Works Department. The Internal Services Division consists of Fleet and Facilities Maintenance.

ESSENTIAL FUNCTIONS

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

Reports to the Public Works Director

• Supervises, directs, and evaluates assigned staff, processing employee concerns and problems, directing work, counseling, disciplining, and completing employee performance appraisals; conducts interviews and makes hiring recommendations.
• Coordinates daily work activities of all crews and employees in the division; organizes, prioritizes, and assigns work; monitors status of work in progress and inspects completed work; confers with assigned staff, assists with complex/problem situations, and provides technical expertise.
• Develops strategic and long-range plans for division operations identifies and prioritizes various maintenance and construction projects; participates in planning efforts at the local and regional level; keeps Director apprised of developments at the state and federal level that impact the department; monitors pending legislation for impact on operations; oversee compliance with new legislation.
• Prepares and administers operating budget and capital budget for division; monitors expenditures to ensure compliance with approved budgets.
• Manages fleet operations and activities in coordination with department/shop personnel, other departments, outside service providers, vendors, or others as needed; communicates information concerning status or disposition of vehicles/equipment to department personnel or other department managers as appropriate.
• Develops and implements policies, procedures, and standards relating to fleet turnover, retention/replacement , repair, maintenance, and disposal of fleet vehicles/equipment.
• Oversees asset management of fleet; maintains current fleet records using computerized fleet maintenance system, including historical information concerning vehicle/equipment acquisition, maintenance, and repair work; updates system to reflect additions, deletions, and changes to fleet vehicles/equipment recommends replacement of vehicles as appropriate; coordinates annual auctioning of surplus vehicles and equipment.
• Oversees acquisition of new vehicles and equipment; writes bid specifications for new vehicles/equipment; coordinates the bidding process.
• Oversees shop operations and activities involving mechanical repair/maintenance of county vehicles, trucks, heavy machinery, maintenance equipment , fire pumps and engines, gasoline/diesel engines, generators, or other automotive /mechanical equipment in fleet; reviews and prioritizes work orders; approves critical maintenance repairs; evaluates feasibility of repairing versus replacing vehicles/equipment; ensures availability of necessary parts and personnel to complete projects.

• Develops preventive maintenance program activities; develops, reviews, and maintains ongoing preventive maintenance schedules to ensure maximum safety/efficiency of vehicles/equipment with minimal vehicle downtime.

• Oversees safety inspections and testing of vehicles/equipment in fleet to ensure safety and proper operations.

• Coordinates and monitors work performed by automotive dealers, local garages, or contracted service providers; researches warranty status of vehicles or equipment requiring repairs and coordinates resolution of warranty work with vendors; inspects work performed by contractors to ensure completion of repairs and proper operations.

• Oversees computerized fuel system operations; orders and controls distribution of fuel; issues fuel key cards; oversees preparation of fuel transaction reports for expense allocation to county departments.

• Oversees inventory of division equipment, parts, tires, tools, and supplies; ensures availability of adequate materials to conduct work activities; initiates orders for new/replacement materials; obtains bids and competitive price quotes; conducts periodic inventory counts.

• Reviews accident reports relating to fleet vehicles or division staff; investigates accidents and incidents; forwards police reports and incident reports to Safety Committee or other personnel as appropriate.

• Conducts annual inspections/assessments of buildings, equipment, and facilities to identify necessary repairs; follows up on problems identified in assessments conducted by subordinate staff; reports potentially hazardous or dangerous situations; responds to emergency situations.

• Develops schedules for preventive maintenance work in order to identify/correct potential problems in early stages and reduce volume of requests for emergency/primary maintenance.

• Receives, schedules, and supervises response to work orders or work requests for various installation, repair, or maintenance projects; calculates/estimates time and material needed to complete projects; plans projects and work activities to minimize down time in offices or other work areas.

• Coordinates planning of projects; assists in designing structures, rooms, or other aspects of projects; calculates project details such as square footages, materials needed, and manpower requirements; prepares equipment specifications or bid specifications; develop s cost estimates and prepares budget figures.

• Directs a maintenance program designed to provide a mechanism for county departments to report maintenance problems or to request various types of maintenance, repair, or remodeling work; develops and updates procedures for submittal and processing of maintenance requests.

• Manages special projects for the department, including the planning, design, implementation , and evaluation of construction/maintenance projects and related services: defines the scope of the project; identifies and ensures proper allocation of financial, material, and human resources committed to the project; formulates solutions and resolves problems; facilitates implementation of the project; monitors status of work in progress and progress in meeting project deadlines; oversees and monitors work of contracted service providers; inspects quality of completed work; responds to problems or emergency situations; and provides administrative support to the project as needed. Division Managers may serve as construction managers for large capital improvement projects.

• Oversees professional contractors and/or consultants providing services for projects participates in the evaluation and selection of contractors/consultants; interfaces with and monitors the contractors/consultants to ensure timely and quality completion of project; facilitates cooperation with the project throughout the organization; and provides information and support as needed.

• Responds to complaints and questions related to division or department operations, activities, or other issues provides information , researches problems, and initiates problem resolution; and works with supervisors and managers to ensure effective coordination and cooperation across units.

• Ensures division compliance with all applicable codes, laws, rules, regulations, standards, policies and procedures; ensures adherence to established safety procedures; monitors work environment and use of safety equipment to ensure safety of employees and other individuals; initiates any actions necessary to correct deviations or violations.

• Prepares or completes various forms and reports to document division operations, including reports, correspondence, monthly reports, budget documents, billing statements , payroll documents, and performance evaluations; ensures compliance with applicable state and federal reporting requirements.

• Receives various forms, reports, correspondence, time sheets, budget reports, chemical labels, environmental agency information, maps, bulletins, laws , regulations, policies, procedures, manuals, reference materials, or other documentation; reviews, completes, processes, forwards, or retains as appropriate.

• Maintains inventory of department supplies and materials; monitors inventory levels and ensures availability of adequate equipment, supplies, tools, chemicals , and materials to conduct projects and work activities; initiates requests for new/replacement materials.

• Maintains a comprehensive, current knowledge of applicable laws/regulations; maintains an awareness of new products, methods, trends and advances in the profession; reads professional literature; maintains professional affiliations; attends workshops and training sessions as appropriate.

Minimum Qualifications : Bachelor's degree in Business Administration or closely related field; supplemented by five (5) years of progressively responsible experience and/or training that includes fleet management, automotive/mechanical maintenance, preventive maintenance, and/or progressively responsible building construction trades, such as electrical/electronic systems, mechanical systems, HVAC systems, plumbing systems, carpentry, and/or general construction work, as well as experience in project management and budget administration, supervision, and personal computer operations; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. Must possess and maintain a valid driver's license.