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Human Resources
FLSA Designation: Non-Exempt
Established: July 1, 2010

FACILITIES MAINTENANCE SUPERVISOR

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.

SUMMARY DESCRIPTION
Under direction of the Fleet/Facilities Manager, supervises, assigns, reviews, and participates in the work of contractors and crews responsible for the construction, maintenance and repair of City buildings and facilities; supervises maintenance and contract personnel as assigned; ensures work quality and adherence to established policies and procedures; develops preventative maintenance programs and coordinates assigned activities with other divisions and outside agencies; maintains appropriate work records including time cards and work orders; serves as a technical resource for assigned work crews; and performs the more technical and complex tasks relative to assigned area of responsibility.

IDENTIFYING CHARACTERISTICS
Facilities Maintenance Supervisor – The Facilities Maintenance Supervisor is considered a supervisory level with responsibility for assigning and supervising the work of contractors and crews responsible for the safe construction, maintenance, diagnosis and repair of City buildings and facilities. Positions in this class contribute to the overall supervision of the Fleet/Facilities Maintenance Division by participating in the development of policies and procedures, developing and implementing program goals and objectives while providing conformance to overall departmental goals and objectives, and participating in the development and monitoring of budgets. Positions in this class exercise considerable discretion and independence in coordinating assigned programs. The Facilities Maintenance Supervisor differs from the Facilities Maintenance Worker I/II by the performance of full supervisory responsibilities.

REPRESENTATIVE DUTIES
The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

  1. Plans, prioritizes, assigns, supervises, reviews, and participates in the work of contractors and crews responsible for the safe construction, maintenance and repair of City buildings and facilities.
  2. Plans, coordinates, staffs and monitors contractors performing facilities maintenance to ensure quality of work, compliance with City specifications and conformance with department plans and programs.
  3. Establishes schedules and methods for providing facilities maintenance services; identifies resource needs; reviews needs with appropriate management staff; allocates resources accordingly.
  4. Participates in the development of goals and objectives as well as policies and procedures; makes recommendations for changes and improvements to existing standards, policies, and procedures; participates in the implementation of approved policies and procedures; monitors work activities to ensure compliance with established policies and procedures.
  5. Participates in the selection of assigned maintenance staff; provides or coordinates staff training; works with employees to correct deficiencies; implements discipline procedures.
  6. Participates in the preparation and administration of assigned program budget; submits budget recommendations; monitors expenditures, purchase orders and agreements.
  7. Performs the more technical and complex tasks of the work unit including reading and interpreting complex construction plans and specifications; processes progress payments for contractors; reviews invoices and progress reports for billing accuracy.
  8. Prepares cost estimates for facilities maintenance and repair activities as assigned.
  9. Identifies and responds to facilities maintenance problems or alerts contractors to service needs; inspects the work of contractors or crews while in progress and makes recommendations to ensure quality workmanship.
  10. Ensures section activities are carried out in a safe and efficient manner.
  11. Prepares or reviews and maintains a wide variety of written reports and records including time sheets, work orders, and maintenance requests; inputs information into a computer system; schedules work orders on Computerized Maintenance Management System (CMMS); prepares statistical and/or analytical reports on operations and activities as necessary.
  12. Responds to and resolves difficult and sensitive citizen inquiries and complaints in an efficient and timely manner; responds to emergency situations as necessary.
  13. Coordinates assigned maintenance activities with those of other divisions and outside agencies and organizations.
  14. Attends and participates in professional group meetings; maintains awareness of new trends and developments in the field of facilities maintenance; incorporates new developments as appropriate into programs.
  15. Performs related duties as required.
  16. Oversees assigned facilities maintenance programs and services; plans and directs preventative maintenance, remodeling, and repair services for all City buildings and facilities including contractors; provides property owner services for all City buildings including repairs, alterations, develops and implements on ongoing preventative maintenance program and budget for buildings and facilities.
  17. Prepares plans, specifications, and cost estimates for system modification projects.
  18. Supervises assigned maintenance support staff and contract personnel; develops work schedules and ensures continuity of work flow and completion of projects in a cost effective and timely manner; instructs staff in work procedures and reviews and evaluates work performed; maintains accurate records of work performed.
  19. Assists in preparing long range plans and forecasts for space, operational, maintenance and equipment requirements; assists in the preparation, coordination and control of the capital improvement budget for the facilities program; coordinates work effort with other City departments, outside agencies and community groups; establishes and maintains a customer service orientation within the division.
  20. Oversees facilities maintenance equipment and supplies; inventories facilities assets; investigates warranty issues on equipment and machinery.
  21. Assists in budget preparation and performance reports for facilities program operations; maintains facilities within the approved budget; conducts special studies and prepares analyses and reports related to facilities management; prepares written technical documents and reports as required.
  22. QUALIFICATIONS
    The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

    Knowledge of:
    Operations, services, and activities of a facilities maintenance program. Advanced principles and practices of facilities maintenance design. Safety practices and procedures for facilities maintenance operations. Facilities engineering management techniques including energy conservation. Principles of supervision, training, performance evaluation and progressive disciplinary approaches. Basic principles and practices of municipal budget preparation and administration. Principles and procedures of record keeping. Principles of business letter writing and basic report preparation. Basic principles of mathematics. Applicable federal, state and local laws, codes and regulations including those related to construction, building codes, property maintenance and safety standards. Operational characteristics of standard maintenance equipment. Occupational hazards and standard safety procedures. Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases. Pertinent federal, state, and local laws, codes, and regulations.

    Ability to:
    Responds to and resolves difficult and sensitive inquiries and complaints in an efficient and timely manner; responds to emergency situations as necessary. Coordinate and direct facilities maintenance programs. Supervise, organize, and review the work of assigned staff involved in facilities maintenance. Select, train, and evaluate staff. Recommend and implement goals, objectives, policies and procedures for providing facilities maintenance programs. Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities. Understand, interpret, and apply general and specific administrative and departmental policies and procedures as well as applicable federal, state, and local policies, laws, and regulations. Prepare clear and concise reports. Participate in the preparation and administration of assigned budgets. Analyze complex issue and develop and implement an appropriate response. Read and interpret construction plans and specifications and interpret them to others. Ensure that safety principles are observed and practiced. Prepare reports and maintain records. Courteously respond to community issues, concerns and needs. Operate office equipment including computers and supporting word processing, spreadsheet, and database applications. Safely and effectively operate a variety of maintenance and construction equipment, tools and materials. Plan and organize work to meet changing priorities and deadlines. Effectively represent the City to outside individuals and agencies to accomplish the goals and objectives of the unit. Work cooperatively with other departments, City officials, and outside agencies. Respond tactfully, clearly, concisely, and appropriately to inquiries from the public, City staff, or other agencies on sensitive issues in area of responsibility. Review, update, interpret and follow Material Safety Data Sheets (MSDS). Communicate clearly and concisely, both orally and in writing. Establish and maintain effective working relationships with those contacted in the course of work.

    Education and Experience Guidelines - Equivalent to the completion of the twelfth grade. Related coursework in equipment maintenance and repairs is highly desirable.

    Facilities Maintenance Supervisor
    Education/Training:
    Equivalent to the completion of the twelfth grade. Additional specialized college-level coursework or specialized training in equipment/building maintenance and repair is highly desirable.

    Experience:
    Four years of experience in the construction, maintenance and improvement of City buildings and facilities including one year of lead supervisory responsibility..

    License or Certificate:
    Possession of, or ability to obtain, an appropriate driver’s license and a satisfactory driving record as determined by the City. Possession of a valid Universal Certificate for handling refrigerants under the code of Federal Regulations as administered by the Environmental Protection Agency is required within the probationary period. Possession of a Pool Maintenance Operator certification within twelve months of employment.

    PHYSICAL DEMANDS AND WORKING ENVIRONMENT
    The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

    Environment: Standard office setting and outdoor environment; travel from site to site; exposure to noise, dust, grease, smoke, fumes, noxious odors, gases, mechanical and electrical hazards, and all types of weather and temperature conditions; exposure to hazardous traffic conditions; work and/or walk on various types of surfaces including slippery or uneven surfaces and rough terrain; work at heights; incumbents may be required to respond to emergency and public calls after hours including evenings and weekends.

    Physical: Primary functions require sufficient physical ability and mobility to work in an office setting and in a field environment; to walk, stand, and sit for prolonged periods of time; to frequently stoop, bend, kneel, crouch, crawl, climb, reach, twist, grasp, and make repetitive hand movement in the performance of daily duties; to climb unusual heights on ladders; to lift, carry, push, and/or pull moderate to heavy amounts of weight; to operate assigned equipment and vehicles; and to verbally communicate to exchange information.

    Vision: See in the normal visual range with or without correction. To read fine print on labels, manuals, maps, and diagrams and with no color deficiencies to work with color-coded wires.

    Hearing: Hear in the normal audio range with or without correction.

Human Resources Division   
   (925) 516-5191
150 City Park Way   
TTD
   (925) 516-5409
Brentwood, CA 94513  
  (925) 516-5446