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

FLEET/FACILITIES MAINTENANCE MANAGER

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 administrative direction of the Deputy Director of Public Works, directs, manages, supervises, and coordinates the activities and operations of the Fleet/Facilities Maintenance Division within the Public Works Operations Department; oversees the maintenance and repair of City vehicles, facilities, and equipment; coordinates assigned activities with other divisions, departments, and outside agencies; and provides highly responsible and complex administrative support to the Deputy Director of Public Works.

IDENTIFYING CHARACTERISTICS
The Fleet/Facilities Maintenance Manager is considered a Division Manager with responsibility for the management of a Division that includes several line areas/sections or functional work groups of significant depth and complexity. Responsibilities include overall administration and implementation of a Division including development of Division objectives and design and implementation of supporting units, programs, processes, policies, and/or procedures to successfully achieve those objectives. A Division Manager is also responsible for the development, administration, and control of the associated budget(s). This classification is distinguished from the Deputy Director of Public Works, which has responsibility for overall department management in a variety of program areas.

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. Assumes management responsibility for assigned services and activities of the Fleet/Facilities Maintenance Division including the maintenance and repair of City vehicles and equipment; performs and oversees activities related to acquisition, utilization, repair, preventative maintenance and replacement of the vehicle fleet; establishes guidelines and methods for vehicle and equipment maintenance.
  2. Manages and participates in the development and implementation of goals, objectives, policies, and priorities for assigned programs; recommends and administers policies and procedures.
  3. Monitors and evaluates the efficiency and effectiveness of service delivery methods and procedures; recommends, within departmental policy, appropriate service and staffing levels.
  4. Plans, directs, coordinates, and reviews the work plan for assigned staff; assigns work activities, projects, and programs; reviews and evaluates work products, methods, and procedures; meets with staff to identify and resolve problems.
  5. Selects, trains, motivates, and evaluates assigned personnel; provides or coordinates staff training; works with employees to correct deficiencies; implements discipline and termination procedures.
  6. Oversees and participates in the development and administration of the Division’s annual budget; participates in the forecast of funds needed for staffing, equipment, materials, and supplies; monitors and approve expenditures; implements adjustments.
  7. Oversees, updates, and maintains the computerized maintenance management program for the Fleet/Facilities Maintenance Division.
  8. Provides contract administration on building remodel and construction projects. Oversees the City’s contracts for HVAC, elevator maintenance, and other contracted building maintenance services.
  9. Oversees the division’s fleet replacement program including recommending annual fleet replacement; develops specifications for purchasing equipment and vehicles.
  10. Manages activities related to purchasing and the City’s warehouse, including City supply purchases, storage, and distribution.
  11. Documents all vehicle accidents; follows up on accident reports and repairs with Risk Management.
  12. Administers the Biannual Inspection of Terminal (BIT) program with the California State Highway Patrol; develops and administers the DL170 program with the State of California, Department of Motor Vehicles.
  13. Ensures the work environment is in compliance with government, safety and environmental standards; assures the shop area, equipment and materials are maintained in a safe, clean, and orderly fashion, assures security of storage and repair facilities.
  14. Serves as the liaison for the Fleet/Facilities Maintenance Division with other divisions, departments, and outside agencies; negotiates and resolves sensitive and controversial issues.
  15. Serves as staff on a variety of boards, commissions, and committees; prepares and presents staff reports and other necessary correspondence.
  16. Provides responsible staff assistance to the Deputy Director of Public Works; conducts a variety of organizational studies, investigations, and operational studies; recommends modifications to fleet/facilities maintenance programs, policies, and procedures as appropriate.
  17. Attends and participates in professional group meetings; maintains awareness of new trends and developments in the field of fleet/facilities maintenance; incorporates new developments as appropriate.
  18. Responds to and resolves difficult and sensitive citizen inquiries and complaints.
  19. Performs related duties as required.
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 comprehensive municipal fleet/facilities maintenance and repair program. Principles, practices, and methods used in fleet/facilities management and vehicle maintenance. Methods, materials, tools, and equipment used in the maintenance and repair of facilities, heavy equipment and vehicles. Principles and practices of program development and administration. Types and level of maintenance and repair activities performed in a fleet/facilities maintenance program. Occupational hazards and standard safety procedures. Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases. Principles and practices of municipal budget preparation and administration. Principles and practices of supervision, training, and performance evaluation. Pertinent federal, state, and local laws, codes, and regulations including those related to fleet administration and operations.

Ability to:
Oversee and participate in the management of a comprehensive fleet/facilities maintenance and repair program. Oversee, direct, and coordinate the work of lower level staff. Select, supervise, train, and evaluate staff. Participate in the development and administration of division goals, objectives, and procedures. Prepare and administer large program budgets. Prepare clear and concise administrative and financial reports. Diagnose operational problems and take effective courses of action. Inspect projects and evaluate the adequacy of work performed. Work from plans, blue prints, sketches, specifications and diagrams and read and interpret work orders. Exercise sound independent judgment. Operate office equipment including computers and supporting word processing, spreadsheet, and database applications. Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals. Research, analyze, and evaluate new service delivery methods and techniques. Interpret and apply federal, state, and local policies, laws, and regulations. 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 - Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education/Training:
A Bachelor’s degree from an accredited college or university with major course work in business administration, public administration, or a closely related field. Experience: Five years of increasingly responsible fleet/facilities maintenance and repair program administration experience including three years of administrative and supervisory responsibility.

License or Certificate:
Possession of, or ability to obtain, an appropriate driver’s license. A.S.E. Certification as a Master Mechanic.

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: Work is performed primarily in a standard office environment with some travel to different sites; incumbents may be required to work extended hours including evenings and weekends and may be required to travel outside City boundaries to attend meetings.

Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to travel to other locations using various modes of private and commercial transportation; and to verbally communicate to exchange information.

Vision: See in the normal visual range with or without correction.

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