Facilities & Fleet Coordinator

Salary: $37.97 – $48.45 Hourly

Location : Goleta, CA

Job Type: Full time, non-exempt

Job Number: 2023-0011

Department: GENERAL SERVICES

Division: Fleet Management

Opening Date: 06/13/2023

Closing Date: 7/12/2023 11:59 PM Pacific

Description
DEFINITION
Under the direction of the General Services Director, performs technical and responsible functions and activities related to the planning and coordination of maintenance programs for City-owned facilities and assets, fleet maintenance and replacement, and capital improvement projects; plans, organizes and develops facilities and fleet reports and summaries; provides a high level of technical expertise and oversees the daily work of staff and contractors involved in Facilities and Fleet projects.

SUPERVISION RECEIVED AND EXERCISED
Receives general supervision from assigned supervisory or management personnel. Exercises functional and technical supervision of staff and/or contractors.

CLASS CHARACTERISTICS
Positions in this class perform a full-range of duties in assigned areas of Facilities, Fleet, and Capital Improvements. Incumbents function independently when performing day to day project oversight and are given latitude for decision making and in recommending policy and solutions to problems. This position requires specialized knowledge and abilities in the designated program areas as well as providing oversight to contractors.

Examples of Duties
ESSENTIAL JOB FUNCTIONS
The following duties are typical for positions in this classification. Incumbents may not perform all listed job functions, nor are all listed duties necessarily performed by everyone in this class depending upon business need and changing business practices:

1. Plan, assign, review, and schedule the work of other General Services maintenance staff and part-time aides; ensure compliance with proper work methods; provide staff training.
2. Develop and oversee a comprehensive Facilities and Fleet Maintenance Program; establish and achieve best practice preventative maintenance targets; establish material and product standards; recommend maintenance goals, policies, and procedures; implement process improvements and recommend short term and long-term maintenance goal and objectives.
3. Regularly inspect facilities and fleet vehicles for needed maintenance and repairs, compliance with regulatory codes (Fire and Building Code), and City policies (e.g., IIPP).
4. Prioritize, arrange, and monitor the resolution of facility and fleet work orders; enter, coordinate, schedule, update, analyze and run reports from the City’s asset management and work order system; notify customers of work order status.
5. Develop, implement, and monitor Occupational Health and Safety policy, programs, and procedures; perform jobsite safety inspections/audits to identify and correct unsafe behaviors and conditions; conduct safety training.
6. Prepare material and labor cost estimates; prepare job specifications and scopes of work, requests for quotes, informal and formal bidding documents, purchase orders, prevailing wage documents, and contracts for various types of maintenance work; coordinate, track, and oversee the work of vendors in the performance of the service; prepare building permit applications for maintenance projects as needed.
7. Manage General Services parts and equipment inventory: develop, document, and implement effective inventory policies and procedures; order, restock, organize, pickup, and maintain supplies and tools; submit purchase requisitions, obtain purchase orders, reconcile credit card transactions and monthly statements, and approve material and services invoices.
8. Monitor City vehicle fleet usage; ensure that vehicles are maintained in accordance with manufacturer’s specifications; maintain cleanliness of fleet vehicles; coordinate repairs with outside vendors and service providers; maintain accurate records of vehicle servicing, repairs, and maintenance activities; work with Risk Management to resolve claims; maintain and manage vehicle titles, registrations, and license plates.
9. Perform other related duties as assigned.

Typical Qualifications
QUALIFICATIONS GUIDELINES
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education:

• Equivalent to completion of the twelfth (12th) grade;
• College-level coursework and/or professional certification(s) in building construction, construction management, facility management, purchasing, or a related field; and
• Four (4) years of experience in a related field in a lead capacity or in contract management.

Knowledge of:

• Building systems and techniques used for the operation, care, alteration, repair, maintenance, and project management of commercial, historical, and municipal buildings, including related requirements under the Americans with Disabilities Act.
• State and Local building codes, occupational hazards, and safety precautions related to facility and fleet management.
• Organization and time management techniques.
• Methods, materials, tools, and equipment used in fleet maintenance.
• Functional knowledge of trade skills including plumbing, electrical, carpentry, HVAC systems, flooring, glazing, and window repair.
• Local and state procurement guidelines and requirements, including prevailing wage and labor laws.
• Contracts and agreements, including the development of technical scopes.
• Trade specific licensing requirements.
• Knowledge of safety practices and training requirements.
• Basic record keeping principles and procedures
• Common project and asset management software.
• Computer applications related to work including the Microsoft Office Software Suite.
• English usage, grammar, spelling, vocabulary, and punctuation.
• Techniques for providing a high level of customer service to the public and City staff, in person and over the telephone.

Ability to:

• Effectively communicate both verbally and in writing.
• Perform a variety of complex technical tasks in the construction, maintenance, renovation and repair of City buildings and facilities.
• Read and understand blueprints, construction drawings, and schematics.
• Coordinate work assignments with other divisions and departments.
• Conduct safety inspections and establish safety procedures.
• Estimate needed materials and labor and secure sufficient quantities.
• Inspect the work of others and maintain established quality control standards.
• Practice safe work habits; train others in proper and safe work procedures.
• Follow division policies and procedures related to assigned duties.
• Work with contractors on City approved projects.
• Maintain records and prepare work and time reports in building and facility maintenance areas.
• Organize assignments, set priorities, and meet critical time deadlines.
• Use a laptop or desktop computer, Microsoft Office Suite software, and other facilities-related software such as asset management and construction management applications.
• Establish and maintain effective working relationships with those contacted in the course of work.

Supplemental Information
SPECIAL REQUIREMENTS

• Must possess a valid California Driver’s license upon appointment
• Other certification(s) specific to functional area of assignment may be required.

PHYSICAL AND MENTAL DEMANDS/WORKING CONDITIONS
The physical and mental demands 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 these essential job functions.

• Mental function: Includes reading, writing, mathematical computations, operating a computer, problem solving, managing multiple projects, calmly handling complaints and problems from irate citizens or contractors, decision making under stressful conditions, and executing assignments within established deadlines.
• Productivity: Incumbents must perform work in an efficient, effective and timely manner with minimal direction.
• Mobility: Incumbents must be able to stand, sit, walk, climb or balance, stoop, kneel, crouch, and crawl. Hand-eye coordination is necessary to operate drafting instruments, survey equipment, computers, and various office equipment. Incumbents may be required to lift and/or move objects up to 50 pounds.
• Vision: Vision abilities include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
• Hearing: Incumbents are required to hear in the normal audio range with or without correction.
• Environment: Ability to be exposed to inclement weather and conditions including cold, heat, noise, outdoors, vibrations, chemicals, mechanical and electrical hazards.
• Other factors: Incumbents may be required to work extended hours including evenings and weekends. Incumbents will be required to travel to different sites and locations.

9/80 WORK SCHEDULE: Optional.
HOLIDAYS: 13 fixed holidays, one floating holiday.
VACATION: 10 days per year, accrued; increasing with City service.
SICK LEAVE: 12 days per year, accrued
BENEFIT PLAN: The City provides a monthly Flexible Benefit Plan allowance of $1,398.34 for the payment of health, dental, and vision insurance premiums through the City’s benefit program. Partial cash out available for employees with qualified coverage elsewhere.
LIFE INSURANCE: Premium paid by City.
RETIREMENT PLAN: The City participates in the California Public Employees’ Retirement System (PERS) and does not participate in Social Security. New PERS members receive the 2% at age 62, average of 3 years’ final compensation benefit level and contribute 6.25% of their salary to pension costs. Classic members receive the 2% at age 55, single-highest year benefit formula and pay 7.00% of their salary toward pension costs
LONG-TERM DISABILITY: Paid by City.
DEFERRED COMPENSATION PLAN: Employee-paid 457 Plan is available.
FLEXIBLE SPENDING ACCOUNT PROGRAMS: Employee-paid Flexible Spending Account Programs for medical and dependent care expenses are available.