Facilities Maintenance Coordinator

ABOUT THE POSITION:  The Facilities Maintenance Coordinator is a full-time position in the General Services Division of the Public Works Department for the City of Monterey. This position provides field and program support to the General Services Superintendent. Significant support will be given to the City's Building Maintenance contract with the Presidio of Monterey (Army) as well as maintenance for all City facilities. The selected employee will principally administer a preventative maintenance plan, supervise custodial and warehousing services, and coordinate the Division’s safety and quality control measures. As well as, work with other City departments and divisions including Engineering, Building Inspection, Police, Fire, Parks, Recreation, and Community Development in order to develop comprehensive technical specifications, develop and process formal and informal bidding documents, conduct project management and inspections, and estimate complex project costs.  

ABOUT THE CITY OF MONTEREY: Nestled along California's Central Coast, the City of Monterey is known for its natural beauty, rich cultural heritage, hospitality, and sense of community. The City of Monterey is a full-service charter city operating under a Council-Manager form of government. The City of Monterey is a full-service city that provides police, fire, public works, planning, recreation, and parks services and operates its conference center, sports center, parking, and marina facilities.

WHY WORK FOR US? The City of Monterey offers a competitive benefits package to full-time employees. Some of these benefits include a Health Spending Fund, Medical, Dental, Vision, and Life Insurance, Vacation Accruals, Sick Leave, 14 Paid Holidays, Education Incentive Pay, Tuition Reimbursement Programs, CalPERS Retirement, and more!

Application Process

A limited number of applicants who clearly show that they most closely meet the needs of this position in terms of training, experience, education, and other job-related characteristics will be accepted to participate in the selection process. This process will include evaluation and initial screening of the standard on-line City application to determine which candidates progress to the next phase of the recruitment process. The subsequent selection process may include a written test/written exercise, performance exercise, panel interview, and a final departmental interview. The Human Resources Department reserves the right to make changes to components of the examination process.

As a condition of employment, the selected candidate will be required to successfully pass a Live Scan fingerprint background check and reference check. Depending on the position, as a condition of employment, the selected candidate may also be required to pass a physical exam including a drug screen and a federal background check to gain access to military and police facilities and systems. This position will require work on a military installation and will involve job duties performed on-site. Therefore,  passing a background check conducted by the Department of Defense (DoD) is required.

Candidates who successfully progress through all phases of this recruitment process will be placed on an eligible list. The eligible list is active for 12 months and may be used to fill additional positions including lower-level positions, regular part-time, and part-time temporary seasonal, determined to have similar duties and requirements.

EQUAL OPPORTUNITY EMPLOYER: The City of Monterey provides outstanding services to the public and is deeply committed to a community and workforce that is inclusive, equitable, and diverse. We welcome and encourage applications from all qualified applicants, including underrepresented minorities that contribute to the diversification and enrichment of ideas and perspectives. The City of Monterey does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, marital status, or based on an individual’s status in any group of class protected by applicable federal, state or local law.

SUMMARY:  Under general direction of the General Services Superintendent in the Building Maintenance Division, perform work in planning, estimating, organizing and supervising a comprehensive building management and project development program for the Army and on a Citywide basis. Perform related work as required.

DISTINGUISHING CHARACTERISTICS: The Facilities Maintenance Coordinator is a senior-level supervisor classification in the General Services Division. The incumbent receives direction and supervision from the General Services Superintendent and/or higher level management classifications and exercises independent judgement. This position provides direct supervision to the Building Maintenance Supervisor classifications. This position is responsible for directing, planning, organizing, supervising, reviewing, and evaluating the work of the warehouse and custodial staff. Furthermore, this position provides direction to the Building Maintenance Supervisor, while providing indirect supervision to the building maintenance staff. This class is distinguished from the Building Maintenance Supervisor in that the latter is first working supervisory level class and is responsible for directly planning, organizing, supervising, reviewing and evaluating the work of building maintenance staff. Further, the Facilities Maintenance Coordinator is distinguished from the General Services Superintendent in that the incumbent in the latter class has full management responsibility for the General Services Division. This classification requires strong field and technical trade skills, as well as strong administrative, policy implementation, and management skills. The Facilities Maintenance Coordinator performs a key leadership role in coordinating and administering the field operations of the City’s Intergovernmental Support Agreement (IGSA) with multiple military partners.

ESSENTIAL FUNCTIONS: Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. Factors such as regular attendance at the job are not routinely listed in job descriptions, but are an essential function. Essential duties and responsibilities may include, but are not limited to, the following:

• Supervise and manage an effective preventive maintenance program for all facility equipment to include but not limited to mechanical equipment, roofs, windows, electrical systems, and other operational components of a facility on a citywide and/or military installation-wide basis.  
• Responsible for the accurate and timely collection of equipment data and ensures data is recorded in a well-organized manner so it can be easily retrieved and utilized to facilitate maintenance of the systems. 
• Review manufacturer’s operation manuals to determine optimum frequency of preventative maintenance. 
• Oversee Building Maintenance Supervisors in the facilitation of a comprehensive facility maintenance program. 
• Develop, implement and monitor Occupational Health and Safety Policy, Programs, and Procedures.
• Perform jobsite safety inspections/audits.  
• Identify unsafe behaviors and unsafe conditions in the workplace using regulatory requirements and best safety practices and takes immediate action to correct seriously unsafe conditions.
• Conduct Monthly On-site Safety Training. 
• Oversee the development, documentation, and implementation of effective inventory policies, processes, procedures, reporting, and monitor their effectiveness. 
• Perform regularly scheduled and ad hoc physical inventory for all city and military commodities, purchased product to support program accountabilities. 
• Inspect in house and contracted work by confirming specifications, conducting visual and measurement tests, communicating required adjustments to Building Maintenance Supervisors and/or Project managers. 
• Approve finished work by confirming specifications, conducting visual and measurement tests, ordering re-work, and confirming re-work. 
• Document inspection results by completing reports and logs, summarizes re-work and waste, and inputs data into Infor. 
• When directed, develop cost estimates and specifications for building projects. 
• Review and analyze plans, specifications, and blueprints of proposed facilities to ensure appropriateness of material and equipment used.
• Assist in preparing operating budgets, expenditure projections and prepare reports as required. 
• Evaluate the Building Maintenance division’s operations and services and provide recommendations for improvements in economic, efficiency, quality of organization, operations and services. 
• Work with the Army to implement, analyze and recommend facility upgrades or modifications. 
• Communicate frequently with management, military partners and supervisory positions to achieve division-wide goals.
• Maintain and expand knowledge and skills through continuing education and professional interaction.
• Advise on technical, safety, and industry specific guidelines, rules and regulations. 
• Understand and communicate complex policies, procedures and goals of the Intergovernmental Support Agreement. 
• May make recommendations regarding important personnel actions such as hiring, promotion, evaluation, discipline, and other personnel matters.
• May function as a project manager for scheduled and unscheduled maintenance activities, including developing cost estimates and project specifications.
• Maintain and expand knowledge and skills through continuing education and professional interaction.
• Support the relationship between the City of Monterey and the general public by demonstrating courteous and cooperative behavior when interacting with citizens, visitors, and City staff.
• Maintain confidentiality of work-related issues and City information.
• Perform other job-related duties within the scope of this job classification as assigned.
• May act as the General Services Superintendent in their absence in the General Services Division.

MINIMUM QUALIFICATIONS: 

Education: Completion of a Baccalaureate Degree from an accredited college or university with coursework in project management, facilities maintenance, public administration, engineering or equivalent. 

Experience: Five (5) years Facilities Maintenance management and two (2) years supervisory experience. 

An equivalent combination of education and experience may be considered.

• Trade specific certifications and licenses are desirable, such as a Class B General Contractor’s License; 
• Must successfully complete the OSHA 30-Hour General Industry Training Course within 12 months of hire.
• Ability to pass a thorough background check to obtain necessary military installation access.

KNOWLEDGE AND SKILLS: 

Knowledge of:   

• Building systems and construction techniques of commercial and government facilities management. 
• The methods, techniques, and practices utilized for the operation, care, alteration, repair, maintenance, and project management of buildings and related facilities. 
• Design and construction principles relative to building construction including knowledge of State and Local building codes, occupational hazards, and safety precautions required. 
• Office management, budgeting skills, organization and time management skills.
• The principles and practices of facility and energy management.
• Trade skills including plumbing, electrical, carpentry, HVAC systems, flooring, glazing and window repair, etc. 
• Computer or manual programs for estimating material and labor costs. 
• Proficient in Excel, Power Point, Microsoft Project Management and Word.
• 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.
• Knowledge of cost formulas to track usage for diverse facilities and prepare applicable reports. 
• Create effective working relationships with staff in other departments.
• Methods in modern and historical construction
• Principles of supervision, training and evaluation.

Skill in: 

• Planning, organizing, directing, and appraising the work of professional, technical, administrative support, and assigned personnel.
• Making decisions recognizing established precedents and practices and to use resourcefulness and tact in solving new problems. 
• Assessing processes and operational performance and to make appropriate adjustments to maximize efficiencies, quality of output and operational performance. 
• Managing consultants, contractors, and vendors in their performance of their obligations on multiple projects. 
• Reading and interpreting construction plans, specifications, and blueprints and recognizing deviations from such plans in the construction or maintenance process. 
• Conducting inspections, monitoring work, maintaining records to ensure quality control and achieve compliance with contracts and the Intergovernmental Support Agreement. 
• Communicating effectively orally and in writing.
• Communicating effectively and efficiently with diverse audiences, internal and external. 
• Accurately and efficiently estimating project costs.
• Supervising, directly or indirectly, a diverse group of field staff with varying roles, responsibilities, skill sets, levels of experience and education backgrounds.
• Working collaboratively in a team environment; may work independently or on a team. 
• Managing multiple, complex, comprehensive requirements to accomplish the Intergovernmental Support Agreement field objectives.
• Interpreting and enforce applicable laws and ordinances. 
• Supervising and evaluating subordinate personnel.
• Preparing and summarizing statistical, economic and technical data for budget recommendations.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT:

Physical Demands

• Standing & Walking – Standing for extended periods of time and/or walking distances (1 or more miles).
• Sitting – Ability to work in a seated position at a computer station for extended periods of time.
• Lifting - Ability to safely lift up to 50 pounds; use proper lifting techniques including bending at the knees.
• Climbing - Ability to ascend 10 ft. or more up ladder(s).
• Manual Dexterity - The ability to perform multiple work activities requiring a significant level of physical and mental coordination, such as accurate field measuring; repair and calibration of instruments; computer keyboard; writing.
• Visual - Acuity for driving long periods; reading literature for long periods; industry warning signs and instruments; reading maps and diagrams, computer screen.
• Hearing and Speech - Ability to communicate in person and over the telephone.
• Mobility - Ability to operate a motor vehicle, and reach, push, pull, stoop, bend, and squat.
• Reflexes - Ability to quickly and automatically respond to emergency and safety situations.
• Wear and operate in protective equipment as assigned, when working in hazardous or potentially hazardous conditions, including but not limited to head protection, eye protection, respiratory protection, hand protection, foot protection, knee protection, and full body protection.

Environmental Elements

Work is performed in an office environment as well as any city building and outdoors with exposure to inclement weather; exposure to noise, dust, grease fumes, gases and potentially hazardous chemicals.  Work is in and around moving vehicles and machinery.   Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.  This position requires the ability to work a flexible schedule including weekends, evenings, and holidays and be available for work on an emergency basis.

DISASTER SERVICE WORKERS

All City of Monterey employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the City requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency.

Salary : $103,752 - $126,216