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HomeMy WebLinkAboutMaintenance Services 5 / " ‘110111144,0, *41111 '111110 moor MEMORANDUM ADMINISTRATIVE SERVICES DEPARTMENT May 7, 1996 TO: Mayor and City Council FROM: James S. Dale, Administrative Services Director 1" BY: Gary W. Rogers, Human Resources Manager"— SUBJECT: RECOMMENDATION TO ESTABLISH POSITION CLASSIFICATIONS IN THE MAINTENANCE SERVICES DEPARTMENT SUMMARY In an effort to enhance the efficiency of the Maintenance Services Department operation and improve coordination of activities, it is proposed to reorganize the Maintenance Services Department. As a result of the reorganization four new management classifications are presented for consideration. DISCUSSION The Maintenance Services Department is currently divided into two divisions: Water and Maintenance. The functions of the Water Division include engineering, water production, water distribution, water administration, and warehouse. The functions of the Maintenance Division include general administration, building maintenance, sewer and street maintenance, parks maintenance (contract administration), and fleet maintenance. It is proposed to create two new divisions, the General Services Division and the Field Services Division, and redistribute the functions of the department. General Services Manager The General Services Division will be headed by a General Services Manager, who will direct the water-engineering, fleet maintenance, building maintenance, parks maintenance, and warehouse operations. The General Services Manager will be aided by the Parks Superintendent, Building Maintenance Superintendent, Equipment Maintenance Superintendent, a Storekeeper, and an engineering staff to accomplish the work of the division. It is believed that bringing the internal support functions together in this manner will improve the efficiency of the operation, and enable staff to provide a higher level of service. The proposed salary level for this position is $4412-5363 per month. C©A/T/A✓ii/go 7v /✓li y�y/��� LASE 9,; f a . 421. `yy 4 MAYOR AND CITY COUNCIL MAY 7, 1996 PAGE 2 Field Services Manager The proposed reorganization will create a new Field Services Division which will bring the water and maintenance field operations together. The new Field Services Manager will oversee the field operations including the construction and maintenance of street, sewer, water and storm drain systems, and park and outdoor facility maintenance. The Field Services Division will be divided into two sections: Utilities and Streets. It is proposed that the incumbent Superintendent of General Services assume the duties of Field Services Manager at his current salary of$4412-5363 per month. The new position, although slightly different in nature is of equal responsibility as Superintendent of General Services. Utilities Superintendent The Utilities Superintendent will organize and direct the maintenance and operation of sewer, storm sewer and water systems. Water and sewer customer issues will also be managed by the Utilities Superintendent. The incumbent Production Supervisor in the existing Water Division is proposed to become the new Utilities Superintendent. The duties and responsibilities of the two positions are relatively similar. No change in salary is recommended, and the new Utilities Superintendent pay scale is proposed at $3696 - 4493 per month. Street Superintendent The Street Superintendent will manage the maintenance and operation of City streets and right-of-ways, street sweeping, traffic painting, traffic signals, and street signs. The proposed salary for the position is $3696 - 4493 per month. Bringing field operations together will enhance future planning efforts, provide improved coordination of resources during an emergency, enable the department to experience economies of scale, and will bring the field crews together under one operation. It is hoped that this will improve the team orientation of Maintenance Department staff. Elimination of the Assistant City Engineer/Water Manager, Water Field Superintendent, and Operations Supervisor positions will have minimal impact, as their duties are being reassigned and the positions are currently vacant. Organization charts of the existing and proposed structure are attached for your review and consideration. 146.0 *01 f MAYOR AND CITY COUNCIL MAY 7, 1996 PAGE 3 FISCAL IMPACT Bringing the functions of the department together under a different format will result in one less management position. In conjunction with some additional staffing changes, the proposed reorganization of the Maintenance Services Department will result in a Water Fund savings of approximately $86,000 and a General Fund savings of approximately $3,000. HUMAN RESOURCES COMMISSION On April 11, 1996, the Human Resources Commission reviewed and approved the proposed classifications. They forward their recommendation for approval to the City Council. RECOMMENDATION It is recommended that. the City Council establish the management classifications of General Services Manager, Field Services Manager, Utilities Superintendent, and Street Superintendent. APPROVED: William R. Kelly, City Manager Attachments CITY OF ARCADIA APPROVED BY HUMAN RESCES COMMISSION 4/11/96 APPROVED BY CITY COUNCIL GENERAL SERVICES MANAGER DEFINITION Under general direction, to plan, organize and direct the General Services Division, including water engineering, capital projects, street and right-of-way maintenance engineering, fleet maintenance, building maintenance, customer service activities, and contract administration; and to perform related duties as required. RESPONSIBILITIES Supervise, direct and instruct staff. Prepare the General Services Division budget. Responsible for all phases of contract administration. Continually evaluate work methods and operations and seek to increase effectiveness to meet departmental objectives. Exercise judgment in recognizing and resolving problems which deal with policy and procedural matters. May act in the absence of the Maintenance Services Director. EXAMPLES OF DUTIES Direct and supervise the General Service staff in the management of current and advance General Services activities. Supervise engineering staff in the areas of capital projects, special projects such as water systems, and water quality management. Prepare utility rate analysis and recommend adjustments. Oversee and manage both in-house and consultant work on the design of capital projects including plans, specifications, and estimates, and supervise the development of and track capital project schedules. Supervise staff in the maintenance and repairs of buildings, street lighting and fleet vehicles and equipment. Develop long range and short term operational objectives and develop plans to meet future service needs. General Services Manager Page 2 Prepare and review maintenance bid specifications, and monitor contractor performance. Inspect work in progress to ensure compliance with City specifications. Coordinate water and street maintenance engineering projects with other City departments and outside agencies. Direct customer service activities such as building and equipment maintenance, vehicle repair and maintenance activities, and responses to customer requests for services. Maintain communication between engineering and other City departments on capital projects. Supervise and manage the preparation of requests for professional services and interview prospective consultants. Review operational procedures to ensure compliance with policies and control standards, and recommend and initiate changes to departmental procedures, policies and regulations. Prepare the General Services Division budget and participate in the presentation of the departmental budget. Prepare financial analysis and service objectives, monitor expenditures, and make recommendations on staffing and equipment. Direct, conduct, and make recommendations on special studies. Prepare and present written and oral reports regarding Division issues. Represent the General Services Division to various organizations, agencies and public groups. Represent the General Services Division at various meetings including City Council meetings. Develop and establish work methods and standards. Direct staff training and development and review and evaluate employee performance. Perform related duties as required. General Services Manage '+ Page 3 DESIRABLE SKILLS, KNOWLEDGE AND ABILITIES Knowledge of: Methods, practices, materials, tools and equipment used in the installation, maintenance and repair of water mains, pipes and mechanical equipment. Information sources and research techniques in the areas of building maintenance, vehicle and equipment maintenance and landscaping. Construction safety laws and practices. Budget preparation and procedures. Computer applications. Principles of supervision, training, employee development and performance evaluation. Ability to: Instruct skilled and semi-skilled workers in the methods, practices, tools and equipment used in the installation, maintenance and repair of water facilities and equipment, facility maintenance, vehicle and equipment maintenance and landscape maintenance. Keep records of time, materials and equipment and prepare clear and accurate reports. Carry out oral and written instructions. Develop and maintain a working environment which encourages and motivates excellent employee performance. Analyze and compile technical and statistical data and prepare comprehensive reports. Operate micro-computers. Communicate clearly and concisely orally and in writing. Interpret and explain department regulations, policies and City codes. Conduct work in a safe manner in accordance with established policy. voile General Services Manager Page 4 Direct, supervise and evaluate staff. Establish and maintain effective working relationships with other employees and the public. DESIRABLE EXPERIENCE AND TRAINING Experience: Eight years of increasingly responsible experience in water system construction and public facility and vehicle maintenance, including at least five years of supervisory experience. Education: Equivalent to an Associate of Arts Degree in Public Administration or related field. A Bachelor's Degree is desired. A combination of equivalent experience and training that would provide the required skills, knowledge and abilities would be qualifying. LICENSES/CERTIFICATES REQUIRED Valid Class "C" California Driver's License. PHYSICAL ACTIVITY REQUIRED A significant amount of time is spent sitting on a daily basis; a moderate amount of time is spent standing and walking on a daily basis; occasionally time is spent kneeling, crouching, stooping, squatting, and lifting materials 0-25 pounds. • WORKING ENVIRONMENT The incumbent may occasionally be exposed to extreme noise and time may be spent working outdoors on an as needed basis. CITY OF ARCADIA ‘1•4 APPROVED BY HUMAN RESZNIFICES COMMISSION 4/11/96 APPROVED BY CITY COUNCIL FIELD SERVICES MANAGER DEFINITION Under general direction, to plan, organize and direct the City's field service operations, including the construction and maintenance of street, sewer, water and storm drain systems, park and outdoor facility maintenance, and customer service activities; and to perform related duties as required. RESPONSIBILITIES Supervise, direct and instruct staff. Prepare the Field Services Division budget. Responsible for all phases of contract administration. Continually evaluate work methods and operations and seek to increase effectiveness to meet departmental objectives. Exercise judgment in recognizing and resolving problems which deal with policy and procedural matters. May act in the absence of the Maintenance Services Director. EXAMPLES OF DUTIES Direct and supervise the Field Services staff in the management of current and advance Field Services activities. Develop long range and short term maintenance objectives and develop plans to meet future service needs. Direct the maintenance and repairs to streets, traffic signals, right-of-ways, parks and street trees, and water, sewer and storm drain systems. • Direct customer service activities such as service installations, meter reading and responses to customer requests for services. Prepare estimates and monitor construction, maintenance and operating costs. Evaluate divisional policies, procedures and services to determine effectiveness. Evaluate service and equipment needs, prepare and review bid specifications, and monitor contractor/equipment performance. Field Services Manager Slaw , ti' Page 2 Inspect work in progress to ensure compliance with City specifications. Prepare the Field Services Division budget and participate in the presentation of the departmental budget. Prepare financial analysis and service objectives, monitor expenditures and make recommendations on staffing and equipment. Review and investigate citizen complaints and requests and determine and ensure appropriate disposition. Monitor work comp_leted in response to concerns from the City Council and the City Manager. Investigate and report on matters related to claims made against the City. Direct, conduct, and make recommendations on special studies. Prepare and present written and oral reports regarding Division issues including City Council agenda reports. Represent the Field Services Division to various organizations, agencies and public groups. Represent the Field Services Division at various meetings including City Council meetings. Develop and establish work methods and standards. Direct staff training and development and review and evaluate employee performance. Perform related duties as required. DESIRABLE SKILLS KNOWLEDGE AND ABILITIES Knowledge of: Methods, practices, materials, tools and equipment used in the construction and maintenance of street, sewer, water and storm drain systems and park and outdoor facility maintenance. Information sources and research techniques in the areas of construction, street and park maintenance and sewer, water and storm drains. Field Services Manager Page 3 Construction safety laws and practices. Budget preparation and procedures. Computer applications. Principles of supervision, training, employee development and performance evaluation. Ability to: Instruct skilled and semi-skilled workers in the methods, practices, tools and equipment used in the construction and maintenance of street, sewer, water and storm drain systems and park and outdoor facility maintenance. Keep records of time, materials and equipment and prepare clear and accurate reports. Carry out oral and written instructions. Develop and maintain a working environment which encourages and motivates excellent employee performance. Analyze and compile technical and statistical data and prepare comprehensive reports. Operate micro-computers. Communicate clearly and concisely orally and in writing. Interpret and explain department regulations, policies and City codes. Conduct work in a safe manner in accordance with established policy. Direct, train, supervise and evaluate staff. Establish and maintain effective working relationships with other employees and the public. DESIRABLE EXPERIENCE AND TRAINING Experience: Eight years of recent experience in the construction and maintenance of public works activities, including at least five years of supervisory experience. Field Services Manager V • Page 4 Education: Education equivalent to an Associate of Arts Degree in Public Administration or related field. A Bachelor's Degree is desired. A combination of equivalent experience and training that would provide the required skills, knowledge and abilities would be qualifying. LICENSES/CERTIFICATES REQUIRED Valid Class "C" California Driver's License. Grade II Water Treatment Operator Certificate and a Grade II Water Distribution Certificate issued by the California Department of Health are preferred. PHYSICAL ACTIVITY REQUIRED A significant amount of time is spent sitting, standing and walking on a daily basis; occasionally time is spent kneeling, crouching, stooping, squatting, crawling, climbing, and lifting materials 0-25 pounds. WORKING ENVIRONMENT A moderate amount of time is spent working outdoors on a weekly basis; the incumbent may occasionally be exposed to extreme heat, vibration, confined working spaces and chemicals. CITY OF ARCADIA APPROVED BY HUMAN RESOCES COMMISSION 4/11/96 APPROVED BY CITY COUNCIL UTILITIES SUPERINTENDENT DEFINITION, Under general direction, to plan, organize and direct the maintenance and operation of sewer, storm sewer, and water systems, and the Utility Section customer service; and to perform related duties as required. RESPONSIBILITIES Supervise, direct and instruct staff. Prepare the Utility Section budget. Responsible for all phases of contract administration. Continually evaluate work methods and operations and seek to increase effectiveness to meet departmental objectives. Exercise judgment in recognizing and resolving problems which deal with policy and procedural matters. May act in the absence of the Field Services Manager. EXAMPLES OF DUTIES Direct and supervise the Utility Section staff in the management of current and advance Utility Section activities. Develop long range and short term maintenance objectives and develop plans to meet future service needs. Plan, coordinate, direct, supervise and inspect the operation, maintenance, and repair of sewers and storm drain systems, and the City's water system, including production and distribution systems. Determine work assignments and utilization of personnel, equipment and materials. Requisition supplies and materials. Prepare estimates and monitor construction, maintenance and operating costs. Evaluate divisional policies, procedures and services to determine effectiveness. '4600 *44o00 Utilities Superintendent Page 2 Evaluate service and equipment needs, write or review bid specifications, and monitor contractor/equipment performance. Coordinate construction and maintenance work with other divisions. Approve utility drawings submitted to the Engineering Division and assist the Engineering Division in the preparation and review of plans, specifications and drawings. Assist in the preparation of utility rate analysis. Prepare the Utility Section budget and participate in the presentation of the department budget. Prepare financial analysis and service objectives, monitor and control expenditures, and make recommendations on staffing and equipment. Review and investigate citizen complaints and requests, and determine and ensure appropriate disposition. Direct and supervise the work of employees involved in emergency responses to major storms, hazardous material spills, and other emergency situations, and develop emergency response procedures. Inspect work in progress to ensure compliance with City specifications. Direct, conduct, and make recommendations on special studies. Develop and establish work methods and standards. Direct staff training and development, and review and evaluate employee performance. Perform related duties as required. DESIRABLE SKILLS. KNOWLEDGE AND ABILITIES Knowledge of: Methods, practices, materials, tools and equipment used in sewer, storm drain and water system construction, maintenance and repair. Information sources in water and sewer system maintenance. Utilities Superintendent 3 Installation, maintenance and repair of valves, hydrants, services, mains, pumping systems, water distribution systems and sewer collection systems. Water and sewer system construction and maintenance safety laws and practices. Traffic control and safety techniques. Water service facility and installation planning. Methods of collecting and preserving domestic water samples and chlorination of domestic water systems. Mathematical principles as applied to water distribution. Budget preparation and procedures. Computer applications. Principles of supervision, training, employee development and performance evaluation. Ability to: Instruct skilled and semi-skilled workers in the methods, practices, tools and equipment used in the installation, repair and maintenance of water systems and structures, and water distribution and pumping. Read and interpret engineering and public works plans, specifications and drawings. Keep records of time, materials and equipment and prepare clear and accurate reports. Carry out oral and written instructions. Develop and maintain a working environment which encourages and motivates excellent employee performance. Analyze and compile technical and statistical data and prepare comprehensive reports. Operate micro-computers. Communicate clearly and concisely orally and in writing. Interpret and explain department regulations, policies and City codes. Utilities Superintendent • Page 4 Conduct work in a safe manner in accordance with established policy. Direct, train, supervise and evaluate staff. Establish and maintain effective working relationships with other employees and the public. DESIRABLE EXPERIENCE AND TRAINING • Experience: Eight years of recent experience in water production and distribution and water facility maintenance, construction, and installation, including at least five years of supervisory experience. Education: Equivalent to graduation from high school. An Associate of Arts degree in Public Administration or related field is desired. A combination of equivalent experience and training that would provide the required skills, knowledge and abilities would be qualifying. LICENSES/CERTIFICATES REQUIRED Valid Class "C" California Driver's License. Grade II Water Treatment Operator Certificate, a Grade II Water Distribution Certificate and a Backflow Prevention Device Tester Certificate issued by the California Department of Health are desired. PHYSICAL ACTIVITY REQUIRED A significant amount of time is spent sitting, standing and walking on a daily basis; a moderate amount of time is spent kneeling, crouching, stooping and squatting on a monthly basis; occasionally time is spent lifting on a weekly basis; occasionally time is spent twisting and climbing on an as needed basis. WORKING ENVIRONMENT Occasionally the incumbent may spend time working outdoors; a moderate amount of time may be spent exposed to extreme heat and extreme noise on a weekly basis; the incumbent may occasionally be exposed to vibration, confined working spaces, chemicals, mechanical hazards and electrical hazards. CITY OF ARCADIA Itrr+ APPROVED BY HUMAN RESOCES COMMISSION 4/11/96 APPROVED BY CITY COUNCIL STREET SUPERINTENDENT DEFINITION Under general direction, to plan, organize and direct the maintenance and operation of City streets and right-of-ways, street sweeping, traffic painting, traffic signals, and street signs; and to perform related duties as required. RESPONSIBILITIES Supervise, direct and instruct staff. Prepare the Street Division budget. Responsible for all phases of contract administration. Continually evaluate work methods and operations and seek to increase effectiveness to meet departmental objectives. Exercise judgment in recognizing and resolving problems which deal with policy and procedural matters. May act in the absence of the Field Services Manager. EXAMPLES OF DUTIES Direct and supervise the Street Section staff in the management of current and advance Street Section activities. Develop long range and short term maintenance objectives and develop plans to meet future service needs. Plan, coordinate, direct, supervise and inspect the patching and paving of streets, traffic painting work, street sweeping, maintenance of right-of-ways, and the replacement of street signs and traffic control devices. Determine work assignments and utilization of personnel, equipment and materials. Requisition supplies and materials. Prepare estimates and monitor construction, maintenance and operating costs. Evaluate divisional policies, procedures and services to determine effectiveness. Street Superintendent Page 2 Evaluate service and equipment needs, write or review bid specifications, and monitor contractor/equipment performance. Coordinate construction and maintenance with other divisions. Prepare the Street Section budget and participate in the presentation of the department budget. Prepare financial analysis and service objectives, monitor and control expenditures, and make recommendations on staffing and equipment. Review and investigate citizen complaints and requests, and determine and ensure appropriate disposition. Direct and supervise the work of employees involved in emergency responses to major storms, hazardous material spills, and other emergency situations, and develop emergency response procedures. Inspect work in progress to ensure compliance with City specifications. Direct, conduct, and make recommendations on special studies. Develop and establish work methods and standards. Direct staff training and development, and review and evaluate employee performance. Perform related duties as required. DESIRABLE SKILLS, KNOWLEDGE AND ABILITIES Knowledge of: Methods, practices, materials, tools and equipment used in street systems and maintenance. Information sources in street maintenance. Traffic laws and regulations applicable to operation and maintenance functions. Traffic control and safety techniques. Street system construction and maintenance safety laws and practices. Budget preparation and procedures. 'two *Norio ' Street Superintendent Page 3 Computer applications. Principles of supervision, training, employee development and performance evaluation. Ability to: Instruct skilled and semi-skilled workers in the methods, practices, tools and equipment used in the installation, repair and maintenance of streets and right-of- ways. Read and interpret engineering and public works plans, specifications and drawings. Keep records of time, materials and equipment and prepare clear and accurate reports. Carry out oral and written instructions. Develop and maintain a working environment which encourages and motivates excellent employee performance. Analyze and compile technical and statistical data and prepare comprehensive reports. Operate micro-computers. Communicate clearly and concisely orally and in writing. Interpret and explain department regulations, policies and City codes. Conduct work in a safe manner in accordance with established policy. Direct, train, supervise and evaluate staff. Establish and maintain effective working relationships with other employees and the • public. DESIRABLE EXPERIENCE AND TRAINING Experience: Eight years of recent experience in public works maintenance and repair work, including at least five years of supervisory experience. Street Superintendent Page 4 Education: Equivalent to graduation from high school. An Associate of Arts Degree in Public Administration or related field is desired. A combination of equivalent experience and training that would provide the required skills, knowledge and abilities would be qualifying. LICENSES/CERTIFICATES REQUIRED Valid Class "C" California Driver's License. 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