Facility Maintenance Supervisor

City of Takoma Park, MD Class Specification

CLASS TITLE: Facility Maintenance Supervisor
DEPARTMENT: Public Works
REPORTS TO: Director of Public Works
FLSA STATUS: N
SALARY GRADE: 34
EEO CODE: 8
DATE: 02/2009
PDF Download Available PDF icon with link

JOB SUMMARY AND DISTINGUISHING FEATURES OF THE WORK

The Facilities Maintenance Supervisor performs skilled work in the repair and maintenance of City facilities and equipment under general supervision. The position is required to service and/or oversee the servicing of the mechanical, electrical, plumbing, heating, cooling, ventilation and fire alarm systems in all City facilities. Oversees the day to day operation of the Building Maintenance division and Custodian section and supervises the staff.

CORE COMPETENCIES

Customer Service

Handles customer questions and complaints, communicates with customers, handles service problems politely and efficiently, always available for customers, follows procedure to solve customer problems, understands all City services, maintains pleasant and professional image. Anticipates, monitors and meets the needs of internal and external customers and responds to them in an appropriate manner. Continually seeks to provide the highest quality service to all customers. Listens carefully when dealing with the public and communicates concern through tone of voice and by taking action to solve their problems in a timely manner. Complies with the City’s Customer Service Policy, including 24-hour response time for telephone calls and e-mails. Explains departmental and City issues to the public in a manner that demonstrates interest and concern for their problems. Listens well, diffuses conflict before it starts, finds causes of and solutions to problems, handles difficult people.

Communication

Communicates well both verbally and in writing when required, creates accurate and punctual reports, delivers presentations, shares information and ideas with others, has good listening skills. Effectively conveys information and expresses thoughts and facts. Demonstrates effective use of listening skills and displays openness to other people’s ideas and thoughts. Keeps key employees informed regarding relevant information. Shares information with other members of the team to foster teamwork and to further attainment of the City’s goals. Written and oral information is presented in a manner that projects a positive and professional image of the City.

Reports problems, concerns, issues that should be corrected. Readily shares information and ensures that team members are kept informed and up-to-date. Establishes team and individual accountability for goals, objectives and outcomes. Intervenes as necessary to identify and resolve conflict among team members. Makes conscious and deliberate efforts to build team spirit and identity.

Job Knowledge

Understands duties and responsibilities, has necessary technical skills, understands the City’s mission/values, keeps job knowledge current. Demonstrates the appropriate level of proficiency in the principles and practices of one’s field or profession. Demonstrates a commitment to continuous improvement, including the understanding and application of technology where appropriate. Operates within the organization's formal and informal structures, builds allies and relationships across departments, uses allies to build consensus and create results, is appropriately diplomatic, understands others' roles and perspectives, can sell projects and ideas across the organization. Adapts to change, is open to new ideas, takes on new responsibilities, handles pressure, adjusts plans to meet changing needs. Prioritizes well and reacts to opportunities. Is attentive to detail and accuracy, is committed to excellence, looks for improvements continuously, monitors quality levels, finds root cause of quality problems, owns/acts on quality problems.

ROLE COMPETENCIES

Adaptability/Flexibility

Adapts to change, is open to new ideas, takes on new responsibilities, handles pressure, adjusts plans to meet changing needs.

Budget/Cost Control

Plans for and uses resources efficiently, always looks for ways to reduce costs, creates accurate and realistic budgets and budget projections, tracks and adjusts budgets, contributes to budget planning. Prepares and submits budget within specified time constraints. Anticipates departmental operating and capital needs and budgets adequately for needed expenditures. Reports departmental expenditures within specified time constraints. Bills are submitted for payment on time. Completes and files all applicable reports related to grants, agenda items, etc. within specified deadlines. Anticipates long-term budgeting needs in manner that allows the City to anticipate and plan for sources of revenues for extraordinary future expenses. Controls expenditures to deliver department's services within agreed upon budget. Follows established procurement procedures in obtaining goods and services.

Decision Making/Judgement

Recognizes problems and responds, systematically gathers information, sorts through complex issues, seeks input from others, addresses root cause of issues, makes timely decisions, can make difficult decisions, uses consensus when possible, communicates decisions to others. Knows when to notify and/or involve the  department head or the City Manager prior to making a decision.

Leadership

Leads through change and adversity, makes the tough call when needed, builds consensus when appropriate, motivates and encourages others. Addresses projects, issues, and situations using innovative solutions that consider dollar and human resources as well as service goals. Asks clarifying questions, actively listens, stays open to other viewpoints, manages distractions and interruptions. Manages a fair workload, volunteers for additional work, prioritizes tasks, develops good work procedures, manages time well. Sets challenging and productive goals for team, keeps team accountable for actions, provides leadership, and motivation, uses checkpoints and data to track progress, sets up systems and processes to measure results.

Managing Performance

Applies clear/consistent performance standards, handles performance problems decisively and objectively, is direct but tactful, provides guidance and assistance to improve performance. Allocates work with adequate number of personnel so that project deadlines are never missed due to manpower allocation. Fully understands provisions of applicable collective bargaining agreement and ensures compliance with it. Consistently applies policies and procedures in an equitable manner with no valid complaints from subordinates. Trains and instructs employees in proper City techniques and procedures, including those designed to provide a safe working environment. Communicates job expectations and monitors employee progress such that there is sufficient documentation to justify performance appraisals, distinguished increases and/or disciplinary actions. Identifies and takes action to improve employee performance. Completes performance reviews within time-frame prescribed by City policy. Provides feedback and coaching, rewards hard work and risk taking, takes mentoring role, challenges and develops employees, accepts mistakes, provides visibility/opportunity. Defines roles and responsibilities, motivates and challenges employees, delegates effectively, and rewards contributions.

ESSENTIAL JOB FUNCTIONS

Manages and supervises the work of the building maintenance division, including planning long and short term goals and objectives; continually seeking methods of improving quality and efficiency in performance of the work of the department, establishes maintenance and operation priorities.

Plans, schedules, and oversees the daily work activities of assigned area of responsibility.

Carries out supervisory responsibility in accordance with policies, procedures and applicable laws including: interviewing, training, establishing work plans, assigning and directing work; appraising performance; coaching, counseling; rewarding and disciplining employees; addressing complaints and resolving problems.

Ensures staff are utilizing safety equipment and have received proper safety training.

Conducts periodic inspections and evaluation of facility and equipment conditions, reports on condition and implements corrective action as required, schedules and coordinates all construction and repair work required to maintain facilities and equipment.

Prepares and directs preventative maintenance schedules for equipment in or associated with City buildings. Estimates and coordinates applicable maintenance, remodeling and repairs.

Provides or facilitates provision of technical advice on building maintenance issues to the Public Works Director and/or City Manager as needed.

Prepares operating and capital improvement projects budgets for the Building Maintenance Division; develops and monitors annual operating budget, compiles information and submits to Public Works Director.

Assesses and projects resource needs (equipment, personnel and budgetary) by inspecting equipment, analyzing age, condition, maintenance history and life expectancy.

Oversees the establishment and implementation of a comprehensive energy management program, including analyzing current performance data and new state of the art efficient equipment, and developing plans and incentives for encouraging energy efficient practices through out City facilities.

Performs as a skilled craftsman, doing repairs on mechanical and electrical systems as well as performing minor building renovations

Responds to and addresses building maintenance complaints and concerns.

Monitors productivity/work flow and resolves problems to ensure deadlines are met.

Maintains facility keys and lock controller. Keeps key box current and maintains locks.

Attends and participates in staff meetings, completes required forms and paperwork, and prepares work program and reports work progress periodically.

Ensures that sufficient materials, tools and equipment are available for scheduled work.

Manages the purchasing process for all mechanical equipment used by the City including: develops equipment specifications required for optimum performance for City operations; stays informed of technological improvements in equipment to provide added benefit; and ensures all purchases meet City specifications and purchasing requirements

Ensures compliance with applicable federal, state, county and City laws.

Coordinates with insurance company (Local Government Insurance Trust) when facility damage is involved; notifies LGIT when there is a claim, selects repair contractor, coordinates repair work with affected City Departments and completes all required paperwork.

Oversees snow/ice treatment for the walkways around City facilities.

Monitors contracts for various facility services, negotiates, evaluates effectiveness, determines best utilization of contractors to serve the needs of department and staff.

Oversees and develops building safety programs, guidelines, policies, procedures and evacuation plans; oversees regular inspection of fire fighting equipment.

IMPORTANT JOB FUNCTIONS

Maintains on-call status to respond to emergencies and perform maintenance and repair as required.

Performs other related duties as assigned.

MATERIAL AND EQUIPMENT USED

  • Computer
  • General Office Equipment
  • Vehicle
  • Calculator
  • Electric Meters & Testers
  • Acetylene torches
  • Solder
  • Power Tools
  • Ladders
  • Hand tools
  • Pumps

MINIMUM QUALIFICATIONS REQUIRED

Education and Experience

Bachelor’s degree from an accredited four-year college or university in Engineering, Architecture, Construction Management or major coursework in the building trades or a related field; and,

Six or more years of progressively responsible experience as a journey level employee in at least one of the construction trades and at least two years of supervisory experience.

Any combination of education, training and experience which provides the required knowledge, skills, and abilities to perform the essential functions of the job.

Licenses and Certifications

Valid State Driver’s License

Related certification for any of the following trades: plumbing, electrical, heating and air conditioning (must have at least one)

Mechanical Contractor license (desirable)

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of:

Good knowledge of the methods, practices, materials and tools used in the building maintenance and construction trades.

Good skill in the use and care of hand and power tools and equipment.

Knowledge of occupational hazards and safety precautions applicable to building maintenance field.

Sufficient technical knowledge and skill to competently service and/or oversee the servicing of the mechanical, electrical and plumbing systems including sprinkler systems in City facilities.

Knowledge of maintenance and service of chilled water systems including cooling towers, swamp coolers, pumps, pneumatic valves, controllers and thermostats.

Procurement procedures, contracts, requests for proposal process and procedures.

Record keeping, report preparation, filing methods and records management techniques.

Basic Budgetary principals and practices.

Applicable state, federal and local ordinances, laws, rules and regulations.

All computer applications and hardware related to performance of the essential functions of the job.

Skill in:

Using tact, discretion, initiative and independent judgment within established guidelines.

Analyzing and resolving facilities management situations and problems.

Researching, compiling, and summarizing a variety of informational and statistical data and materials.

Organizing work, setting priorities, meeting critical deadlines, and following up on assignments with a minimum of direction.

Applying logical thinking to solve problems or accomplish tasks; to understand, interpret and communicate complicated policies, procedures and protocols.

Using mathematics.

Planning, organizing, assigning, directing, reviewing and evaluating the work of staff.

Selecting and motivating staff and providing for their training and professional development.

Communicating clearly and effectively, both orally and in writing.

Preparing clear and concise reports, correspondence and other written materials.

Mental and Physical Abilities

Ability to interpret engineering drawings, schematics, and blueprints.

Ability to add, subtract, multiply, and divide whole numbers, common fractions and decimals.

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.

Ability to define problems, collect data, establish facts and draw valid conclusions.

Ability to read, analyze and interpret professional periodicals and journals, technical and design manuals, government regulation and codes, equipment specifications, operating manuals and GIS topographic and plat maps.

While performing the essential functions of this job the employee is regularly required to sit, use hands to finger, handle, or feel, reach with hands and arms, and speak and hear.

While performing the essential functions of this job the employee is required to stand, walk, lift/or move up to 100 pounds.

Working Conditions

While performing the essential functions of this position, the employee is frequently exposed to out door weather conditions and work with an near moving mechanical parts.

Work is performed primarily in the field, exposing employee to fumes, noxious odors, dust, mists, gases and poor ventilation that can affect the respiratory system, eyes or skin; possible bodily injury from moving parts, electrical shock, falling from high, exposed places and or toxic or caustic chemicals.

The incumbent's working conditions vary from moderately quiet to loud.

file: Facility Maintenance Supervisor

This class specification should not be interpreted as all inclusive. It is intended to identify the essential functions and requirements of this job. Incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this specification. Any essential function or requirement of this class will be evaluated as necessary should an incumbent/applicant be unable to perform the function or requirement due to a disability as defined by the Americans with Disabilities Act (ADA). Reasonable accommodation for the specific disability will be made for the incumbent/applicant when possible.