NATURE AND SCOPE OF WORK

The Civic Properties/Fleet Manager is a management position responsible for administrative, supervisory and technical work in planning, coordinating and directing all building and fleet maintenance operations in the City. The Civic Properties and Fleet Manager will prepare budgets, monitor workflow and analyze costs.  The position will be responsible for lifecycle planning and the preventative maintenance programs for building systems and Fleet vehicles.  The position will coordinate work assignments throughout the planning, implementation, supervision and evaluation stages and will liaison with contractors, supervisors and departmental supervisors.

SUPERVISION RECEIVED

Director of Public Works.

SUPERVISION EXERCISED

Exercises supervision over all department staff, either directly or through subordinate supervisors.

KEY RESPONSIBILITIES FLEET AND CIVIC PROPERTIES

• Plans, coordinates, implements and directs the preventative and seasonal maintenance programs for Civic Properties.
• Plans, coordinates, implements and directs the Fleet maintenance and purchasing program, ensuring a detailed and
• Schedules, manages and directs assigned staff in all maintenance efforts in cleaning, maintenance, repairs and equipment replacement for all civic facilities and fleet.

• Supervises and manages tool inventory and departmental vehicles used by maintenance staff.
• Supervisors various janitorial staff and maintains an inventory of cleaning supplies at each building.
• Ensures fleet and building maintenance is compliant with all applicable regulations and in accordance with best practices for maintenance and general life cycling through the use of preventative maintenance programs in both civic facilities and fleet operations. 
• Prepares budget in consultation with the Director; administers and manages the budget for all areas of responsibility and monitors and controls expenditures; maintains all designated building and equipment within the budget allotment; ensures purchases are made in compliance with organizational purchasing policies.
• Selects, inspects, supervises and directs special projects by contractors in accordance with City policy and procedures relating thereto, and may liaise with consultants and/or contractors on larger constructions sites and special projects.
• Assists as required, with the establishment, review and modification of the City’s capital and operating budgets, goals and objectives as relating to areas of responsibility; implements activities to further approved annual goals and objectives.
• Executes organizational, departmental and facility rules, regulations, policies and procedures; ensures that subordinates comply with all related policies, procedures, regulations and legislative requirements.
• Selects and hires employees under their supervision.
• Conducts regular performance evaluations of employees under their direction and control in accordance with the Collective Agreement and initiates required procedures for correction of non-culpable performance deficiencies.
• Establish performance standards and monitor employee performance.
• Conduct performance evaluations of assigned personnel.
• Establish deadlines and schedules and assign work to assigned personnel.
• Approve timesheets for assigned staff.
• Resolve employee complaints and respond to grievances according to the Union Agreement.
• Provides input into labour relations as required, including participating in labour management meetings on an as needed basis, providing input into the formulation and review of bargaining proposals and advising senior management in labour relations matters affecting their department.
• Contributes to continuous improvement of the City’s safety culture and the management systems.
• Ensures accidents/incidents are investigated to determine root cause and implement corrective actions to prevent recurrence.
• Conducts and participates in workplace inspections in the prevention of unsafe conditions that could be hazardous to the health and safety of workers.
• Knows, understands and ensures compliance with the City’s Occupational Health and Safety Program and supplemental safety programs, the Worker’s Compensation Act, Occupational Health and Safety Regulations, Canadian Safety Standards, Technical Safety BC, National Safety Code and other applicable legislation.
• Ensures the health and safety of workers including any other worker present at the workplace, ensuring workers are provided with the information, instruction, training and supervision necessary to perform their work safely.
• Consults and cooperates with the joint occupational health and safety committees, worker health and safety representatives, Officers of the Board and other legislative representatives.
• Develops short and long range plans; monitors emerging trends and needs, provides technical and professional advice; prepares a variety of studies, reports related information for decision making purposes.
• Develops recommendations and drafts policy proposals; makes presentations as required to supervisors, Council, boards, commissions.
• Works flexible and varied hours, as may be necessary, to meet the requirements of the position.
• Works with Director to select vendors and negotiate service contracts.
• Maintains records of assignments, work history and inventory of parts by utilizing various workflow management software components including (but not limited to) Cityworks, StarGarden, When2Work, Kace, Questica, WorkHub etc.
• Performs other duties as assigned or required.

CORE PERFORMANCE OBJECTIVES

• Community Focused – takes timely and positive actions to provide superior service to the community
• Resource Management – takes actions for the best use of our resources to ensure financial accountability and strength
• Leadership – always striving to build up and manage our human and physical assets
• Innovation – always looks beyond the here and now, in creating a new and better future for the community

REQUIRED SKILLS, QUALIFICATIONS, LICENSES, CERTIFICATIONS AND REGISTRATIONS

• Post-secondary education completed from a recognized technical school, college or university with courses completed in Facility Management/Maintenance and Operations, Project Management, Red Seal Certification, or related field or equivalent experience and education may be considered. 
• A minimum of five (5) years of experience in fleet management/maintenance, including sound supervisory and administrative experience, preferably in a unionized environment
• Valid BC Class 5 Driver’s Licence
• Ability to obtain RCMP enhanced security clearance (within one year of hire)
• Effective leadership skills, with a strong focus on mentoring and motivating of employees
• Considerable knowledge of the functions and operations of building systems, HVAC, direct digital controls systems (DDC), pool maintenance, freon and ammonia refrigeration plants, plumbing, security systems, elevators, roofing, janitorial, energy efficiency and electrical equipment and services
• Considerable knowledge in heavy and light duty equipment operation, maintenance and repairs with a working knowledge of diesel, gasoline and small engine repair.
• Ability to delegate, set expectations and monitor the progress of all direct reports
• Experience with budget preparation and management
• Experience with preparing, maintaining and presenting a variety of work-related records and reports
• Demonstrated understanding of civic facilities and fleet maintenance theories and principles
• Contract management experience
• Demonstrated ability to handle a complex and varied workload, often under pressure, in a flexible manner
• Working knowledge of related legislation and regulations; ability to exercise sound judgement in the interpretation and application of related regulations, policies and procedures
• Ability to work positively as a team player within the department and overall organization to achieve both departmental and organizational goals
• Excellent customer service skills; ability to present a neat appearance and to deal tactfully and effectively with the public 

PHYSICAL DEMANDS

This position may entail lifting, climbing, walking, standing for long periods of time, sitting for
long periods of time, looking at a computer for long periods of time, and lifting and/or moving
items that can weight up to 25 lbs.

GENERAL

The Civic Properties and Fleet Manager will meet the level of satisfactory performance in each of their responsibilities and annual work objectives/ development plan. The quality of work expected, will be based on measurable volume and compared against meaningful standards, and considering any unusual conditions which affect output. The quality of performance expected will be based on the frequency of errors, efficient use of resources, excellence of workmanship, and measured against work objectives and division performance measures.

Formal application, rating of education and experience, oral interview and reference check, and job-related tests may be required. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.