Facilities & Fleet Division Manager

$104,388 - $137,367 yearly
  • City of Hillsboro
  • 150 East Main Street, Hillsboro, OR, USA
  • Jan 23, 2023
Full time Public Works

Job Description

About this opportunity
The Facilities and Fleet Services Division Manager is a member of the City of Hillsboro Public Works Department Senior Leadership Team. This position acts as a strategic partner working closely with the other members of the Senior Leadership Team to ensure the agency, department, and division goals are met. The Facilities and Fleet Services Division Manager plans and oversees the staff, processes, functions, and budgeting for the Facilities and Fleet Services Division.  
 
Responsibilities include supervising technical support and professional staff; providing advanced technical support on complex issues; providing staff support to Boards, Committees, Commissions, Executive City Management, and City Council; serves on special committees; serves as liaison for intergovernmental issues and joint ventures; develops policies and procedures; oversees studies, programs, and projects; manages and oversee compliance with applicable codes, regulations, and standards. Incumbents supervise staff including conducting performance evaluations, coordinating training; and implementing hiring, discipline, and termination procedures. The principal duties of this class are performed in a general office environment and in the field.  
 
 
Background
This position is new to the organization and will join an effective department leadership team encompassing a Director, an Assistant Director/Transportation Division Manager, a Sanitary Sewer and Surface Water Management Division Manager, and a Capital Project Delivery and Development Services Division Manager. Notwithstanding the stated duties and expectations contained herein, a foundational role of this position is to provide leadership and vision necessary to modernize the division’s business model, it’s practices and procedures, to build and strengthen internal teams relationships, to improve and streamline a body of work that encompasses regular work order repairs, preventive maintenance tasks/projects, and the planning, prioritization, and implementation of new public Buildings/Grounds and Fleet program needs. The development of relationships with external Department Directors/Managers, and an understanding of their business needs, is essential to the success of this position.
 
 Successful Candidates Will Have:

  • Strong leadership skills with a professional, proactive, and forward-thinking approach.
  • An interest in leading the ongoing development of an organizational culture that promotes the practice of respect for a diverse set of people, openness, trust, safety, transparency, and collaborative problem solving. 
  • Experience managing with data, incremental continuous improvement; with an emphasis on coaching and mentoring to intentionally practice: teaching, questioning, listening, suspending assumptions, supporting, encouraging, observing, empowering, appreciating, and inspiring staff.
  • Experience in advancing an organization toward strategic sustainability goals, including electricity, natural gas, water, and fleet fuel consumption reduction.
  • Experience in Facility and Fleet program management, infrastructure development, the operation, maintenance, and preservation of assets, master planning, proactive engagement, and budgeting.
  • The ability to evaluate complex commercial facility construction plans, drawings, cost estimates, and contract documents for accuracy and applicable design modifications; and compliance with industry regulations and project requirements.
  • Experience in program/project management and service delivery best practices, processes, and procedures necessary to deliver projects and tasks on schedule and within budget, and to meet customer needs and expectations.
  • Excellent communication and customer service skills.   

 
Current / Upcoming Projects:

  • Development of a citywide Facilities Master Plan.
  • Development of Facilities Design and Construction Standards.
  • Implementation of Organizational Assessment Report findings and recommendations.
  • Implementation of Citywide Asset Management Gap Analysis Report findings and recommendations.
  • Recruitment and onboarding of vacant Facilities Maintenance & Operations Superintendent position.
  • Update Facilities Assessment Reports and 10-year Capital Facilities Maintenance Plan
  • Development and implementation of project/work order management, tracking status solutions and tools.
  • Implementation and tracking of deliverables outlined in the 2023 Department Strategic Plan.

 
General Statement of Duties
The principal function of an employee in this class is to plan and oversee the activities of professionals and paraprofessionals and is responsible for staff, process, function, and budgeting for their designated program or division. Responsibilities include supervising technical and professional staff; providing advanced technical support on complex issues; providing staff support to Boards, Committees, Commissions, Executive City Management, and City Council; serves on special committees; serves as liaison for intergovernmental issues and joint ventures; develops policies and procedures; oversees studies and projects; manages and oversees compliance with applicable codes, regulations, and standards. Incumbents supervise staff including conducting performance evaluations, coordinating training; and implementing hiring, discipline, and termination procedures.

Examples of Essential Work

Core Areas of Responsibilities:

  • Provides oversight of the development, management, operation, and maintenance of public buildings, parking lots, and grounds.
  • Provides oversight of the acquisition and surplus of city owned properties, property management of city owned real property and easements, and the management and coordination of leased properties. 
  • Manages and oversees a citywide Fleet Services program encompassing the acquisition, maintenance, and surplus of vehicular and equipment assets.
  • Coordinates and collaborates with City departments for their facilities/building and fleet needs. 
  • Supervises staff to include prioritizing and assigning work; conducting performance evaluations; ensuring staff are trained; ensuring that employees follow policies and procedures; maintaining a healthy and safe working environment; and making hiring, termination, and disciplinary recommendations.
  • Manages and oversee the activities of the Division including the development and administration of programs, projects, and related programmatic functions. 
  • Develops, implements, and ensures adherence to Citywide and Department policies, procedures, goals, and objectives.  
  • Provides administrative oversight of agreements, contracts, grants, and/or regulatory compliance issues.
  • Responds to requests for information and provides subject-matter-expert guidance to other departments, consumers, businesses, the general public, and/or outside agencies.
  • Provides City representation and liaison services for a variety of meetings, advisory groups, boards, committees, agencies, councils, and/or other related groups.
  • Provides oversight of, and monitors, the Division budget including allocating resources and approving expenditures.
  • Oversees the management of division records and information in any format in accordance with applicable statutes, regulations, and City policies and records retention schedules.
  • The work is performed under the direction of the Public Works Director or Assistant Director, but considerable leeway is granted for the exercise of independent judgment and initiative. Supervision is exercised over assigned managerial, supervisory, and technical personnel.
  • Performs other duties of a similar nature and level as assigned.

Acceptable Experience and Training

  • Bachelor's Degree in Civil Engineering, Facilities Management, Construction Management, Business Administration, or closely related field.
  • Five (5) years of Facilities and Fleet program management experience including two (2) years of supervisory experience. 
  • Or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.

 
LICENSING/CERTIFICATIONS:

  • Valid Driver's License and a safe driving record
  • Facilities Management Degree or Certification (preferred)
  • Fleet Management Degree or Certification (preferred)

Additional Information

CITY OF HILLSBORO'S CORE VALUES:
Employees at the City of Hillsboro are expected to exemplify the behaviors set forth in our Core Values as follows:
• Excellence in Public Service
• Respect for Diverse Voices and Ideas
• Responsiveness in Customer Service
• Tradition of Reliability
• Stewardship of the Public Trust
• Leadership with Ethics and Integrity
• Culture of Teamwork and Communication
• Emphasis on Innovation
 
Employees are also expected to promote a positive work environment and to be effective and collaborative team members, while providing responsive municipal services to the citizens of the City of Hillsboro.
 
 ADA AND OTHER REQUIREMENTS:
Positions in this class typically require: climbing, balancing, pulling, lifting, grasping, feeling, talking, hearing, seeing and repetitive motions with or without reasonable accommodation.
 
Light Work: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or negligible amount of force constantly to move objects.  If the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work and the worker sits most of the time, the job is rated for Light Work.
 
Incumbents may be subjected to moving mechanical parts, electrical currents, vibrations, fumes, odors, dusts, gases, poor ventilation, inadequate lighting, and travel.