DIVISION MANAGER - GENERAL SERVICES
Job Specifications
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DEFINITION
Under general direction to plan, organize,
manage, coordinate and evaluate the programs of a service division of the
General Services Department; and to do other work as required.
DISTINGUISHING CHARACTERISTICS
Positions in this class are responsible for
managing, administering and evaluating a service program area identified as a
division within the General Services Department, such as Fleet Services and
Purchasing. Incumbents report to the General Services Deputy Director. This
class is distinguished from the Deputy Director in that the latter assists the
Director with overseeing the overall coordinated services and functions of the
General Services Department and assumes full responsibility in the absence of
the Director. This class is distinguished from the Building Maintenance
Superintendent classification due to scope of responsibilities and the number
of employees within the Facilities Division.
TYPICAL TASKS
Establishes and maintains goals, objectives,
and plans for carrying out division functions consistent with overall
departmental goals; coordinates and manages through subordinates the work of
staff engaged in providing services; works to coordinate services, resolve
problems, develop procedures; analyzes work activities and programs; evaluates
policies, services and systems needing improvement; directs and participates in
the formulation and preparation of the budget; monitors divisional budget;
represents division in working with other departments, agencies, and outside
agencies and entities; directs and evaluates the work of subordinates,
including training; develops programs, contracts, grants and memoranda of
understanding; review and evaluates services and develops corrective action as
necessary; performs special assignments as directed; attends meetings and
conferences representing the division and/or department.
Fleet Services: Plans, schedules and determines priorities for the
service and repair of light motor vehicles; establishes and oversees
preventative maintenance program and schedules for a variety of makes and
models of automobiles and light trucks; through a subordinate supervisor,
directs shop crew performing maintenance and repair work; develop, monitor and
oversee inventory control programs and practices; determine whether repairs
should be performed in-house or by outside vendors; assist in the procurement
of outside service vendors; develop bid specifications for new vehicle
purchases and lease purchases; requisition materials and supplies; monitor and
assure that all repairs, programs and equipment are current with rules and
regulations promulgated by Federal, State and County laws and ordinances;
confers with departments on vehicle needs and assignments; writes
specifications for new vehicles and for shop equipment which includes cost
effective warrantees; estimates costs of repairs as required; assures that all
repairs under warranty are referred to the dealer for repair; recommends
retention, reassignment or disposal of vehicles; manages the compressed natural
gas fueling station and program; receives and investigates vehicle safety
reports and complaints; prepares operating and safety manuals; monitors and
assures that mandated and operational safety practices and procedures are
followed, including the handling and disposal of hazardous materials; maintains
required vehicle inspection reports; develop, oversee and maintain fueling
systems for fleet vehicles; develops, maintains, analyzes and monitors a
variety of records and reports on vehicle usage, maintenance and assignment and
makes appropriate program recommendations based on that analysis; assists in
the development of fleet rates and billings to departments; maintains stock
controls and records; establishes stock controls; develops and oversees staff
training programs; prepares the initial division budget and participates in
final budget preparation; inputs, accesses and analyzes data using computer
terminals and equipment; recommends automated records management and other
fleet systems; prepare letters and memoranda on equipment and fleet maintenance
practices and policies; supervise, train and evaluate subordinates; inspect new
equipment to ensure operational correctness; and performs related duties as
assigned.
Purchasing
Services: Manages, plans, organizes, coordinates and supervises the work of
the centralized purchasing division, including the warehouse; develops,
implements and enforces purchasing policies and procedures, as directed;
assesses and evaluates purchasing systems and procedures and recommends
improvements; develops and reviews bid specifications and contract services to
ensure compliance with established policies and procedures and with pertinent
ordinances, laws, rules, and regulations; develops master services agreements
for common purchases made by multiple departments; develops and implements
e-procurement and inter/intranet uses for County purchasing services and
programs; coordinates departmental purchasing web pages; acts as buyer in
controversial or problem areas; consults with representatives of various
departments regarding purchasing problems; reviews the delegated purchasing
activities of departments for compliance with established policies and
procedures and with pertinent ordinances, laws, rules, and regulations; assists
in the preparation and administration of the division budget; selects,
supervises, trains and evaluates subordinate staff; confers and corresponds
with vendors, manufacturers and service suppliers and sales representatives;
resolves complex and difficult problems concerning damaged goods, incorrect
merchandise or problems in billing or payment; arranges for the storage, sale
and disposition of surplus property as authorized; develops and maintains
purchasing manuals; develops procedures for requisitioning, stock record
control, warehousing and distribution of equipment, supplies and material;
develops forms for purchasing and records management; develops policies and
procedures for the warehouse, and records retention and storage; keeps informed
on current trends and practices in public purchasing and records management;
attends and participates in meetings; prepares reports and correspondence;
responsible for division’s employee orientation and training; and performs
related duties as assigned.
EMPLOYMENT STANDARDS
Fleet Services:
Thorough knowledge of:
Working knowledge of:
Some knowledge of:
Ability to:
Purchasing
Services:
Thorough knowledge of:
Working knowledge of:
Some knowledge of:
Ability to:
TRAINING AND EDUCATION
Any combination of training
and experience which would provide the required knowledge and abilities in
qualifying. A typical way to
obtain these knowledge and abilities would be:
SPECIAL REQUIREMENTS:
Fleet Services/ Purchasing Services:
Fleet Services:
WORKING CONDITIONS:
Fleet Services:
Bargaining Unit: 11
EEOC Job Category: 05
Occupational Grouping: 37
Workers Comp Code: 0053