Illinois City / County Management Association (ILCMA)
City of Evanston, Facilities Fleet Supervisor
Illinois City / County Management Association (ILCMA), Evanston, Illinois, us, 60208
$97,663.68 – $146,496.14 / Annually
*Starting salary is dependent upon qualifications, in most cases is no higher than the midpoint for range.
NATURE OF WORK Responsible for coordinating day-to-day operations on assigned management facilities projects and fleet equipment builds as they relate to the City’s Facilities and Fleet assets. The role provides operational coverage for Facilities and Fleet daily functions and after-hours response as needed. The position administers, plans and directs special projects assigned to them within the Department and serves as a project manager. The position is responsible for helping to perform, monitor, track and gather data on facilities and fleet equipment in order to coordinate work across operations. This position oversees, directs, coordinates, and motivates a team of union tradespeople and other maintenance personnel in the construction, maintenance, repair, renovation and improvement of the City’s facilities, as well as the fleet team responsible for diagnostic testing, maintenance, repair and replacement of the City’s light, medium and heavy vehicles and equipment. Work will be performed to ensure City facilities and vehicular equipment are efficient, safe, and cost effective in their long-term utilization. Work shall be accomplished by means of best maintenance, construction and mechanical practices in conformance with all applicable codes, ordinances, and regulations. This role exercises considerable independent judgment in carrying out administrative and project-related responsibilities under the supervision of the Facilities and Fleet Management Division Manager. This role may require the individual to serve as an acting manager when needed.
ESSENTIAL FUNCTIONS (Specific assignment will include some or all of the following)
Works collaboratively with the Facilities and Fleet Division Manager to act as a liaison between FFM and other City departments to understand and help plan for each City Department’s needs, ensure quality control of services and to maintain effective customer relations with all City Departments in the areas of Facilities and Fleet Management. Regularly interacts with other Departments and Divisions to determine facility and fleet equipment needs.
Assists with evaluating, creating and maintaining a comprehensive building condition survey and a deferred maintenance backlog for each facility and their specific building systems. Assists with evaluating, creating and maintaining a vehicle/equipment condition survey and a deferred maintenance backlog for each piece and their specific components/systems.
Assists in structuring, organizing and implementing an effective preventative maintenance program and schedule for all city facilities and fleet equipment utilizing software, spreadsheets and personal experience.
Works together with the Facilities Shop and Field Supervisor to schedule, assign and direct activities of skilled tradesmen and semi-skilled workers in operating and maintaining City facilities and equipment. Works closely with the Facilities Shop and Field Supervisor and team to identify and implement efficiencies that save the City time and expenses.
Implements, manages, tracks, and reports on in-house and external construction projects, seasonal preventive maintenance procedures, breakdown repairs, and/or replacements for city-owned facilities. Responsibilities include coordination of carpentry, masonry, electrical, HVAC, and plumbing trades, custodial services and others as required to properly address the interior and exterior of city owned facilities.
Works closely with the Fleet Equipment and Shop Supervisor to schedule, assign and direct activities of skilled equipment mechanics and other workers in testing, repairing and replacing City vehicles and equipment including light duty vehicles such as sedans, police vehicles, pick-up trucks and vans, medium vehicles utilized in Facilities and Public Works operations such as bucket trucks and dump trucks, heavy equipment such as fire apparatus, solid-waste packers and specialized sewer and water division vehicles and excavation, and specialty equipment, tractors and watercraft for snow plowing, lakefront and parks operations.
Implements, manages, tracks, and reports on in-house and external vendor repairs, preventive maintenance procedures, and replacements/specifications for City fleet equipment. Responsibilities include coordination of automotive mechanics, vendor services and others as required to properly address all fleet equipment. Advises the team on how to realize efficiencies that save the City time and expenses.
Makes periodic site visits throughout the day to check staff progress, to supervise and inspect work. Monitors skill and safety practices of in-house staff while performing field work. Plans, conducts and keeps records of employee skill and safety training.
Motivates employees using human relations skills and encourages teamwork. Evaluates union personnel training and work performance and discusses with them. Responds to inquiries, investigates complaints and recommends or initiates corrective measures. Participates in the disciplinary process by conducting investigations and making recommendations to the Facilities and Fleet Division Manager.
Perform administrative duties by keeping accurate records and work logs. Monitors employees’ timecards and enters payroll as needed. Records activities and job performance of employees.
Using computer resources, professional judgment, field staff input, and consultant recommendations, gathers, analyzes, and organizes technical, operational, and financial information to participate in the creation and maintenance of five (5) and ten (10) year Capital Improvement Program (CIP) budgets for anticipated capital expenditures related to City-owned facilities and fleet equipment.
Works collaboratively with the Engineering Division and other internal stakeholders to support CIP planning and project development, and maintains sufficient project knowledge to attend meetings, respond to technical inquiries, and support the Facilities and Fleet Division Manager in project coordination, planning, and decision-making as needed.
Whether directly, or through oversight of consultants, prepares written technical specification sections for the repair, and/or rehabilitation of specific facility or fleet components. Assists other departments in this same function.
Assists with planning and administrating the budget for construction and repair of city-owned buildings, fleet equipment and some capital improvement projects (CIP). Monitors expenditures with respect to operating and capital budgets through spread sheets, Computerized Maintenance Management System (CMMS), Computerized Fleet Analysis (CFA) and paper files.
Manages contracted projects to ensure that the vendors and contractors comply with their City contract. Coordinate all preconstruction and construction activities throughout the duration of the Project and be in constant communication with the user group and Architect/Engineer. Assists in the establishment of the project budget and schedule to bring the project in on time and on budget. Monitors quality control and is the link between the field construction and the user group.
Requisitions or purchases services, materials, and equipment for Facilities and Fleet operations, in-house projects, equipment builds and capital improvement projects. Tracks and maintains records of all remodeling and capital projects. Responsible for receiving commodities purchased and monitoring vendor performance on managed projects.
Monitors credit card activity and purchases made by Facilities and Fleet staff. Oversees independent purchase decisions. Familiar with established policies and procedures regarding division purchasing and helps monitor purchasing activity of field staff.
Addresses the day-to-day needs and after-hours emergencies. Supervises special events pertaining to the operation of city-owned buildings and fleet equipment during non-work hours as required by utilizing a City vehicle, phone and laptop. Will be required to be on-call for the supervision of such emergencies in conjunction with an on-call tradesman or mechanic to perform the emergency work.
Works with other City departments to ensure interdepartmental cooperation as it relates to Emergency Preparedness and Response activities. Develops and implements policies; responds to emergencies to coordinate and direct the activities of personnel and equipment.
Supervises and implements programs for continuing education and training. Develops and implements training programs.
Assists the head of Emergency Management in coordinating all practice drills, activities, and schedules as it relates to facilities (i.e., facility blueprints) maintenance, meetings, and training.
Participates in the recruitment and selection process of new Facilities and Fleet Management employees.
Acts as the main contact and Building Manager of the Lorraine H. Morton City Hall. Coordinates with a property management company for City Hall needs.
Utilizing purchasing policy guidelines; will purchase construction and automotive equipment, materials, and supplies from vendors, actively seeking cost cutting measures while maintaining standards throughout the department. Participates and contributes in bid processes including evaluations, interviews, and ensuring good-standing relationships with vendors.
Makes independent and responsible purchasing decisions in accordance with established policies and procedures.
Performs other duties as assigned.
MINIMUM REQUIREMENTS OF WORK
Must possess a high school diploma or GED. Possession of an Associate’sdegree or two years of college coursework is preferred.
Must possess five (5) or more years of work experience in facilities management, project management, or construction. Basic knowledge of fleet management or the automotive industry is highly preferred.
Must possess at least one (1) year of supervisory experience.
Must possess a valid driver’s license and a safe driving record.
Must either possess a Certified Illinois Class A and B UST Operator certificate for underground storage tanks, or attain them within six months of hire, and maintain the certification as a condition of employment.
Knowledge, skills, and abilities in the following areas
Ability to plan, schedule, assign, and direct the work of subordinate staff.
Thorough knowledge of and familiarity with HVAC, electrical, plumbing, carpentry, concrete and masonry trades and systems. Demonstrated ability to collaborate with architects, engineers, in-house tradesmen and contractors on various projects.
Thorough knowledge of and familiarity with the Automotive/Mechanical trade. Ability to work with in-house equipment mechanics, vendors and service contractors on assigned tasks and projects.
Ability to read and understand detailed specifications and construction drawings.
Ability to read and understand detailed automotive specifications and schematics.
Ability to apply principles of logical or scientific thinking to define problems, collect data, establish facts and draw valid conclusions.
Ability to interpret a wide variety of technical instructions in mathematical or diagrammatic form.
Excellent verbal and written communications skills, including the ability to deliver high quality customer service.
Knowledge and use of personal computers, including work order and asset management software, Microsoft Word and Excel, and other equivalent applications.
Ability to establish and maintain effective working relationships with the Facilities and Fleet Division Manager, fellow Facilities and Fleet Supervisors and field staff, employees from other divisions or departments, private companies, government officials, community organizations, and the public.
Ability to deal with the public in a friendly, courteous, and pleasant manner, and with customer service orientation.
Must possess thorough knowledge of OSHA standards and regulations.
Must possess and maintain National Incident Management System (NIMS) training certificates for IC Courses 100, 200, 300, 400, 700 and 800 related to emergency management or must acquire them within twelve months of hire and maintain it as active as a condition of continued employment.
Must possess considerable knowledge of and ability to use online searches, word processing software, spreadsheets (Excel), email and other programs necessary for the daily operations of the department and the inventory therein.
Must possess excellent organizational and project management skills.
Excellent oral, written and interpersonal communication skills when interacting with individuals and groups at all organizational levels.
Must be self-motivated, disciplined, organized, and reliable.
Demonstrated ability to think innovatively, creatively, resourcefully and independently, while effectively working within established procedures and policies.
Must be willing and able to travel between various City locations as required to fulfill position responsibilities.
PHYSICAL REQUIREMENTS OF WORK Ability to lift up to 50 pounds occasionally and up to 25 pounds of force frequently, and/or a negligible amount of force constantly to move objects. The employee is subject to inside and outside environmental conditions: Inside, the employee has protection from weather conditions, but not necessarily from indoor temperature changes. Outside, the employee will have exposure to hot, cold, wet, humid, and windy conditions caused by weather. The employee may encounter water or other liquids. The employee may also be exposed to environmental hazards including proximity to chemicals, loud noise levels, extreme temperatures, vibrations, poor lighting, fumes, wetness, gases, dirt, dust, noxious odors, mist, and poor ventilation. Must have the ability to work in confined spaces. Employees will be required to travel between various City worksites and construction sites to accomplish position goals. Must be available to respond to after-hour emergencies from home.
SUPERVISION Under the general direction of the Manager of Facilities and Fleet Division Management, work is performed independently. Works with other division and department staff at all levels. Work is assigned through specific projects assigned by the Manager of Facilities and Fleet Management and through general goals and objectives set by the Department Director and overall City management, providing research and analysis necessary to meet goals and objectives. The employee is responsible for planning, directing, coordinating and managing support for administrative and contractual services within the division, as well as providing support for budgeting, bookkeeping, personnel and information systems. Performance is reviewed through observation, completion of projects, status reports, conferences and meetings. Guidance is provided through the City Code, departmental policies, City operating practices and procedures, and other resources as applicable to the specific goals and this classification standard. Work is evaluated at least annually, with respect to managing staff, problem solving abilities, customer service, written and verbal communication skills, and performance in accordance with the classification standard.
PUBLIC CONTACT The employee has regular and frequent contact with division and department employees and other City employees as well as regular contact with specific contractors and supply representatives; and members of the public and representatives of other agencies, including elected officials.
Chosen candidates will be required to provide proof of licenses, certifications, and education required for this position. Candidates will also be subject to qualifying pre-employment processes, including medical examination, drug/alcohol screen, employment verification, and criminal background check.
The City of Evanston is an equal opportunity employer and ensures against discrimination in employment on the basis of a person’s race, color, sex, age, religion, disability, national origin, ancestry, sexual orientation, marital status, parental status, military discharge status, source of income, housing status, or gender identity. The City of Evanston is also committed to accessibility for persons with disabilities. Any person needing mobility or communications access assistance should contact the Facilities Management Office at 847-866-2916 (voice) or 847-448-8052 (TTY).
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NATURE OF WORK Responsible for coordinating day-to-day operations on assigned management facilities projects and fleet equipment builds as they relate to the City’s Facilities and Fleet assets. The role provides operational coverage for Facilities and Fleet daily functions and after-hours response as needed. The position administers, plans and directs special projects assigned to them within the Department and serves as a project manager. The position is responsible for helping to perform, monitor, track and gather data on facilities and fleet equipment in order to coordinate work across operations. This position oversees, directs, coordinates, and motivates a team of union tradespeople and other maintenance personnel in the construction, maintenance, repair, renovation and improvement of the City’s facilities, as well as the fleet team responsible for diagnostic testing, maintenance, repair and replacement of the City’s light, medium and heavy vehicles and equipment. Work will be performed to ensure City facilities and vehicular equipment are efficient, safe, and cost effective in their long-term utilization. Work shall be accomplished by means of best maintenance, construction and mechanical practices in conformance with all applicable codes, ordinances, and regulations. This role exercises considerable independent judgment in carrying out administrative and project-related responsibilities under the supervision of the Facilities and Fleet Management Division Manager. This role may require the individual to serve as an acting manager when needed.
ESSENTIAL FUNCTIONS (Specific assignment will include some or all of the following)
Works collaboratively with the Facilities and Fleet Division Manager to act as a liaison between FFM and other City departments to understand and help plan for each City Department’s needs, ensure quality control of services and to maintain effective customer relations with all City Departments in the areas of Facilities and Fleet Management. Regularly interacts with other Departments and Divisions to determine facility and fleet equipment needs.
Assists with evaluating, creating and maintaining a comprehensive building condition survey and a deferred maintenance backlog for each facility and their specific building systems. Assists with evaluating, creating and maintaining a vehicle/equipment condition survey and a deferred maintenance backlog for each piece and their specific components/systems.
Assists in structuring, organizing and implementing an effective preventative maintenance program and schedule for all city facilities and fleet equipment utilizing software, spreadsheets and personal experience.
Works together with the Facilities Shop and Field Supervisor to schedule, assign and direct activities of skilled tradesmen and semi-skilled workers in operating and maintaining City facilities and equipment. Works closely with the Facilities Shop and Field Supervisor and team to identify and implement efficiencies that save the City time and expenses.
Implements, manages, tracks, and reports on in-house and external construction projects, seasonal preventive maintenance procedures, breakdown repairs, and/or replacements for city-owned facilities. Responsibilities include coordination of carpentry, masonry, electrical, HVAC, and plumbing trades, custodial services and others as required to properly address the interior and exterior of city owned facilities.
Works closely with the Fleet Equipment and Shop Supervisor to schedule, assign and direct activities of skilled equipment mechanics and other workers in testing, repairing and replacing City vehicles and equipment including light duty vehicles such as sedans, police vehicles, pick-up trucks and vans, medium vehicles utilized in Facilities and Public Works operations such as bucket trucks and dump trucks, heavy equipment such as fire apparatus, solid-waste packers and specialized sewer and water division vehicles and excavation, and specialty equipment, tractors and watercraft for snow plowing, lakefront and parks operations.
Implements, manages, tracks, and reports on in-house and external vendor repairs, preventive maintenance procedures, and replacements/specifications for City fleet equipment. Responsibilities include coordination of automotive mechanics, vendor services and others as required to properly address all fleet equipment. Advises the team on how to realize efficiencies that save the City time and expenses.
Makes periodic site visits throughout the day to check staff progress, to supervise and inspect work. Monitors skill and safety practices of in-house staff while performing field work. Plans, conducts and keeps records of employee skill and safety training.
Motivates employees using human relations skills and encourages teamwork. Evaluates union personnel training and work performance and discusses with them. Responds to inquiries, investigates complaints and recommends or initiates corrective measures. Participates in the disciplinary process by conducting investigations and making recommendations to the Facilities and Fleet Division Manager.
Perform administrative duties by keeping accurate records and work logs. Monitors employees’ timecards and enters payroll as needed. Records activities and job performance of employees.
Using computer resources, professional judgment, field staff input, and consultant recommendations, gathers, analyzes, and organizes technical, operational, and financial information to participate in the creation and maintenance of five (5) and ten (10) year Capital Improvement Program (CIP) budgets for anticipated capital expenditures related to City-owned facilities and fleet equipment.
Works collaboratively with the Engineering Division and other internal stakeholders to support CIP planning and project development, and maintains sufficient project knowledge to attend meetings, respond to technical inquiries, and support the Facilities and Fleet Division Manager in project coordination, planning, and decision-making as needed.
Whether directly, or through oversight of consultants, prepares written technical specification sections for the repair, and/or rehabilitation of specific facility or fleet components. Assists other departments in this same function.
Assists with planning and administrating the budget for construction and repair of city-owned buildings, fleet equipment and some capital improvement projects (CIP). Monitors expenditures with respect to operating and capital budgets through spread sheets, Computerized Maintenance Management System (CMMS), Computerized Fleet Analysis (CFA) and paper files.
Manages contracted projects to ensure that the vendors and contractors comply with their City contract. Coordinate all preconstruction and construction activities throughout the duration of the Project and be in constant communication with the user group and Architect/Engineer. Assists in the establishment of the project budget and schedule to bring the project in on time and on budget. Monitors quality control and is the link between the field construction and the user group.
Requisitions or purchases services, materials, and equipment for Facilities and Fleet operations, in-house projects, equipment builds and capital improvement projects. Tracks and maintains records of all remodeling and capital projects. Responsible for receiving commodities purchased and monitoring vendor performance on managed projects.
Monitors credit card activity and purchases made by Facilities and Fleet staff. Oversees independent purchase decisions. Familiar with established policies and procedures regarding division purchasing and helps monitor purchasing activity of field staff.
Addresses the day-to-day needs and after-hours emergencies. Supervises special events pertaining to the operation of city-owned buildings and fleet equipment during non-work hours as required by utilizing a City vehicle, phone and laptop. Will be required to be on-call for the supervision of such emergencies in conjunction with an on-call tradesman or mechanic to perform the emergency work.
Works with other City departments to ensure interdepartmental cooperation as it relates to Emergency Preparedness and Response activities. Develops and implements policies; responds to emergencies to coordinate and direct the activities of personnel and equipment.
Supervises and implements programs for continuing education and training. Develops and implements training programs.
Assists the head of Emergency Management in coordinating all practice drills, activities, and schedules as it relates to facilities (i.e., facility blueprints) maintenance, meetings, and training.
Participates in the recruitment and selection process of new Facilities and Fleet Management employees.
Acts as the main contact and Building Manager of the Lorraine H. Morton City Hall. Coordinates with a property management company for City Hall needs.
Utilizing purchasing policy guidelines; will purchase construction and automotive equipment, materials, and supplies from vendors, actively seeking cost cutting measures while maintaining standards throughout the department. Participates and contributes in bid processes including evaluations, interviews, and ensuring good-standing relationships with vendors.
Makes independent and responsible purchasing decisions in accordance with established policies and procedures.
Performs other duties as assigned.
MINIMUM REQUIREMENTS OF WORK
Must possess a high school diploma or GED. Possession of an Associate’sdegree or two years of college coursework is preferred.
Must possess five (5) or more years of work experience in facilities management, project management, or construction. Basic knowledge of fleet management or the automotive industry is highly preferred.
Must possess at least one (1) year of supervisory experience.
Must possess a valid driver’s license and a safe driving record.
Must either possess a Certified Illinois Class A and B UST Operator certificate for underground storage tanks, or attain them within six months of hire, and maintain the certification as a condition of employment.
Knowledge, skills, and abilities in the following areas
Ability to plan, schedule, assign, and direct the work of subordinate staff.
Thorough knowledge of and familiarity with HVAC, electrical, plumbing, carpentry, concrete and masonry trades and systems. Demonstrated ability to collaborate with architects, engineers, in-house tradesmen and contractors on various projects.
Thorough knowledge of and familiarity with the Automotive/Mechanical trade. Ability to work with in-house equipment mechanics, vendors and service contractors on assigned tasks and projects.
Ability to read and understand detailed specifications and construction drawings.
Ability to read and understand detailed automotive specifications and schematics.
Ability to apply principles of logical or scientific thinking to define problems, collect data, establish facts and draw valid conclusions.
Ability to interpret a wide variety of technical instructions in mathematical or diagrammatic form.
Excellent verbal and written communications skills, including the ability to deliver high quality customer service.
Knowledge and use of personal computers, including work order and asset management software, Microsoft Word and Excel, and other equivalent applications.
Ability to establish and maintain effective working relationships with the Facilities and Fleet Division Manager, fellow Facilities and Fleet Supervisors and field staff, employees from other divisions or departments, private companies, government officials, community organizations, and the public.
Ability to deal with the public in a friendly, courteous, and pleasant manner, and with customer service orientation.
Must possess thorough knowledge of OSHA standards and regulations.
Must possess and maintain National Incident Management System (NIMS) training certificates for IC Courses 100, 200, 300, 400, 700 and 800 related to emergency management or must acquire them within twelve months of hire and maintain it as active as a condition of continued employment.
Must possess considerable knowledge of and ability to use online searches, word processing software, spreadsheets (Excel), email and other programs necessary for the daily operations of the department and the inventory therein.
Must possess excellent organizational and project management skills.
Excellent oral, written and interpersonal communication skills when interacting with individuals and groups at all organizational levels.
Must be self-motivated, disciplined, organized, and reliable.
Demonstrated ability to think innovatively, creatively, resourcefully and independently, while effectively working within established procedures and policies.
Must be willing and able to travel between various City locations as required to fulfill position responsibilities.
PHYSICAL REQUIREMENTS OF WORK Ability to lift up to 50 pounds occasionally and up to 25 pounds of force frequently, and/or a negligible amount of force constantly to move objects. The employee is subject to inside and outside environmental conditions: Inside, the employee has protection from weather conditions, but not necessarily from indoor temperature changes. Outside, the employee will have exposure to hot, cold, wet, humid, and windy conditions caused by weather. The employee may encounter water or other liquids. The employee may also be exposed to environmental hazards including proximity to chemicals, loud noise levels, extreme temperatures, vibrations, poor lighting, fumes, wetness, gases, dirt, dust, noxious odors, mist, and poor ventilation. Must have the ability to work in confined spaces. Employees will be required to travel between various City worksites and construction sites to accomplish position goals. Must be available to respond to after-hour emergencies from home.
SUPERVISION Under the general direction of the Manager of Facilities and Fleet Division Management, work is performed independently. Works with other division and department staff at all levels. Work is assigned through specific projects assigned by the Manager of Facilities and Fleet Management and through general goals and objectives set by the Department Director and overall City management, providing research and analysis necessary to meet goals and objectives. The employee is responsible for planning, directing, coordinating and managing support for administrative and contractual services within the division, as well as providing support for budgeting, bookkeeping, personnel and information systems. Performance is reviewed through observation, completion of projects, status reports, conferences and meetings. Guidance is provided through the City Code, departmental policies, City operating practices and procedures, and other resources as applicable to the specific goals and this classification standard. Work is evaluated at least annually, with respect to managing staff, problem solving abilities, customer service, written and verbal communication skills, and performance in accordance with the classification standard.
PUBLIC CONTACT The employee has regular and frequent contact with division and department employees and other City employees as well as regular contact with specific contractors and supply representatives; and members of the public and representatives of other agencies, including elected officials.
Chosen candidates will be required to provide proof of licenses, certifications, and education required for this position. Candidates will also be subject to qualifying pre-employment processes, including medical examination, drug/alcohol screen, employment verification, and criminal background check.
The City of Evanston is an equal opportunity employer and ensures against discrimination in employment on the basis of a person’s race, color, sex, age, religion, disability, national origin, ancestry, sexual orientation, marital status, parental status, military discharge status, source of income, housing status, or gender identity. The City of Evanston is also committed to accessibility for persons with disabilities. Any person needing mobility or communications access assistance should contact the Facilities Management Office at 847-866-2916 (voice) or 847-448-8052 (TTY).
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