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Division Manager, Buildings & Fleet Maintenance MC

Department: Public Works/Fleet Maintenance
Office: Fleet/Building Maintenance Facility
Position Number:55-12-441-9007-1
Job ID#:16218
To be considered for this job:You must complete the on-line application form.
Opening Date for In-House Candidates:8/31/17
Opening Date to the Public:8/31/17
Open until filled; for best consideration, apply by:open until filled
Starting Salary (or salary range):25.40
Other information about this position or about working with the City of Rio Rancho:A Drivers License is required for this position. Your driving record must always meet City insurability standards.
Banner:This is the initial posting of this job opening.
If you are called for an interview or to attend a pre-employment testing session:If you are selected for an interview, you will be contacted via e-mail or telephone with a date, time and place to interview.
Typical schedule :M-F

Position Title:     Division Manager, Buildings & Fleet Maintenance MC

Department: Public Works

Division: Building & Fleet

Reports to: Director, Public Works

FLSA Status: Exempt 

Bargaining Unit: none 

Pay Grade: 26A 

Job Status: Permanent, Full-time 

Full Time Equivalent: 1.0 

    Position Summary 

  The Division Manager-Buildings & Fleet Maintenance is responsible for managing the Buildings & Fleet Division, including the operations and maintenance of the Cityís facilities, custodial services, automotive and construction equipment fleet, fuel purchases, equipment procurement and disposal, and vehicle safety.

Under administrative direction of the Director of Public Works, the Division Manager of Buildings & Fleet Maintenance plans, directs, evaluates, oversees, organizes, supervises and coordinates the activities and operations of the Division, which consists of building maintenance/repair, custodial services, automotive equipment/fleet maintenance, fuel purchases, equipment procurement, vehicle safety, vehicle/equipment disposal; facilitates, develops and implements short and long-term goals and objectives for the Division; manages assigned staff and service contracts; develops annual budgets for the Division; coordinates assigned activities with other Departments and outside agencies; and provides highly responsible and complex administrative support to the Director of Public Works.

The Buildings & Fleet Division Manager primary responsibility is the management of the City facilities, custodial services, fleet equipment and vehicles. Responsibilities include overall administration and implementation of the Division including; development and implementation of Division objectives, programs, processes, policies, and procedures to successfully achieve those objectives.

The following essential functions are typical for this position. This position may perform additional or different functions from those set forth below to address organization needs and changing organization practices.

  1. Manage the daily operations of the Cityís facilities, custodial services and fleet operations.
  2. Manage the Cityís fleet program including acquisition, utilization, repair and replacement of vehicles and equipment.
  3. Develop, schedule and manage City staff, including contract personnel to implement ongoing maintenance programs.
  4. Plan, direct, coordinate, and review work plans for assigned staff; assigns work activities and projects; reviews and evaluates work methods and procedures; meets with staff to identify and resolve problems.
  5. Monitor and evaluate the efficiency and effectiveness of service delivery methods and procedures; recommends within departmental policy, appropriate service and staffing levels.
  6. Manage and participate in the development of goals, objectives, policies, and priorities for assigned programs; administers policies and procedures.
  7. Train, motivate, and evaluate assigned personnel; provides or coordinates staff training; works with employees to correct deficiencies.
  8. Participate in the development and administration of approved annual budgets; monitors and approves expenditures; implements budget.
  9. Negotiate and assist with the preparation of contracts with consultants and contractors; reviews facility plans, specifications and maintenance manuals; provides technical consultation on specific division related issues.
  10. Maintain and supervise staff and contract services supporting City facilities such as, custodial, HVAC, alarms, plumbing, electrical, maintenance and fleet maintenance.
  11. Serve as the Facilities and Fleet Maintenance Division liaison with other departments, and outside agencies; works closely with department managers to negotiate and resolve operational and sensitive or controversial issues.
  12. Conduct a variety of studies and investigations; recommends modifications to facilities and fleet maintenance programs, policies, and procedures as appropriate.
  13. Conduct quality control and safety inspections of facilities, custodial, and fleet operations; ensures the adherence to safe work procedures.

 Education, Training and Experience Required


Education / higher education:  

           Bachelor's Degree in business, transportation management, public administration, or related field.

Minimum number of years of directly related experience:

           Four (4) years as a supervisor in an office setting, building construction, fleet management, or as a Budget Manager is required.

*In lieu of Bachelorís Degree, eight (8) years as a supervisor in an office setting, building construction, fleet management, or as a Budget Manager is required.

Education and/or experience preferences:  

College coursework and/ or experience in business, applicable computer programs, and fleet equipment; experience working in governmental administration.


Certifications, Licenses and Registrations 

Driverís License requirement: Frequent Driver -- Regular Driver's License   Required Endorsements: none

Note -- For any driver, driving record must always meet City driving and insurability standards. 

Required certifications, licenses or registrations: None

  Preferred certifications, licenses or registrations: None


Knowledge, Skills and Abilities required to proficiently perform the job 


  •  Principles and practices of budget preparation and administration.
  •  Principles and practices of supervision, training and, direct and coordinate work of assigned staff.
  •  Selection, supervision, training and performance evaluation of assigned staff.
  •  Knowledge of establishing equipment cost, record keeping practices; inventory maintenance and tracking; billing fuel and other charges against a wide range of cost centers;
    •  Plan, organize, manage and evaluate the work of staff and/or contractors.
    •  Understand occupational hazards and standard safety procedures.
    •   Development and administration of goals, objectives, and procedures.
    •  Develop, manage and implement comprehensive facilities and fleet maintenance program.
    •  Experience with operation and service provision for a comprehensive facilities and fleet maintenance program.
    •  Methods and techniques of facilities maintenance including general building and fleet maintenance.
    •  Methods, practices, materials, tools and equipment common to facilities and fleet maintenance programs.
    •  Plant and facilities engineering management techniques including energy conservation.
    •  Applicable federal, state and local laws, codes and regulations including those related to construction, facilities and fleet maintenance and safety standards.
    •  Office procedures, methods, and equipment including computers and applicable software applications such as Word, Excel, PowerPoint, and Microsoft Project.
    •  Ensure city facilities and fleet are maintained according to established practices and procedures.
    •  Estimate and review proposed and completed project costs.
    •  Communicate clearly and concisely, both orally and in writing.
    •  Establish and maintain effective working relationships with those contacted in the course of work.
    •  Analyze problems, identify solutions, propose actions and implement recommendations.
    •  Preparation and administration of contracts, bidding, and purchasing processes; Fleet maintenance software and computer systems; Automotive leasing programs; Facility leasing; HVAC Security systems; Electrical Systems.
    •  Facility maintenance: routine daily, monthly, quarterly, and annual; Safety Committee activities and initiatives, including OSHA requirements and compliance.


  •  Must be able to successfully produce documents/spreadsheets, communicate via e- mail, or perform data entry as necessary to accomplish the essential functions of the position.
  •  Effectively utilize technology, equipment and software typically used in the office environment; Computer program skills.
  •  Prepare and manage budgets and expenditures.
  •  Prepare and write reports and other documents.
  •  Analyze intricate data and conduct complex calculations.
  •  Communicate orally and in writing with staff, city officials, vendors, and other members of the public.


  •  Make very high level decisions that impact a broad range of staff and budgets. 
  •  Establish new programs, coordinate them on an interdepartmental basis.
  •  Perform a broad range of supervisory responsibilities.
  •  Properly interpret applicable laws and ordinances.
  •  Maintain a safe working environment in accordance with OSHA and EPA rules and regulations.
  •  Prepare clear concise reports and correspondence, maintain accurate records.


Interaction with Groups/Agencies/Entities: 

Internal: Works with own staff, all city departments, financial officers, and Public Works Director.

External: Works with State and other Cities with regards to equipment contracts, vendors, and city councilors; Interfaces with other city fleet and building managers.

Authorities and Accountabilities 

  Level of independent decision making: High--incumbent is expected to analyze complex situations and take appropriate action

Budgetary/Financial/Asset accountability: Moderate - Position is directly accountable to the Public Works Director.

Span of control: Responsibility for the assigned Division

For positions that supervise: 

  Approximate number of employees directly supervised: 3

   Approximate number of employees indirectly supervised through subordinate managers/supervisors (excludes direct reports): 21 to 50

Essential Functions 

  The following functions are typical for this position. The omission of specific functions does not exclude them if the work is similar, related or a logical assignment for this position. Other duties may be required and assigned. 

   Establish goals and objectives and develops policies and procedures for the Division. Establish guidelines and procedures for all departments regarding City facility and vehicle maintenance. Develop guidelines and procedures to schedule requests for repair and improvements to city facilities; facility custodial requirements; procurement, utilization, repair, replacement and management of the Cityís automotive, construction, off-road and other fleet equipment; annual and mid- year budgeting guidance for facility repair and upkeep, and vehicle upkeep, repair and replacement.

  Develop and maintain the Fleet replacement program, including monitoring depreciation and rental rates of vehicles.

  Determine specifications for basic vehicles and criteria for replacement of vehicles. Write bid specifications for equipment and service contracts; evaluate bids and vendor performance. Prepare surplus vehicles for disposal at public auction or salvage.

   Prepare and administer the Divisionís budget; participate in the forecast of additional funds need for staffing, equipment, materials, and supplies.

    Analyze and manage operating costs associated with existing and proposed equipment, functions, maintenance methods, and procedures to assure cost effectiveness. Write comprehensive reports on costs and status of fleet.

   Analyze patterns and trends, using computer records and data from vehicle history and performance.

    Write, revise, and manage contracts for service, materials, equipment, etc., used by Fleet; respond to grant proposals.

   Develop and implement Divisionís work plan, assignment of work activities, and priorities, projects and programs; 

  Monitor work flow; implement policies and procedures; conduct employee recruitment and performance evaluations.

   Manage the City vehicle fuel program. Orders and tracks deliveries of fuel. Monitor consumption reports for vehicle performance and irregularities of usage. Forward fuel consumption reports to the Fiscal Services Department for billing to individual departments.

   Ensure performance of safety practices and procedures. Keep informed of and implements OSHA and other laws governing fleet operations. Work with state and federal agencies to ensure compliance with hazardous waste collection and disposal requirements, rules and regulations.

    Oversee the maintenance and operation of city buildings and other facilities occupied by the City. This includes, but is not limited to, custodial support, repairs, HVAC, electrical systems, telecommunications, and general assistance in relocation of offices and materials.

   Establish and manage security systems of designated city facilities.

   Assist in the planning of new city facilities and rehabilitation of existing facilities occupied by City personnel.

Physical Requirements and Working Conditions 

Daily activity level: Blend of sedentary and physical work 

Physical characteristics: Job requires oral and aural communication; Job requires reading and comprehension of written materials; Job requires normal vision; Must be able to distinguish colors; Must be able to see in dim light; Exposure to high noise levels; Fine finger manipulation; Grasping with hand, gripping; Keystroking or repetitive motion of hands/fingers/arms; Work activities produce impact on hand, wrist, forearm, elbow from vibration; Operation of gas-powered machines or equipment; Climbing Ladders; Bending/kneeling/crawling; Lifting/carrying/push/pull greater than 100 lbs.; Working while standing for prolonged periods of time.

Exposures: Exposure to vibrations from equipment or operations

Extraordinary working conditions: None 

Hazardous equipment/machinery used: None

Required personal protective equipment: None


If you need an accommodation for a disability that would enable you to apply or interview for this position, please contact the Human Resources Department at 505-891-5011 (fax: 505-891-9183).


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