Facilities Maintenance Program Manager
The Position
About Carlsbad:
Nearly seven miles of coastline, three lagoons, world class resorts, family attractions, well-planned neighborhoods, a diverse business sector and a charming village atmosphere have made Carlsbad one of the most desirable places to live and work in all of California (or the country, if you ask us). We are located in northern San Diego County and home to about 115,000 residents.
The City of Carlsbad is a full service city following the council-manager form of government. We have about 650 full time employees and about 1,200 employees total (depending on the season). Known for its sound planning and responsible stewardship, the City of Carlsbad maintains an AAA credit rating from Standard and Poor's and a general fund reserve of more than $80 million.
About the Job:
The General Services Division of the Public Works Department is looking to fill a Program Manager vacancy. General Services consists of three core service areas, Streets and Storm Drain Maintenance, Facility Maintenance and Fleet Maintenance. The incumbent in this position will manage programs that are in one or all of the core service areas. The program manager will develop, implement, and maintain programs such as asset management, citywide fleet vehicle replacement, facility storm water compliance, hazardous waste compliance, facility energy management and solar generation and others based on the needs of the Division.
The ideal candidate will have the minimum combination of education and experience required for a Program Manager including database development and management, be organized and pay keen attention to detail, and be flexible and adaptive to the variety and changing needs of the department.
The Program Manager is a two-level job family. Senior Program Managers are expected to be subject matter experts in their assigned program field with an established body of work in their work history. Program Managers are considered as emerging experts in their field. Either position is distinguished from the Management Analyst series in that Program Managers typically manage specialized and/or public facing programs and do not regularly perform generalist assignments such as budget administration or contract management. Management Analysts provide financial or general data and support to the Program Manager. Program Managers are responsible for full cycle programs and service delivery for a major program(s).
Tentative Schedule:
The position will remain open until 10/22/18 or until 150 applications are received.
Interviews are tentative scheduled to take place in early November.
Key Responsibilities
In addition to the department's business need, typically, a Program Manager must possess and demonstrate at least 80% of the Knowledge, Skills and Abilities at a given level to be assigned to that level. Listed below is a representative sample; position assignments may vary.
Develop, implement and maintain a Facilities Asset Management Program:
· Initial data collection of existing building assets
· Enter data into the Computer Maintenance Management System (CMMS)
· Establish Preventative Maintenance program for assets based on manufactures recommendations, and industry standards
· Enter invoices, reports, drawings, warranty information, etc. for assets as repairs or maintenance is completed
Develop and maintain a Facility Database:
· Consolidate all plans and as-builts for each facility. Scan older blue prints to electronic files as needed.
· Develop a file structure on the Facilities shared drive to store all building related documents.
Review and update emergency information for each facility.
Develop and maintain a database to track all Climate Action Plan (CAP) activities conducted by the facilities department.
Train to assume environmental compliance tracking for the Cities emergency backup generators.
Provide assistance for the Cities storm water compliance, inspections, and corrective actions as it relates to facilities.
Assist with facility building audits as needed.
Assist with small project management as needed.
Managing the city's vehicle replacement program
Other duties may include:
Manages and administers assigned programs, including but not limited to writing and managing grants; analyzing funding sources and monitoring program budgets.
Performs project and policy analysis, which includes: conducting research; identifying and raising pertinent issues; summarizing findings and presenting results.
Leads cross-functional special project teams on special studies and complex projects/programs, using effective project and/or program management skills and techniques; makes recommendations on regional standards, regulations or policies.
Coordinates groups of related projects to ensure that the goals and objectives of assigned program(s) are met by performing the duties personally, through other team members or by supervising employees.
Serves in the capacity of subject matter experts for assigned program(s).
Chairs, leads or provides professional guidance and expert assistance to city council, commissions and committee(s); attends City Council, commission or other community meetings.
Represents the city at regional board meetings or task force(s).
Prepares City Council staff reports and provides presentations at City Council and community meetings.
Ensures current program compliance with all state and federal government regulations and takes appropriate actions to meet deadlines.
Qualifications
Knowledge of:
- Applicable Federal, State, and Local laws, codes, rules, and regulations.
- Technical program requirements.
- Government management principles (e.g. budgeting, contract management principles and practices).
- Establishing and executing the governance framework for both the constituent projects and the program itself using best practice project management methods.
- Public relations, marketing practices and community outreach.
- Professional presentations.
- Analytical methods including research and statistical methods.
- Professional communication techniques, both oral and in writing.
- Organizational strategies.
Abilities:
- Managing multiple broad and complex programs.
- Interpreting complex regulations.
- Using computers and related software applications.
- Leading special teams or task force(s) and ensuring high performance of teams.
- Conducting research; analyzing and interpreting a variety of data and/or information and making recommendations based on findings.
- Writing, compiling and presenting reports.
- Monitoring compliance with applicable governmental regulations.
- Managing projects including monitoring scope, resources and outcomes.
- Collecting, compiling, analyzing, organizing, and presenting data.
- Advanced skills in financial management and budgeting, as well as procurement and contract negotiations across the program.
- Communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction.
- Navigating and makes course corrections in current and future planning.
- Forging relationships with the organization's upper management.
Experience & Education
Program Manager: Bachelor's Degree in a related field and three years of related professional experience in the specific program area, or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above. A master's degree is desirable.
Senior Program Manager: In addition to the requirements listed for the Program Manager:
A Senior Program Manager will possess 5-7 years of professional experience managing multi-year, high level, broad, complex programs for a government agency and/or comparable experience.