Manager Fleet and Facilities Administration

GENERAL DESCRIPTION OF WORK:

This position manages hourly and salaried staff in various administrative duties required to support the Fleet and Facilities Division. Responsible for division's financial planning, budget development and management oversight of costs. Overall responsible for the collection, evaluation and reporting out on the division's performance against established Key Performance Indicators (KPIs), goals and objectives. Through leadership and management of support staff, performs various analysis of division performance.

This position manages and/or works with a staff of hourly employees, supervisors, clerical and technical personnel in a combined effort to support the Division's operational needs..

ESSENTIAL FUNCTIONS:

At minimum, this position is responsible for the Fleet and Facilities Administration staff whose duties range from basic administrative office type duties to highly technical analysis of Division operations.

Oversees all administrative activities conducted in support of large-scale fleet and facility maintenance operations allowing hourly, non-hourly administrative and management employees to maximize attention given to actual maintenance work and service requirements.

Responsible for the development, implementation and management of the division's operating and capital budgets.

Manages all aspects of the division's human resources/employee support area to include HR reporting and analytics, sign-ups and bump offs, job description revisions, new hire orientation, vacation and sick time buy backs, and employee communications and engagement.

Responsible for setting Specific, Measurable, Attainable, Realistic, and Timely (SMART) goals for the department and individuals.

Responsible for the delivery of mid-year and annual employee performance evaluations.

Responsible for administering employee positive discipline and corrective actions regarding employee behavior.

Responsible for creating a professional, positive, and productive working environment that creates trust and respect among staff.

Assumes the responsibility of all Fleet and Facilities administrative support activities in the absence of the Director of Fleet and Facilities Operational Support Services.

ADMINISTRATION:

Overall responsible for the management of division administrative support staff that provides a wide range of services including basic administrative office duties, report development and presentation, technical and performance related analysis, development and tracking of procedures and warranty administration.

Responsible for the proper administration of all VIA policies and procedures within the Fleet and Facilities Administration Department. Monitors and reports on compliance of the Vehicle Maintenance and Facility Maintenance departments with VIA policies and procedures.

Responsible for overseeing all personnel-related administrative activities of the Fleet and Facilities Division. Coordinates the proper application of employee programs such as attendance, vacation, and all other associated employee absences or time off; uniform/tool allowance, sign-up, bump-off, and the daily payroll/occupational timekeeping with the Fiscal Management Division. Overall responsible for the securement and up to date management of the division's personnel files. Ensures pertinent employee events are properly recorded within the personnel files.

Responsible for ensuring all Fleet and Facilities Division activities are compliant with the Memorandum of Working Conditions of Hourly-Paid Employees. Addresses labor and administrative issues with labor representatives.

Works closely with Safety and various other departments on all safety and environmental related performance. Monitors performance and suggests, develops, implements, and enforces policies and procedures aimed at maintaining a high level of safety and environmental adherence.

Participates/leads division's accident review and accident prevention programs. Ensures compliance of subordinates with all safety and environmental regulations. Promotes safety and good housekeeping throughout VIA.

Responsible for managing the proper recording and communication of: VIA policies and procedures, Fleet and Facilities Division administrative policies and procedures, repair procedures, technical information, and general employee notices. Responsible for the proper administration of all local, state, and federal licensing and permit programs necessary for fleet and facilities operations.

Responsible for the training and deployment of the administrative staff in new technology and office administration best practices. Utilizing these skills for process improvements and overall effectiveness of the administrative team.

BUDGET:

Working with the Director, responsible for the department, presentation and overall management of the Fleet and Facilities Division Operating and Capital budgets. Tracks and reports adherence of each department's budget on a line-item basis. Ensures all Fleet and Facilities Division costs and expenses are properly allocated and reported. Conducts cost/benefit analyses to identify effective methods of reducing Division operating costs.

Works closely with the Asset Program Manager, Procurement, and various other departments on purchases of materials to ensure cost effectiveness and longevity of goods and services purchased.

Develops, implements, and monitors budgetary procedures and standards for division employees.

GRANTS AND CONTRACTS:

Assists the Director and all other departments with the research, application development, tracking and overall administration of all grant related opportunities and activities within the Fleet and Facilities Division. Monitors and reports on the status and progress of all Fleet and Facilities Division procurements.

Oversees the contract management process for Fleet and Facilities.

OPERATIONAL INFORMATION:

Responsible for the collection, preparation, recording, and dissemination of maintenance data and information handled outside of the automated maintenance systems.

Position develops and manages reports used to track the efficiency and effectiveness of Fleet and Facilities Division operations. Monitors maintenance tracking systems to identify issues requiring immediate attention and to make recommendations for correction.

Serves as the point of information exchange between the Fleet and Facilities Division and all other VIA divisions. Prepares Fleet and Facilities Division statistical and performance reports for National Transit Database reporting. Responsible for collecting and presenting information on Fleet and Facilities Division effectiveness relative to established performance measures at an Executive / Board level.

Responsible for the development, education, implementation and adherence of VIA policies and procedures covering all division personnel.

Responsible for monitoring, updating, and maintaining all division technical / employee related information throughout the various bulletin boards, dashboards and VIA's various websites.

This job description excludes marginal functions that are incidental to performing the job. Other duties may exist.

REQUIRED EDUCATION AND EXPERIENCE:

Bachelor's degree in Business Administration or related field and ten (10) years' experience in fleet maintenance administration, operational accounting, managing technical and administrative staff, and/or managing a multi-million-dollar capital and operating budget with two (2) years supervisory experience. Experience may be substituted in lieu of education on a year-for-year basis up to four years.

PREFERRED QUALIFICATIONS:

Experience working within a union environment

ADDITIONAL REQUIREMENTS:

Thorough knowledge of the theory, methods, materials, and supplies used in large-scale materials management, vehicle, and facility maintenance activities.

Ability to communicate effectively, both orally and in writing. Must make public presentations. Must have the ability to prepare technical reports, letters, notices, and memorandums suitable for public release.

Ability to maintain professional and effective working relationships with VIA associates, subordinates, vendors, and representatives of outside agencies. Ability to persuade actions from personnel at all levels of the VIA organization and individuals outside of the organization using considerable tact, discretion, and professionalism.

Ability to perform advanced word processing and spreadsheet functions utilizing PC based software and database programs.

Must have a thorough knowledge of safety, environmental, and hazardous material handling procedures and regulations common to office, public, fleet, and industrial environments.

Must have the ability to maintain confidentiality of highly sensitive knowledge and materials such as employee records, procurement and planning documents, legal issues, etc.

Must have a thorough knowledge of the accounting practices employed by VIA's Fiscal Management Division. Must have a thorough knowledge of common office procedures.

Ability to effectively identify, research, and resolve issues of varying complexity. Strong analytical skills, sound judgment, and decision-making capability.

Ability to understand and carry out oral and written instructions. Ability to plan, assign, and supervise the work of subordinates.

Must be capable of operating on a 24-hour per day, 365-day per year on call basis and be prepared to report for duty at any time required.

Must be able to maintain good work attendance.

Safety Accountability Statement:

• Employees must consider safety in all tasks performed, as well as demonstrate safe judgment and decisions that not only maintain their own safety; but that of fellow employees and customers.

• Demonstrate a professional commitment to assure compliance with all organizational policies, practices, and programs related to safety, health, and system security.

• Employees have a responsibility to identify and report hazards, as well as potentially unsafe conditions, to your immediate supervisor or Safety Department.

• Employees are responsible, a nd required , to stop a job/task to prevent an unsafe incident or act from occurring. This acknowledges the threat of potential injury, property damage and the opportunity for better judgment to be used.

Must comply with and support all applicable VIA EEO Policies and Procedures.

PHYSICAL REQUIREMENTS:

Physical ability to frequently walk, sit, stand, be around moving machinery, extremes in temperature/humidity, exposure to dust, fumes, and gas, exposure to noise, requires simple grasping, fine manipulation, and medium dexterity. Physical ability to lift objects weighing 5-25 pounds such as parts, files, supplies, and reference books.

WORK ENVIRONMENTS:

Work involves exposure to dust, fumes, gases, noise, and unfavorable weather conditions.

Must be able to work in a high intensity, transparent environment with rigid service quotas, goals, objectives, and a high degree of accountability.

Work may involve irregular hours such as evenings, weekends, and holidays.

VIA is an Equal Employment Opportunity Employer, providing equal opportunity to all qualified individuals, regardless of race, color, religion, age, sex, national origin, veteran status, genetic information, or disability.