What are the responsibilities and job description for the Internal Services Manager position at Village of Winnetka?
JOB
The Internal Services Manager plans, assigns, directs and oversees day-to-day, emergency and training activities for the Fleet and Facilities Divisions, performs administrative work related to the operations of both divisions and oversees the Department’s overall safety and training programs. This position is a ‘working’ supervisor where the incumbent may at times perform work alongside employees supervised. Repair and maintenance activities include the Village’s entire fleet (including but not limited to vehicles, and equipment such as small generators, saws, etc.) and the structural, mechanical and miscellaneous systems of each facility assigned. This position oversees contractual work as needed. Essential Functions: Assist the Director and Assistant Director in strategically planning, organizing, and directing Fleet and Facilities related programs and operations of the Department.Assist in the development and administration of the Division’s annual operating and capital improvement budget, forecast operating funds needed for staffing, equipment, materials, and supplies, monitor and approve operating expenditures and recommend adjustments as necessary. Identify and make recommendations for administering the Department’s workload, programs, resources, and projects in Fleet and Facilities divisions. Evaluate and recommend new procedures and/or best applications to maximize efficiency of operations, control costs, and more effectively utilize labor, equipment, and material resources to enhance service delivery. Manage the services of the Fleet and Facilities Division activities and operations including, but not limited to planning, assigning, inspection, and providing high level oversight of the work of crews as needed. Review daily work assignments of Fleet Division and prepare daily assignments for the Facilities Division as necessary. Carry out supervisory responsibility for Fleet and Facilities divisions in accordance with policies, procedures, and applicable laws, including interviewing, recommending hiring decisions, and training staff; planning, assigning, and directing work; establishing deadlines; appraising performance; rewarding and disciplining employees; coordinating, developing, and approving staff training; and addressing complaints and resolving problems. Assist in administration of collective bargaining agreement as applicable.Participate in and/or assist with union contract negotiations and assist the Director with labor relations matters as needed. Ensure compliance with all applicable Federal, State, and local laws, rules and regulations regarding the operation, maintenance and repair of Fleet and Facilities.Receive and resolve complaints and concerns pertaining to Public Works Fleet and Facilities activities evaluate and determine nature of issue, required personnel, equipment, and materials to resolve issue(s) in accordance with Village department policies and procedures. Refer major problems, complaints, or policy issues to the Director and/or Assistant Director as necessary.Ensure workforce preparedness for Fleet and Facilities emergencies; assess emergency situations to determine and direct actions to be taken in response.Ensure best utilization of Village resources and determine when to call in private contractors or other personnel to undertake or complete Fleet and Facilities projects.Confer with suppliers, sellers, and consultants; place orders for and/or recommend contract awards for equipment, materials, improvements, supplies, and services.Monitor the condition of facilities via scheduled inspection and address routine maintenance items. Assure all Village life safety equipment such as first aid kits, fire extinguishers, and AED’s are stocked and functional.Develop maintenance schedules for facilities and oversee the work completed by staff and/or contractors to ensure conformance to standards. Gather and analyze computerized maintenance management system data and service requests to establish overall Fleet and Facility maintenance, major maintenance and preventative maintenance programs and schedules.Serve as project manager in planning, organizing and coordinating capital project activities for facility capital projects, including but not limited to negotiating contracts, and coordinating with consultants and construction contractors regarding various projects.Learn and maintain knowledge of procedures and proper equipment operation to assure a safe work environment, according to local, state and federal requirements. Ensure compliance with OSHA mandated safety training. Make recommendations on the departmental safety program including procedural, equipment, and operational function to improve Departmental safety.Manage delivery of safety programs for the Division including but not limited to action planning for safety programs.Serve as Departmental general training coordinator to ensure staff are properly trained to perform duties as assigned. Coordinate training logs with Customer Service Representative (CSR) and manage related training records. Assess staff education and development needs and plan and implement instructional or development programs to meet those needs including in-house and external programs.Monitor Division “Right to Know” documentation and software. Distribute to appropriate staff.Provide excellent customer service, respond to citizen inquiries, investigate complaints, and explain work situations and activities.Prioritize and address issues as identified in the facility assessment study to achieve effective and efficient management of Village facilities as determined by the Public Works Director.Perform public works activities related to snow and ice control, leaf collection, material loading, hauling, fleet and facility operations, and respond to emergency calls as needed.May serve as acting Director or Assistant Director as needed.Attend and participate in professional group meetings, staying abreast of new trends and innovations in the fields of Fleet, Facility and Safety Operations.Perform other duties as assigned.
EXAMPLE OF DUTIES
Graduation from high school or GED equivalent.Ten (10) years’ minimum work experience in the Public Works field with a preference for fleet or facilities focus and /or any combination of training, work experience, and education.Certified Facilities Manager (CFM) preferred. Must obtain certification within eighteen (18) months of hire.Valid State of Illinois Commercial Driver’s License (CDL) Class A with air brake endorsement preferred.
SUPPLEMENTAL INFORMATION
For questions or assistance, please contact Ann Eriksson, Human Resources Manager, at (847) 716-3546 or aeriksson@winnetka.org.
The Internal Services Manager plans, assigns, directs and oversees day-to-day, emergency and training activities for the Fleet and Facilities Divisions, performs administrative work related to the operations of both divisions and oversees the Department’s overall safety and training programs. This position is a ‘working’ supervisor where the incumbent may at times perform work alongside employees supervised. Repair and maintenance activities include the Village’s entire fleet (including but not limited to vehicles, and equipment such as small generators, saws, etc.) and the structural, mechanical and miscellaneous systems of each facility assigned. This position oversees contractual work as needed. Essential Functions: Assist the Director and Assistant Director in strategically planning, organizing, and directing Fleet and Facilities related programs and operations of the Department.Assist in the development and administration of the Division’s annual operating and capital improvement budget, forecast operating funds needed for staffing, equipment, materials, and supplies, monitor and approve operating expenditures and recommend adjustments as necessary. Identify and make recommendations for administering the Department’s workload, programs, resources, and projects in Fleet and Facilities divisions. Evaluate and recommend new procedures and/or best applications to maximize efficiency of operations, control costs, and more effectively utilize labor, equipment, and material resources to enhance service delivery. Manage the services of the Fleet and Facilities Division activities and operations including, but not limited to planning, assigning, inspection, and providing high level oversight of the work of crews as needed. Review daily work assignments of Fleet Division and prepare daily assignments for the Facilities Division as necessary. Carry out supervisory responsibility for Fleet and Facilities divisions in accordance with policies, procedures, and applicable laws, including interviewing, recommending hiring decisions, and training staff; planning, assigning, and directing work; establishing deadlines; appraising performance; rewarding and disciplining employees; coordinating, developing, and approving staff training; and addressing complaints and resolving problems. Assist in administration of collective bargaining agreement as applicable.Participate in and/or assist with union contract negotiations and assist the Director with labor relations matters as needed. Ensure compliance with all applicable Federal, State, and local laws, rules and regulations regarding the operation, maintenance and repair of Fleet and Facilities.Receive and resolve complaints and concerns pertaining to Public Works Fleet and Facilities activities evaluate and determine nature of issue, required personnel, equipment, and materials to resolve issue(s) in accordance with Village department policies and procedures. Refer major problems, complaints, or policy issues to the Director and/or Assistant Director as necessary.Ensure workforce preparedness for Fleet and Facilities emergencies; assess emergency situations to determine and direct actions to be taken in response.Ensure best utilization of Village resources and determine when to call in private contractors or other personnel to undertake or complete Fleet and Facilities projects.Confer with suppliers, sellers, and consultants; place orders for and/or recommend contract awards for equipment, materials, improvements, supplies, and services.Monitor the condition of facilities via scheduled inspection and address routine maintenance items. Assure all Village life safety equipment such as first aid kits, fire extinguishers, and AED’s are stocked and functional.Develop maintenance schedules for facilities and oversee the work completed by staff and/or contractors to ensure conformance to standards. Gather and analyze computerized maintenance management system data and service requests to establish overall Fleet and Facility maintenance, major maintenance and preventative maintenance programs and schedules.Serve as project manager in planning, organizing and coordinating capital project activities for facility capital projects, including but not limited to negotiating contracts, and coordinating with consultants and construction contractors regarding various projects.Learn and maintain knowledge of procedures and proper equipment operation to assure a safe work environment, according to local, state and federal requirements. Ensure compliance with OSHA mandated safety training. Make recommendations on the departmental safety program including procedural, equipment, and operational function to improve Departmental safety.Manage delivery of safety programs for the Division including but not limited to action planning for safety programs.Serve as Departmental general training coordinator to ensure staff are properly trained to perform duties as assigned. Coordinate training logs with Customer Service Representative (CSR) and manage related training records. Assess staff education and development needs and plan and implement instructional or development programs to meet those needs including in-house and external programs.Monitor Division “Right to Know” documentation and software. Distribute to appropriate staff.Provide excellent customer service, respond to citizen inquiries, investigate complaints, and explain work situations and activities.Prioritize and address issues as identified in the facility assessment study to achieve effective and efficient management of Village facilities as determined by the Public Works Director.Perform public works activities related to snow and ice control, leaf collection, material loading, hauling, fleet and facility operations, and respond to emergency calls as needed.May serve as acting Director or Assistant Director as needed.Attend and participate in professional group meetings, staying abreast of new trends and innovations in the fields of Fleet, Facility and Safety Operations.Perform other duties as assigned.
EXAMPLE OF DUTIES
Graduation from high school or GED equivalent.Ten (10) years’ minimum work experience in the Public Works field with a preference for fleet or facilities focus and /or any combination of training, work experience, and education.Certified Facilities Manager (CFM) preferred. Must obtain certification within eighteen (18) months of hire.Valid State of Illinois Commercial Driver’s License (CDL) Class A with air brake endorsement preferred.
SUPPLEMENTAL INFORMATION
For questions or assistance, please contact Ann Eriksson, Human Resources Manager, at (847) 716-3546 or aeriksson@winnetka.org.