SANTA CRUZ COUNTY
DIVISION MANAGER - GENERAL SERVICES
Job Specifications

Class Code:

MV3

Analyst:

TC, MM

Date Originated:

02/02

Date Revised:

03/03, 11/07

DEFINITION

Under general direction to plan, organize, manage, coordinate and evaluate the programs of a service division of the General Services Department; and to do other work as required.

DISTINGUISHING CHARACTERISTICS

Positions in this class are responsible for managing, administering and evaluating a service program area identified as a division within the General Services Department, such as Fleet Services and Purchasing. Incumbents report to the General Services Deputy Director. This class is distinguished from the Deputy Director in that the latter assists the Director with overseeing the overall coordinated services and functions of the General Services Department and assumes full responsibility in the absence of the Director. This class is distinguished from the Building Maintenance Superintendent classification due to scope of responsibilities and the number of employees within the Facilities Division.

TYPICAL TASKS

Establishes and maintains goals, objectives, and plans for carrying out division functions consistent with overall departmental goals; coordinates and manages through subordinates the work of staff engaged in providing services; works to coordinate services, resolve problems, develop procedures; analyzes work activities and programs; evaluates policies, services and systems needing improvement; directs and participates in the formulation and preparation of the budget; monitors divisional budget; represents division in working with other departments, agencies, and outside agencies and entities; directs and evaluates the work of subordinates, including training; develops programs, contracts, grants and memoranda of understanding; review and evaluates services and develops corrective action as necessary; performs special assignments as directed; attends meetings and conferences representing the division and/or department.

Fleet Services: Plans, schedules and determines priorities for the service and repair of light motor vehicles; establishes and oversees preventative maintenance program and schedules for a variety of makes and models of automobiles and light trucks; through a subordinate supervisor, directs shop crew performing maintenance and repair work; develop, monitor and oversee inventory control programs and practices; determine whether repairs should be performed in-house or by outside vendors; assist in the procurement of outside service vendors; develop bid specifications for new vehicle purchases and lease purchases; requisition materials and supplies; monitor and assure that all repairs, programs and equipment are current with rules and regulations promulgated by Federal, State and County laws and ordinances; confers with departments on vehicle needs and assignments; writes specifications for new vehicles and for shop equipment which includes cost effective warrantees; estimates costs of repairs as required; assures that all repairs under warranty are referred to the dealer for repair; recommends retention, reassignment or disposal of vehicles; manages the compressed natural gas fueling station and program; receives and investigates vehicle safety reports and complaints; prepares operating and safety manuals; monitors and assures that mandated and operational safety practices and procedures are followed, including the handling and disposal of hazardous materials; maintains required vehicle inspection reports; develop, oversee and maintain fueling systems for fleet vehicles; develops, maintains, analyzes and monitors a variety of records and reports on vehicle usage, maintenance and assignment and makes appropriate program recommendations based on that analysis; assists in the development of fleet rates and billings to departments; maintains stock controls and records; establishes stock controls; develops and oversees staff training programs; prepares the initial division budget and participates in final budget preparation; inputs, accesses and analyzes data using computer terminals and equipment; recommends automated records management and other fleet systems; prepare letters and memoranda on equipment and fleet maintenance practices and policies; supervise, train and evaluate subordinates; inspect new equipment to ensure operational correctness; and performs related duties as assigned.

Purchasing Services: Manages, plans, organizes, coordinates and supervises the work of the centralized purchasing division, including the warehouse; develops, implements and enforces purchasing policies and procedures, as directed; assesses and evaluates purchasing systems and procedures and recommends improvements; develops and reviews bid specifications and contract services to ensure compliance with established policies and procedures and with pertinent ordinances, laws, rules, and regulations; develops master services agreements for common purchases made by multiple departments; develops and implements e-procurement and inter/intranet uses for County purchasing services and programs; coordinates departmental purchasing web pages; acts as buyer in controversial or problem areas; consults with representatives of various departments regarding purchasing problems; reviews the delegated purchasing activities of departments for compliance with established policies and procedures and with pertinent ordinances, laws, rules, and regulations; assists in the preparation and administration of the division budget; selects, supervises, trains and evaluates subordinate staff; confers and corresponds with vendors, manufacturers and service suppliers and sales representatives; resolves complex and difficult problems concerning damaged goods, incorrect merchandise or problems in billing or payment; arranges for the storage, sale and disposition of surplus property as authorized; develops and maintains purchasing manuals; develops procedures for requisitioning, stock record control, warehousing and distribution of equipment, supplies and material; develops forms for purchasing and records management; develops policies and procedures for the warehouse, and records retention and storage; keeps informed on current trends and practices in public purchasing and records management; attends and participates in meetings; prepares reports and correspondence; responsible for divisionís employee orientation and training; and performs related duties as assigned.

EMPLOYMENT STANDARDS

Fleet Services:

Thorough knowledge of:

  • The methods, practices, materials and tools used in the maintenance and repair of light automobiles and trucks;
  • The theory and operation of internal combustion gasoline engines;
  • The theory and operation of fuel, ignition and emission control systems;
  • The occupational hazards and standard safety precautions in the use and maintenance of automotive vehicles and automotive repair equipment;
  • The principles and practices used in a program of preventive maintenance;

Working knowledge of:

  • The techniques and procedures to diagnose mechanical and operating problems in automotive equipment;
  • Automated fueling systems;
  • Compressed natural gas fueling stations; |
  • Principles, methods and practices pertaining to the operation of an automotive maintenance and repair shop;
  • Principles, methods and practices pertaining to the operation of fleet rental services;
  • Principles of supervision and training;
  • Record keeping methods and procedures;
  • Budgetary practices and procedures;

Some knowledge of:

  • Automated systems used in the fleet management services industry.

Ability to:

  • Plan and schedule the maintenance and repair of a large number and variety of light automotive vehicles;
  • Plan, assign and evaluate the work of subordinate staff;
  • Select and train staff;
  • Establish and maintain effective and cooperative relationships with those contacted in the course of work;
  • Develop and implement procedures and priorities to meet changing needs;
  • Diagnose, identify and correct vehicle operation malfunctions;
  • Perform journey level motor vehicle mechanic duties on an as-needed basis;
  • Establish and maintain cost, quantity and quality control systems related to fleet maintenance operations;
  • Read, understand and interpret County procedures, government regulations and written directives with respect to purchasing procedures, administrative practices, factory warranties, letters, bulletins, memoranda and automotive manuals;
  • Write clear and concise specifications and reports;
  • Establish safety operating procedures and hazardous materials handling procedures and to train staff in such procedures;
  • Determine equipment, materials and labor needs and prepare cost estimates of such;
  • Assist in budget preparation and administration;
  • Communicate effectively orally to provide instructions, explanations, etc to subordinates and others;
  • Understand and assist in implementing automated management systems related to fleet operations;
  • Input, access and analyze data using a computer.

Purchasing Services:

Thorough knowledge of:

  • The principles and practices of centralized purchasing, including purchasing ethics and standards, inventory standards and control, contract negotiations and competitive bidding;
  • The laws, regulations and procedures applicable to public agency purchasing.

Working knowledge of:

  • Current market conditions, pricing and sources of supply and services;
  • Automated purchasing programs and e-procurement applications;
  • Warehousing functions and inventory control;
  • Principles of supervision and training;
  • Record keeping methods and procedures;
  • Budgetary practices and procedures.

Some knowledge of:

  • Some knowledge of office operations.

Ability to:

  • Manage, plan, organize, schedule, assign, and supervise the operations of a centralized purchasing division;
  • Analyze requisitions;
  • Write clear and concise specifications, reports, policy and procedural manuals, and contracts;
  • Evaluate bids and make objective awards;
  • Analyze technical purchasing problem areas and recommend solutions;
  • Understand and assist in implementation of automated purchasing systems and e-procurement programs;
  • Input, access and analyze data using a computer;
  • Supervise, train and evaluate subordinate staff;
  • Establish and maintain effective working relationships with others;
  • Communicate effectively orally and in writing.

TRAINING AND EDUCATION

Any combination of training and experience which would provide the required knowledge and abilities in qualifying. A typical way to obtain these knowledge and abilities would be:

  • Fleet Services: Graduation from high school or its equivalent. Four years of journey level experience as a mechanic, including two years of supervisory experience.
  • Purchasing Services: Graduation from college with degree in Business or Public Administration or related field and certificate in Purchasing Administration. Four years of technical purchasing experience, including two years of supervisory experience and some experience performing centralized purchasing for a public agency.

SPECIAL REQUIREMENTS:

Fleet Services/ Purchasing Services:

  • Must possess and maintain a valid California Class C Drivers License.
  • Physically and mentally capable of performing the position's essential functions as summarized in the typical tasks of this specification.
  • Pass background security check.

Fleet Services:

  • Life objects weighing up to 75 pounds.

WORKING CONDITIONS:

Fleet Services:

  • Exposure to loud noises, strong odors and chemicals;
  • Subjected to extended work hours in event or emergency.

Bargaining Unit: 11
EEOC Job Category:05
Occupational Grouping:37
Workers Comp Code: 0053