ASSISTANT DIRECTOR DPM

JOB SUMMARY

This position is responsible for reporting to and assisting the Director of District Property Management in the operational oversight of the Department. Directly supervises a work group of Division Managers and their assigned Regional Supervisors responsible for the maintenance, planning and repairs of all District assets including but not limited to: Recreation Facilities (Regional, Villages and Neighborhood), postal facilities, dog parks, archery and air gun ranges, sports courts, softball complexes, fitness trails and equipment, recreational storage areas, woodshops, District landscaping, irrigation, water transfers, pump stations, District maintained roads and storm water piping infrastructure, storm water basins, multi-modal (paths, bridges and tunnels), fire stations, Town Center infrastructure, District office space, decorative water features, sidewalks, curbs, signs, pavement markings, fountains, village and villa entries and sign walls, perimeter walls and fencing, gatehouses and gates including automated gates, lighting, security cameras, wetlands and wetland flood control structures, preserves (gopher tortoise, burrowing owls, eagles, and kestrels), lined basins (liner repairs and maintenance), ground depressions / geological anomalies and nuisance alligator management.

The position is responsible for assisting the Director in the management and execution of the Department’s programs and the District’s strategic plans with a specific focus on the administrative, financial and managerial aspects of the Department. Responsibilities include overseeing the department’s operating budgets, administrative operations, monitoring & maintaining department inventories, and Capital Improvement Planning for infrastructure maintenance and upkeep. Maintain effective communication of Department expectations and goals with staff, contractors, and community members to demonstrate the organization’s core values. The position has direct interaction with District Budget, Finance, Technology and Purchasing Divisions for issues and inquiries.

ESSENTIAL DUTIES AND RESPONSIBILITIES (Includes, but not limited to)

Staff Management

• Meet with staff on a regular basis to discuss project schedules, issues, coordination, and important organizational information.
• Meet with the Director on a regular basis to discuss Department projects, operations, policies, and procedures and review planned action strategies.
• Effectively manages the assigned workgroup including but not limited to:
• • timesheet & PTO approval
  • performance management & evaluations
  • personal development plans
  • hiring
  • invoice and work order approvals

• Responsible for assisting the Director in identifying existing and future resource needs.
• Responsible for assisting the Director in identifying and/or developing required or beneficial training opportunities to improve team knowledge.
• Responsible for tracking renewals of certifications for assigned staff.
• Exhibit 24 hour/7-day availability to assist District management and on call staff when necessary.
• Assess and utilize leadership styles to assist the Director in creating team dynamics within the work group.
• Work directly with the Department Director to initiate and implement strategies to improve staff productivity and morale.
• Ensures workgroup staff has necessary safety equipment and training to perform their assigned duties.
• Work directly with the Director to develop Department plans for recruitment and retention strategies.
• Provides daily interaction with staff and other departments about the status of current projects.
• Maintains a personnel list for the Department in keeping with budgeted staff allocation.
• Provides support to managers and program staff in the budget formulation process by researching and compiling background and historical data to assist in the development of budget estimates and justifications and to identify the cost of operations.
• Acts in place of Director of District Property Management in their absence, or as required.

Asset Management

• Assist the Director in the execution of the Department’s transition to fully implement use of a District assigned asset management system as identified in the District’s strategic plan.
• Assist the Director in the development and implementation of workflows from Department/Division standard operating procedures for use in District assigned asset management system.
• Assist the Director in compilation of baseline condition assessment for all District assets managed by the Department including maintenance and replacement schedules within the District’s provided asset management resources.
• Assist the Director in ensuring the tracking and updating maintenance and replacement schedules for assigned assets under District provided asset management resources are current.
• Ensure all assigned staff are trained to be efficient in the asset management system. Also responsible for ensuring staff are fully utilizing the District’s provided asset management resources and responding to requests for service within a timely manner.
• Ability to effectively review, research and develop creative or innovative solutions for unique District asset maintenance or replacement challenges.

Project Management

• Manage assigned and staff delivery of projects from conception through completion to ensure project goals are met within the scheduled timeframe, established budgets, and quality standards established within the project by the District. This will be accomplished by regular communication with assigned staff and associated Departments.
• Assist the Director in establishing and/or adjusting work procedures and schedules as needed to comply with the established project completion date while ensuring all affected departments are notified of any schedule impacts in a timely manner and that all required coordination is performed.
• Provide technical and managerial consultation within areas of expertise to all District staff as requested. This includes direct assistance and interaction as needed.
• Able to schedule, coordinate and lead project meetings such as pre-construction, progress meetings, meetings for issue resolution and other professional meetings as required.
• Identifies opportunities for improvement within the community, perform cost benefit analysis, make recommendations, and review findings with upper management to develop action plans to successfully meet project objectives.

Compliance

• Interprets and ensures compliance of the District policies and safety procedures by both DPM staff and all subcontracted vendors.
• Interprets and maintains compliance with applicable regulatory requirements within the assigned areas of responsibility.

Emergency Management

• Coordinates inventory, mobilization, dispatch and tracking, prior to, during and after an emergency incident for District assets.
• Coordinate with stakeholders and assigned staff for advanced planning and actions prior to forecast emergency related events to minimize impacts to District assets.
• Implement and understand the command structure and management system for emergency management as related to required FEMA training courses.
• Utilize existing District purchasing policies for emergencies and ensure proper documentation and record keeping.
• Acts in the assigned role to support the District in disaster preparation and/or disaster recovery efforts as described in the VCCDD Emergency Preparations Operation Plan (EPOP). As a member of District Property Management Department, may be responsible for the coordination of the clearing of roadways and cleaning of drainage structures to prevent local or area-wide flooding.

Communication

• Responds to and handles resident problems and concerns in a manner that conforms to our core value of hospitality.
• Effectively communicate with local media outlets regarding requested information and coordination for media coverage of assets as approved by the Department Director.
• Communicates regularly with members of management group(s) to discuss activities, goals, plans and resident input.
• Keeps Director and Assistant Director apprised of status of all projects and issues on a regular basis.
• Discuss opportunities to increase efficiencies by reviewing existing District policies and procedures to ensure best use of District resources demonstrating the Districts core value of stewardship.
• Develop and maintain effective working relationships with all internal and external stakeholders.

Budget

• Serves as the first point of contact with the District Budget Department.
• Oversees all Department budgets.
• Forecast budget amounts by working with the DPM Contract Administrator and Managers, to determine contract terminations, expirations and renewals; estimating CPI increases and market rates when necessary.
• Works with the appropriate staff to assist the Director in planning, implementing, and overseeing the budget for the following fiscal year as well as maintaining the current year's budget and Department 10-year Capital Improvement Plans.
• Assists the Director in developing budget presentations for all meetings, attending meetings as required.
• Assists the Director in resolving all budget conflicts that may arise to a swift conclusion.
• Analyzes budget monthly to direct staff of time frames for capital projects and improvements.
• Negotiates budget funding amounts, timing, and changes with DPM managers; monitoring budget; recommending reprogramming of funds as needed.
• Performs complex budget development, formulation and/or execution functions for Director’s review.
• Evaluate impact of increased service demands or requirements for capital project construction on operating budget for assigned assets. Must be able to evaluate the relationship between service level and budget.

Purchasing

• Works within District policies and procedures related to RFP/RFQ and/or BID process to establish contract requirements, project scopes, project duration or contract term, pre-approved venders, and contractor selection.
• Reviews all department purchase requisitions, invoice requests and check requests.
• Provide direction and clarification to staff on Purchasing Policies.
• Assists with the preparation and review of contracts related to purchase of services.
• Supervises Departmental purchasing and other financial procedures.
• Periodically performs audit checks to ensure proper quotes are obtained.
• Prepares analyses on purchasing contracts for assigned departments; ensures proper funds are budgeted/available for requested action(s); recommends solutions to funding/expenditure issues.

Reporting

• Develops and implements data collection processes relating to fiscal activities of the Department to ensure that all budget and purchasing activities are aligned with District policies.
• Provides Finance with detailed budget information for all District Property Management Budgets through Microsoft Access's District Property Management Budget Database.
• Assists Director and staff with fiscal management and preparation of 10-year capital improvement plans as well as maintenance plans.
• Assists all District Property Management Personnel by ensuring that approvals for payments to contractors are in compliance with Florida Lien Laws.
• Updates internal RAD, AAC, SLAD, PWAC Capital Project dates, timelines and schedules for solicitation request deadlines and project completion dates.

Finance

• Assists Finance Department (Accounting Manager and Senior Accountants) with Auditor's inquiries regarding District Property Management's budget.
• Reviews and Provides Budget to Actual Reports from the District Property Management budget database at the facility level to assist in pin-pointing areas of concern.
• Reviews account analysis for various departments and submits Fund Transfer requests to the Budget Department to maintain budgeted dollar amounts.
• Reviews Journal Voucher reclassifications for expenditure misclassifications based on account analysis.
• Assists Fixed Asset Accountant with inquiries related to capital and/or maintenance projects and providing estimated useful life as requested.
• Prepares a variety of complex periodic or special reports as assigned by the Department Director.
• May participate in the development, revision, and implementation of Departmental accounting systems, procedures, and forms.

Administrative

• Researches and develops Department business and financial policies and procedures, keeping in accordance with District policies and procedures for Director’s review.
• Completes administrative functions and assignments by preparing detailed reports and analysis.
• Reviews monthly governing board meeting minutes and agendas for impacts to District Property Management budgets and projects.
• Prepares financial information for Department agenda items.

Technology

• Maintains complex databases, other accounting/tracking systems to monitor and maintenance projects, expenditures, and budget variances. Ensures fund availability for the processing of obligating documents. Performs regular analysis of obligations and expenditures to ensure required limitations are observed, to identify cost trends, and to assist in the development and allocation of funds.
• Assist District Property Management Personnel with computer issues before contacting IT for support.
• Creates, designs, implements computer applications (spreadsheets) for all District Property Management Personnel to assist in budget by performing complex calculations.

Additional

• Performs other duties as assigned.
• May be expected to perform additional duties in an emergency.

ESSENTIAL EXPECTATIONS OF PERFORMANCE AND BEHAVIOR (Includes, but not limited to)

• Fosters teamwork among all staff.
• Practices effective communication skills with internal and external customers (e.g., presents ideas and information in a concise, well-organized way both orally and in writing).
• Coordinates follow-up with senior management as appropriate, maintaining confidentiality of communications.
• Models behavior to the District Core Values at all times.

MINIMUM EDUCATION AND EXPERIENCE

• Bachelor’s Degree in Public Administration, Business Management, Engineering, Building Construction or related field.
• Ten (10) years of increasingly responsible public works experience with at least three (3) years of management/leadership experience or equivalent combination of education and experience.
• Minimum of five (5) years’ experience in Project, Procurement and/or Budget Management.

MINIMUM CERTIFICATES, LICENSES, REGISTRATIONS

• Valid Florida Driver’s License required.
• FDOT Intermediate MOT (within 12 Months of Hire).
• Registered Florida Professional Engineer (Preferred).
• Required FEMA (ICS) certifications must be completed within six months of hire.
• All candidates and employees must successfully pass background screening.

MINIMUM KNOWLEDGE, SKILLS AND ABILITIES

Knowledge

• Basic knowledge of trades including landscape, irrigation systems, janitorial, pools, recreation facilities and building, electrical, plumbing, heating and air conditioning, cement block and wood structures, concrete and asphalt.
• Ability to successfully read, analyze and interpret governmental regulations and legal documents.
• Adept at reading boundary surveys and site plans.

Skills

• Skill in accounting concepts and governmental budgeting processes.
• Ability to successfully interact with a diverse population to include courtesy, tact and diplomacy as needed to provide/gather information, assign and follow up on work duties, and establish effective relationships.
• Intermediate or better proficiency in personal computer skills, preferably Microsoft Office package involving Word, Excel, Access, Outlook and PowerPoint.
• Well organized and successfully able to multi-task in a fast-paced environment to meet multiple deadlines.

Abilities

• Must demonstrate excellent leadership skills.
• Ability to interpret and apply local codes, policies, regulations, contract administration, bidding, and Budget management.
• Ability to successfully read and interpret blueprints, plats, architectural &/or building site plans.
• Ability to successfully read and comprehend materials such as memos, correspondence, contracts, agreements and written orders as needed to ensure work activities are accomplished according to District policy and procedures.
• Ability to successfully communicate thoughts and ideas in a logical, cohesive, and comprehensible manner and possess excellent problem-solving skills.
• Excellent written and verbal communication skills and professional appearance.
• Proven ability to successfully provide excellent customer service to both internal and external customers.
• Ability to prioritize larger organizational goals over individual concerns.
• Ability to build &/or support a constructive team spirit where members are committed to the goals and objectives of the organization.
• Ability to work on weekends and after hours to meet timelines, attend meetings and other events as needed.
• Work effectively as a member, or leader of a team by cooperating with others, offering to help others when needed, and considering larger organizational goals rather than individual concerns. Includes the ability to build &/or support a constructive team spirit where members are committed to the goals and objectives of the organization.

EQUIPMENT

Position regularly requires the use of office equipment, including but not limited to telephones, personal computers and productivity software, copier, printers, scanners, and fax machine.

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job the employee will be exposed to the following:

• Interior office environments, with moderate to loud noise typical for the work environment i.e., when in an office setting with moderate noise of computers and printers and moderate customer traffic.
• Diverse outside weather conditions including wet and/or humid conditions; with moderate to loud noise typical for the work environment.

Physical Requirements

The physical requirements described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the following applies:

• Regularly required to sit, stand, walk talk, push/pull; use hands to finger, handle, or feel; reach with hands and arms forward and overhead.
• The employee is occasionally required to climb or balance and stoop, kneel, crouch, twist; squat; balance or crawl.
• The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.