Director of Fleet and Facilities Operational Support Svcs

GENERAL DESCRIPTION OF WORK:

Provides leadership and direction to department staff in the management of various areas which supports the overall Fleet and Facilities Division . This is a critical senior level management position which is responsible for the oversight and management of the division's data collection and management process otherwise known as the Enterprise Asset Management System (EAM), financial responsibilities, contracts, asset management, training, administrative support services, inventory and material distribution.

Develops and presents various reports to VIA's Board and Executive level staff. Overall, responsible for leading, managing, mentoring and supporting this department’s administrative and management team. Manages/works closely with hourly and salaried, technical and non-technical and clerical administrative employees to maximize overall efficiency and effectiveness for all departments within the Fleet and Facilities Division .

ESSENTIAL FUNCTIONS:

This position oversees/supervises the following division functions : administrative support staff, EAM data collection and performance reporting, financial and grant related activities, training, Environmental Management System (EMS) program, contract development and adherence, warranty administration, asset management, and operational analysis and reporting functions.

Administrative Support

Responsible for managing the administrative staff that support the various maintenance departments .

Oversee the management of various staff responsibilities which minimally include data processing, basic to high-level technical report development, review, analysis and retention. Additionally, this staff function provides document preparation, posting, filing, etc. of letters, memo's, procedures, position papers, etc.

Responsible for the development, implementation, updating and administration of VIA policies, procedures, standards and working conditions.

Monitors, records, manages, and reports on compliance of VIA policies and procedures.

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

Responsible for overseeing all personnel related administrative activities of the Fleet and Facilities Division to include corrective actions and performance appraisals. Coordinates the proper application of employee programs such as sick leave, vacation, uniform/tool allowance, sign-up, bump-off, and the daily payroll/occupational timekeeping with the Fiscal Management Division. Administers the personnel file system for all Division employees and ensures pertinent employee events are properly recorded within the personnel files.

Working with other Department and Division leaders; overall responsible for the development, monitoring, reviewing and reporting of the Division's personnel accidents . Works closely with the Safety and Training division on the review and monitoring of Division vehicles and all other related accidents and prevention programs. Ensures compliance of subordinates with all safety and environmental regulations. Responsible for overseeing the proper administration of the safety program within the Fleet and Facilities Division. Promote safety and good housekeeping throughout VIA.

EAM Administration, Data, Analytics, and Performance Reporting

Overall Lead for the division for the development, implementation, monitoring, management and communication, both with internal and external stakeholders, of all software and hardware applications used to track maintenance and inventory control activities including maintenance procedures, labor, materials and supplies, and fuels and lubricants.

Working with the system providers, responsible for leading / managing the transition from the existing data collection system (Ellipse) to VIA's new EAM System. Responsible for the continued management and upkeep of the EAM system's software and hardware to include verifying system accuracy and performance. Responsible for the review and approval of coding changes and all other associated system adjustments.

Responsible for the comprehensive repair order system including the planning, scheduling, and tracking of maintenance activities.

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

Works closely with other staff in the development of Key Performance Measures and other performance-related requirements. Develops, produces, monitors and analyzes reports and other such information to determine performance levels are met effectively and efficiently as well as sustained at an acceptable level.

Financial/Grants

Working with various departments and other VIA staff is overall responsible for the development, monitoring and management of both Operating and Capital budgets for the Division. Tracks and reports adherence of each department’s budgeted line items. Ensures all Division costs and expenses are properly allocated and reported. Conducts cost/benefit analyses to identify effective methods of reducing Division operating costs . Provides executive level analysis and reports on overall budget-related performance.

Working with Fleet and Facilities and VIA division staff; acts as lead department responsible for the research, development and application of Grant funding opportunities applicable to the Fleet and Facilities Division. Monitors and reports on the status and progress of all related grants.

Training

Overall responsible for the division's Training program. Minimal duties include the development/refinement, implementation and management of the division's Training program covering all technical, non-technical, union and non-union administrative and management employees.

Works closely with and supports VIA efforts to ensure employees are trained on and uphold all industrial and environmental safety rules and regulations. Remains aware of all first-aid, safety, environmental, and hazardous material regulations and procedures.

Contract Development and Adherence

Working closely with various departments and other VIA staff is the lead department responsible for the development, implementation, tracking, monitoring and management of the divisions’ efforts to procure goods and services in a consistent and timely manner. This includes participation in the development of technical specifications for service contracts, parts, supplies, vehicles, equipment, construction, software and hardware. Negotiates fleet and service contracts. Develops and implements processes and meets with various vendors to ensure contractor and vendor adherence to contract terms, schedules, and quality expectations. Responsible for reporting on overall performance.

Responsible for the proper administration of all local, state, and federal licensing and permit programs necessary for fleet and facilities operations.

Warranty Administration

Overall responsible for all VIA's Fleet and Facility Warranty administration program. Oversee the monitoring, collection, preparation, tracking, filing, recovery and reporting on warranties of all Fleet and Facility related items. Responsible for accurate, complete preparation of vehicle repair claims for insurance reimbursement. Responsible for the preparation and claims of reimbursements for maintenance work performed by outside services. Negotiates claims disputes with contractors and outside services.

Asset Management

Overall responsible for the ongoing development, implementation and oversight administration of VIA's Federally Mandated Asset Management plan. Ensures all requirements are properly documented, corrected and reported as required. Works with staff and all other departments / divisions on identifying budgetary needs to support a State of Good Repair on all VIA's assets .

Operation Analysis and Reporting

Overall responsible for the development and management of the division’s operational performance (i.e. Key Performance Measures) and other high-level reports.

Monitors, analyzes, develops and provides detailed reports on performance trends that affect performance and efficiency. Provides recommendations for correction and improvement of overall performance.

Serves as the point of information exchange between all other VIA divisions. Prepare 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.

Provides executive level reports and presentations on performance level activity including suggested adjustments and or changes for improvement.

Manages and updates the division’s information dashboard and updates employees on division performance against established goals.

Inventory and Material Distribution

Responsible for the management of inventory and materials distribution to include the planning, purchase, inventory, and distribution of fleet and facility related parts.

Maintains strict process to ensure security and proper inventory and budget control.

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 of progressively responsible experience in administration, finance, operational accounting, ERP/EAM or systems management, data analytics, or related field and four (4) years supervisory. Experience may be substituted in lieu of education on a year-for-year basis up to four years.

PREFERRED QUALIFICATIONS:

Multi modal mass transit property experience.

Experience of working in 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 be able to 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 be able to learn, understand and adapt to 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 24 hours per day, 365-day per year on call basis and be prepared to report for duty at any time if required .

May be required to fill in and assume the responsibilities of the VP of Maintenance during absences .

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

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:

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 occasionally 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.

Work involves deadlines, multiple priorities, and the cooperation of others.

Requires irregular hours.

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.