Transit Fleet and Facilities Manager

Under general direction of the Transit Director, the Transit Fleet and Facilities Manager serves as the division head for the Transit Maintenance division. The Transit Fleet and Facilities Manager plans, implements and oversees the utilization, operation, repair and maintenance of the transit fleet and Metro Transit Garage facility. Incumbent supervises the activities of the transit fleet maintenance and Metro Transit Garage facility staff.The Transit Fleet and Facilities Manager supervises directly or through subordinate supervisors, approximately 14 FTE employees as well as part-time/seasonal employees within the Transit Maintenance division; oversees the maintenance of the transit fleet and Metro Transit Garage facility; assists in the development and management of the Transit Maintenance division budget of approximately $3.2 million.
Essential Duties and Responsibilities:

1. Develops, recommends and implements transit fleet maintenance and Metro Transit Garage facility management operating policies, procedures and programs in order to accomplish departmental goals and objectives.
   1. In collaboration with the Transit Director and transit staff, researches and writes operating policies and procedures;
   2. Establishes expectations and implements approved policies and procedures;
   3. Assists in the development of the transit annual plan and operating procedures;
   4. Aids in examination of grant performance and ensures adherence to current FTA requirements and policies.
   5. Coordinates with Transit Director and transit staff in preparation for FTA triennial review.
   6. Oversees the development and maintenance of databases and records to track all costs related to transit fleet and the Metro Transit Garage facility along with the preparation, analysis and reporting related to all activities;
   7. Prepares and submits to the Transit Director reports and correspondence relating to the transit fleet and Metro Transit Garage activities, direction, accomplishments, etc.
2. Plans, prioritizes, coordinates and evaluates the daily operations and activities, programs and services of the transit maintenance division to ensure effective and efficient operation and quality service to the community.
   1. Reviews, plans and prioritizes projects with subordinate supervisors;
   2. Ensures supervisors understand and implement policies, work standards and procedures for all work unit activities
   3. Plans and coordinates operations, activities and projects including preventative maintenance programs, vehicle replacement programs, and fleet information systems, with other transit divisions;
   4. Oversees the repair functions, inspection and approval of all transit vehicles before placement in service.
3. Using independent judgment provides supervision and leadership to transit maintenance division personnel under the span of control.
   1. Participates in decisions on matters of hiring, transfer, suspension, layoff, recall, promotion, discharge, assignment, adjusting grievances or disciplining employees under the span of control;
   2. Sets goals and objectives for others to work towards and monitors performance;
   3. Leads unit in creating and maintaining a positive work environment and fostering effective performance of staff;
   4. Conducts ongoing feedback, coaching, mentoring, and timely formal reviews of performance for assigned employees;
   5. Provides training and work direction, ensuring employees know and follows transit department and city rules as well as sound work and safety practices to accomplish the job objectives and avoid injury or loss; ensures that each employee:
      1. Knows and follows transit department and city rules as well as sound work and safety practices in order to accomplish the job objectives and avoid injury or loss;
      2. Wears proper protective equipment when policy requires or conditions indicate a need exists and utilizes proper body mechanics and ergonomics while performing work;
      3. When potentially unsafe conditions are observed makes efforts to avoid or correct them if they are controllable and draws them to the attention of the supervisor responsible or safety representative in a timely manner.
   6. Plans the work schedule to meet transit maintenance division demands and to limit overtime costs to reasonable and necessary levels;
   7. Encourages employee growth and development by providing or encouraging learning opportunities;
   8. Assesses staff development needs and directs the provision of staff training;
   9. Participates in decisions regarding the content of jobs and the number of staff within the functional areas under the span of control.
4. Assists in the management of the transit maintenance divisional budget.
   1. Prepares fuel forecast for contract purchase; oversees fuel purchasing;
   2. Provides informed input on matters relating to the annual operating budget;
   3. Analyzes past expenditures, expected needs, future cost projections and sources of funding in order to develop detailed budgets;
   4. Reviews year-to-date spending reports and monitors performance against plan during the entire budget cycle, making or recommending adjustments as necessary to achieve a desired balance at the end of the cycle;
   5. Approves expenditures for purposes and amounts that are within the budget and within the authorized approval limits of the job;
   6. Works to ensure the most cost-effective alternatives are identified when planning expenditures.
5. Evaluates fleet size and makes recommendations for changes, replacements, and additions.
   1. Plans, prepares and administers service, equipment, supply and other related contracts;
   2. Ensures compliance with contract specifications and approves payments.
6. Monitors compliance with State DOT and FTA federal rules and regulations regarding transit operation and recommends changes to vehicle maintenance, repair and operation to ensure compliance and safety.
7. Communicates courteously and professionally and maintains working relationships with others in carrying out job functions.
   1. Frequently interacts with others in the work unit, the public, vendors or across divisions to exchange detailed and/or technical information;
   2. Communications include responsibility for maintaining relationships that are key to the function;
   3. Plans and carries out communications at a level that can impact the morale and performance of the work unit;
   4. Responds to concerns and issues and determines and recommends appropriate resolutions to maintain positive customer relations for the division;
   5. Represents the transit department in various committees and other meetings with outside agencies and consultants to discuss transit policy and how they relate to the actions of others, coordinate efforts on projects, provide suggestions and technical assistance, and address questions and concerns. Gives presentations to various groups as requested.
8. Performs other duties and activities assigned.

The job requires a bachelor's degree in business, public administration, mechanical engineering, automotive technology or a related field and five or more years of progressively responsible experience in fleet services management, including two or more years of supervisory responsibility; or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the position. A valid commercial driver’s license (CDL) with air brake and passenger endorsement is also required.
Knowledge, skills and abilities include:

• Extensive knowledge of the professional and technical standards of fleet management and current trends and technological developments pertaining to procurement, utilization, operation, budget/cost allocation, and fuel maintenance;
• Knowledge of principles and practices of automotive repair shop management;
• Knowledge of applicable U.S. Department of Transportation Motor Carrier Safety Regulations, Federal and State Safety and Health Regulations and fire safety codes;
• Knowledge of governmental administrative procedures such as budgeting, purchasing and policy formulation;
• Knowledge of human resource management practices such as training, delegation, discipline, etc.;
• Skill in management practices and procedures including inventory management, developing plans, record keeping, organizing and prioritizing work;
• A high level of skill in various computer applications;
• Ability to communicate effectively in both verbal and written forms, and have strong public relations skills;
• Ability to select competent personnel and to train them to perform their duties in an effective and efficient manner;
• Ability to supervise personnel in a manner conducive to efficient performance and high morale;
• Ability to establish and maintain effective working relationships with others.

Most work is performed in a normal office environment with some work performed in a shop environment. Work is generally light with considerable variety and with regular computer use. Daily work often involves moving between buildings and rooms with regular driving required to various sites and meetings and occasionally to pick up transit fleet vehicles. The job may involve dealing with and calming individuals who are emotionally charged over an issue. There is considerable attention to detail and deadlines. The shop environment includes exposure to working conditions and hazards such as oil, grease, dirt, fumes, loud noise, moving mechanical parts, and chemicals. At times the incumbent may participate in shop activities including lifting or moving objects weighing up to 25 pounds.
Activities include standing, walking, fingering, grasping, talking, hearing/listening, seeing/observing and repetitive motions.
Work is classified as sedentary work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary requirements are met.
Light Work: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work and the worker sits most of the time, the job is rated for Light Work.
Some requirements in this job description may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees. All requirements are subject to modification to reasonably accommodate individuals with disabilities.
Requirements are representative of minimum levels of knowledge, skills, and experience required. To perform this job successfully, the worker must possess the abilities and aptitudes to perform each duty proficiently.
This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship. The City Administrator retains the discretion to add duties or change the duties of this position at any time.