Description

ABOUT THE POSITION: The Facilities Maintenance Coordinator is a full-time position in the General Services Division of the Public Works Department for the City of Monterey. This position provides field and program support to the General Services Superintendent. Significant support will be given to the City's Building Maintenance contract with the Presidio of Monterey (Army) as well as maintenance for all City facilities. The selected employee will principally administer a preventative maintenance plan, supervise custodial and warehousing services, and coordinate the Division’s safety and quality control measures. As well as, work with other City departments and divisions including Engineering, Building Inspection, Police, Fire, Parks, Recreation, and Community Development in order to develop comprehensive technical specifications, develop and process formal and informal bidding documents, conduct project management and inspections, and estimate complex project costs.

ABOUT THE CITY OF MONTEREY: Nestled along California's Central Coast, the City of Monterey is known for its natural beauty, rich cultural heritage, hospitality, and sense of community. The City of Monterey is a full-service charter city operating under a Council-Manager form of government. The City of Monterey is a full-service city that provides police, fire, public works, planning, recreation, and parks services and operates its conference center, sports center, parking, and marina facilities.

WHY WORK FOR US? The City of Monterey offers a competitive benefits package to full-time employees. Some of these benefits include a Health Spending Fund, Medical, Dental, Vision, and Life Insurance, Vacation Accruals, Sick Leave, 14 Paid Holidays, Education Incentive Pay, Tuition Reimbursement Programs, CalPERS Retirement, and more!

Application Process

A limited number of applicants who clearly show that they most closely meet the needs of this position in terms of training, experience, education, and other job-related characteristics will be accepted to participate in the selection process. This process will include evaluation and initial screening of the standard on-line City application to determine which candidates progress to the next phase of the recruitment process. The subsequent selection process may include a written test/written exercise, performance exercise, panel interview, and a final departmental interview. The Human Resources Department reserves the right to make changes to components of the examination process.

As a condition of employment, the selected candidate will be required to successfully pass a Live Scan fingerprint background check and reference check. Depending on the position, as a condition of employment, the selected candidate may also be required to pass a physical exam including a drug screen and a federal background check to gain access to military and police facilities and systems. This position will require work on a military installation and will involve job duties performed on-site. Therefore, passing a background check conducted by the Department of Defense (DoD) is required.

Candidates who successfully progress through all phases of this recruitment process will be placed on an eligible list. The eligible list is active for 12 months and may be used to fill additional positions including lower-level positions, regular part-time, and part-time temporary seasonal, determined to have similar duties and requirements.

EQUAL OPPORTUNITY EMPLOYER: The City of Monterey provides outstanding services to the public and is deeply committed to a community and workforce that is inclusive, equitable, and diverse. We welcome and encourage applications from all qualified applicants, including underrepresented minorities that contribute to the diversification and enrichment of ideas and perspectives. The City of Monterey does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, marital status, or based on an individual’s status in any group of class protected by applicable federal, state or local law.

SUMMARY: Under general direction of the General Services Superintendent in the Building Maintenance Division, perform work in planning, estimating, organizing and supervising a comprehensive building management and project development program for the Army and on a Citywide basis. Perform related work as required.

DISTINGUISHING CHARACTERISTICS: The Facilities Maintenance Coordinator is a senior-level supervisor classification in the General Services Division. The incumbent receives direction and supervision from the General Services Superintendent and/or higher level management classifications and exercises independent judgement. This position provides direct supervision to the Building Maintenance Supervisor classifications. This position is responsible for directing, planning, organizing, supervising, reviewing, and evaluating the work of the warehouse and custodial staff. Furthermore, this position provides direction to the Building Maintenance Supervisor, while providing indirect supervision to the building maintenance staff. This class is distinguished from the Building Maintenance Supervisor in that the latter is first working supervisory level class and is responsible for directly planning, organizing, supervising, reviewing and evaluating the work of building maintenance staff. Further, the Facilities Maintenance Coordinator is distinguished from the General Services Superintendent in that the incumbent in the latter class has full management responsibility for the General Services Division. This classification requires strong field and technical trade skills, as well as strong administrative, policy implementation, and management skills. The Facilities Maintenance Coordinator performs a key leadership role in coordinating and administering the field operations of the City’s Intergovernmental Support Agreement (IGSA) with multiple military partners.

Examples of Duties

ESSENTIAL FUNCTIONS: Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. Factors such as regular attendance at the job are not routinely listed in job descriptions, but are an essential function. Essential duties and responsibilities may include, but are not limited to, the following:

Supervise and manage an effective preventive maintenance program for all facility equipment to include but not limited to mechanical equipment, roofs, windows, electrical systems, and other operational components of a facility on a citywide and/or military installation-wide basis.
Responsible for the accurate and timely collection of equipment data and ensures data is recorded in a well-organized manner so it can be easily retrieved and utilized to facilitate maintenance of the systems.
Review manufacturer’s operation manuals to determine optimum frequency of preventative maintenance.
Oversee Building Maintenance Supervisors in the facilitation of a comprehensive facility maintenance program.
Develop, implement and monitor Occupational Health and Safety Policy, Programs, and Procedures.
Perform jobsite safety inspections/audits.
Identify unsafe behaviors and unsafe conditions in the workplace using regulatory requirements and best safety practices and takes immediate action to correct seriously unsafe conditions.
Conduct Monthly On-site Safety Training.
Oversee the development, documentation, and implementation of effective inventory policies, processes, procedures, reporting, and monitor their effectiveness.
Perform regularly scheduled and ad hoc physical inventory for all city and military commodities, purchased product to support program accountabilities.
Inspect in house and contracted work by confirming specifications, conducting visual and measurement tests, communicating required adjustments to Building Maintenance Supervisors and/or Project managers.
Approve finished work by confirming specifications, conducting visual and measurement tests, ordering re-work, and confirming re-work.
Document inspection results by completing reports and logs, summarizes re-work and waste, and inputs data into Infor.
When directed, develop cost estimates and specifications for building projects.
Review and analyze plans, specifications, and blueprints of proposed facilities to ensure appropriateness of material and equipment used.
Assist in preparing operating budgets, expenditure projections and prepare reports as required.
Evaluate the Building Maintenance division’s operations and services and provide recommendations for improvements in economic, efficiency, quality of organization, operations and services.
Work with the Army to implement, analyze and recommend facility upgrades or modifications.
Communicate frequently with management, military partners and supervisory positions to achieve division-wide goals.
Maintain and expand knowledge and skills through continuing education and professional interaction.
Advise on technical, safety, and industry specific guidelines, rules and regulations.
Understand and communicate complex policies, procedures and goals of the Intergovernmental Support Agreement.
May make recommendations regarding important personnel actions such as hiring, promotion, evaluation, discipline, and other personnel matters.
May function as a project manager for scheduled and unscheduled maintenance activities, including developing cost estimates and project specifications.
Maintain and expand knowledge and skills through continuing education and professional interaction.
Support the relationship between the City of Monterey and the general public by demonstrating courteous and cooperative behavior when interacting with citizens, visitors, and City staff.
Maintain confidentiality of work-related issues and City information.
Perform other job-related duties within the scope of this job classification as assigned.
May act as the General Services Superintendent in their absence in the General Services Division.

Typical Qualifications

MINIMUM QUALIFICATIONS:

Education: Completion of a Baccalaureate Degree from an accredited college or university with coursework in project management, facilities maintenance, public administration, engineering or equivalent.

Experience: Five (5) years Facilities Maintenance management and two (2) years supervisory experience.

An equivalent combination of education and experience may be considered.

License And Certification

Trade specific certifications and licenses are desirable, such as a Class B General Contractor’s License;
Must successfully complete the OSHA 30-Hour General Industry Training Course within 12 months of hire.
Ability to pass a thorough background check to obtain necessary military installation access.

Supplemental Info

Knowledge And Skills

Knowledge of:

Building systems and construction techniques of commercial and government facilities management.
The methods, techniques, and practices utilized for the operation, care, alteration, repair, maintenance, and project management of buildings and related facilities.
Design and construction principles relative to building construction including knowledge of State and Local building codes, occupational hazards, and safety precautions required.
Office management, budgeting skills, organization and time management skills.
The principles and practices of facility and energy management.
Trade skills including plumbing, electrical, carpentry, HVAC systems, flooring, glazing and window repair, etc.
Computer or manual programs for estimating material and labor costs.
Proficient in Excel, Power Point, Microsoft Project Management and Word.
Local and state procurement guidelines and requirements, including prevailing wage and labor laws.
Contracts and agreements, including the development of technical scopes.
Trade specific licensing requirements.
Knowledge of safety practices and training requirements.
Knowledge of cost formulas to track usage for diverse facilities and prepare applicable reports.
Create effective working relationships with staff in other departments.
Methods in modern and historical construction
Principles of supervision, training and evaluation.

Skill In

Planning, organizing, directing, and appraising the work of professional, technical, administrative support, and assigned personnel.
Making decisions recognizing established precedents and practices and to use resourcefulness and tact in solving new problems.
Assessing processes and operational performance and to make appropriate adjustments to maximize efficiencies, quality of output and operational performance.
Managing consultants, contractors, and vendors in their performance of their obligations on multiple projects.
Reading and interpreting construction plans, specifications, and blueprints and recognizing deviations from such plans in the construction or maintenance process.
Conducting inspections, monitoring work, maintaining records to ensure quality control and achieve compliance with contracts and the Intergovernmental Support Agreement.
Communicating effectively orally and in writing.
Communicating effectively and efficiently with diverse audiences, internal and external.
Accurately and efficiently estimating project costs.
Supervising, directly or indirectly, a diverse group of field staff with varying roles, responsibilities, skill sets, levels of experience and education backgrounds.
Working collaboratively in a team environment; may work independently or on a team.
Managing multiple, complex, comprehensive requirements to accomplish the Intergovernmental Support Agreement field objectives.
Interpreting and enforce applicable laws and ordinances.
Supervising and evaluating subordinate personnel.
Preparing and summarizing statistical, economic and technical data for budget recommendations.

Physical Demands And Working Environment

Physical Demands

Standing & Walking – Standing for extended periods of time and/or walking distances (1 or more miles).
Sitting – Ability to work in a seated position at a computer station for extended periods of time.
Lifting - Ability to safely lift up to 50 pounds; use proper lifting techniques including bending at the knees.
Climbing - Ability to ascend 10 ft. or more up ladder(s).
Manual Dexterity - The ability to perform multiple work activities requiring a significant level of physical and mental coordination, such as accurate field measuring; repair and calibration of instruments; computer keyboard; writing.
Visual - Acuity for driving long periods; reading literature for long periods; industry warning signs and instruments; reading maps and diagrams, computer screen.
Hearing and Speech - Ability to communicate in person and over the telephone.
Mobility - Ability to operate a motor vehicle, and reach, push, pull, stoop, bend, and squat.
Reflexes - Ability to quickly and automatically respond to emergency and safety situations.
Wear and operate in protective equipment as assigned, when working in hazardous or potentially hazardous conditions, including but not limited to head protection, eye protection, respiratory protection, hand protection, foot protection, knee protection, and full body protection.

Environmental Elements

Work is performed in an office environment as well as any city building and outdoors with exposure to inclement weather; exposure to noise, dust, grease fumes, gases and potentially hazardous chemicals. Work is in and around moving vehicles and machinery. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures. This position requires the ability to work a flexible schedule including weekends, evenings, and holidays and be available for work on an emergency basis.

DISASTER SERVICE WORKERS

All City of Monterey employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the City requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency.

This is a summary of benefits for employees holding classification in the General Employees’ of Monterey (GEM) bargaining unit. This summary is for information purposes only. More specific details regarding these benefits can be found in the Memorandum of Understanding between the City and GEM.

FLSA Status: Non-Exempt

Retirement: The City provides CalPERS 2.7 % @ 55 with highest year formula for “classic members”, as defined by CalPERS, which includes current City of Monterey non-sworn miscellaneous employees hired prior to January 1, 2013 or new employees who are currently active or have been active within six months of the date of hire in the CalPERS or reciprocal retirement system. These Classic employees are responsible for paying the full 8.0% member contribution rate in addition to cost-sharing 3.0% of the employer contribution resulting in a total employee contribution of 11.0%, which is deducted on a pre-tax basis.

The City provides CalPERS 2% @ 62 with highest three year formula for “new members” as defined by CalPERS, which includes new non-sworn miscellaneous employees hired on or after January 1, 2013 who have not been previously employed by the City of Monterey or who were employed by a reciprocal agency but had a break in service greater than six months. New employees are responsible for contributing fifty percent (50%) of the total “normal cost” rate. The “normal cost” rate is subject to change on a fiscal year basis as determined by CalPERS.

The City participates in the Medicare portion of Social Security.

Flexible Benefit Plan: For plan year 2026, the City shall make a non-elective employer contribution to the flexible benefits plan on behalf of each active employee in this unit for use for health insurance, dependent dental insurance, and additional life insurance, in the following amounts:

Employee Only = $1,086.89

Employee + 1 = $2,223.60

Employee + 2= $2,872.83

Cash in lieu of benefits = $300.00

Dental: Fully paid employee premium by the City.

Vision: Fully paid premium for employee and eligible dependents by the City.

Life Insurance: $20,000 policy paid by the City, with an option to purchase additional coverage up to five times your annual base salary, up to a maximum of $350,000.

Short Term / Long Term Disability Plan: The City provides a Short Term/Long Term Disability Plan.

Deferred Compensation: City will match employee paid contributions to a maximum of $150.00 per month. Participants may contribute up to the maximum annual limit as specified by IRS guidelines.

Education Incentive Program Pay: If you have a college degree, you may qualify for 5% premium pay on base salary (for a Baccalaureate degree) or 7.5% premium pay on base salary (for a Master's degree) upon completion of probation. Employees are not eligible for this premium pay if their classification requires a Baccalaureate degree or higher.

Flexible Spending Account: The Section 125 Plan provides for an employee to set pre-tax dollars aside, through a payroll deduction, for reimbursement of health care and dependent care expenses.

Group Legal: Subject to provider limitations, the City will continue to provide a Group Legal Services Plan for employees represented by GEM through an employee-paid premium. Participation in the program shall be voluntary and consistent with the provider's requirements that the potential pool of participants must include a minimum of 200 employees.

Tuition Reimbursement: Subject to department approval, employees may be eligible for an allowance of $2,000 per fiscal year, per employee for reimbursement for costs incurred for job-related course textbooks, seminars, conferences, and other accredited courses.

Fitness Pass: Fitness Pass Program available to use the City of Monterey Sports Center.

Fitness Activity Plan: Employees are eligible to participate in a Fitness Activity Plan, allowing them to work out off-duty in exchange for leave time accrued in a Fitness Leave Bank. Employees may accrue up to 40 hours per year (10 hours per quarter), with a maximum of 80 hours allowed in the bank. The Fitness Leave Bank has no cash value, and accrued time does not expire.

City Recreation Program Fees: Resident Rates for City Recreation classes and programs for employees and immediate family household members.

Employee Assistance Program: Fully-paid confidential counseling and referral service for employee and eligible dependents.

Voluntary Unpaid Leave: With advance approval, an employee may take up to forty (40) hours of unpaid leave per calendar year.

Commuter Bicycle Program: Members may be reimbursed up to $20 per qualifying month for some of their bicycle commuting expenses.

Holidays: 14 paid days annually plus 1 floating holiday.

Sick Leave: 12 days per year.

Vacation: 1-5 years/10 days; 6-10 years/15 days; 11-15 years/ 17 days; 15+ years/20 days; 20+ years/23 days per year.

Additional Information

Candidate selected will serve up to one-year probationary period.
Candidates who pass the testing process will be placed on an eligibility list. This list may be used to fill additional positions (including subordinate positions) that become available during the life of the list.
This bulletin is for informational purposes only and does not supersede rules regulations, ordinances and resolutions currently in effect.
Pursuant to the Immigration Reform Act of 1986, employees must show proof of identity and eligibility to work in the United States.
The City of Monterey is an Equal Opportunity Employer.

01

Please answer all supplemental questions. Your responses are a required part of the hiring process and will be scored to help determine who moves forward. Provide complete answers—do not write “see resume” or “see application,” as this will be considered incomplete. Keep each response to 250 words or fewer. The text boxes do not count your words for you. All responses will be reviewed along with your full application. By continuing, you confirm that you have read and understand the Supplemental Questions Instructions.

Yes, I have read and understand these instructions

02

Please indicate your highest level of education in a related field with coursework in project management, facilities maintenance, public administration, engineering, or an equivalent field.

Master's degree or higher in related field
Master's degree or higher in non-related field
Bachelor's degree in related field
Bachelor's degree in non-related field
Associate's degree in related field
Associate's degree in non-related field
High School Diploma or GED
No High School Diploma or GED

03

Select the option that best describes your experience in facilities maintenance management.

9 years or more
7 - 8 years
5 - 6 years
Less than 5 years

04

Select the option that best describes your professional experience in a supervisory role.

6 years or more
4 - 5 years
2 - 3 years
Less than 2 years

05

Do you currently possess an OSHA 30-Hour General Industry certification? If yes, you must attach proof to your application.

06

Do you possess a Class B General Contractor's License, or any trade specific certifications or licenses?

07

If you answered 'yes' to question #6, please list all trade specific certifications and/or licenses you possess below and attach proof to your application. If you answered 'no' to question #6, enter 'N/A'.

08

This position required five (5) years facilities maintenance management and two (2) years supervisory experience. Please describe the total number and type of facilities you managed the maintenance activities for (HVAC, Electrical, plumbing, carpentry, flooring etc.), and include the length of time you performed this oversight. Please include the approximate total square footage and the composition of the work force you supervised, to include the ratio of in-house personnel to outside contractors you may have used to carry out the daily maintenance of the buildings you managed.

09

The General Services Division maintains dozens of military buildings (e.g., barracks, dining halls, classrooms, and administrative facilities) located throughout the Presidio of Monterey. The division operates under a formal Preventative Maintenance Plan in accordance with the City's agreement with the Army. Please describe your experience developing, implementing, managing, and improving preventative maintenance programs.

10

Describe your experience overseeing contractors or vendors performing facility maintenance-related work. Include a specific example of how you communicated the scope of work, monitored progress, ensured work met quality and schedule expectations, addressed any performance issues or deviations, and held the contractor accountable for completing the work as agreed.

Required Question

County of Monterey

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