The City of San Mateo Public Works Department is seeking a Maintenance Planner
Why Join our Department?
When you join the Public Works Department, you will work among collaborative and energetic colleagues who share a passion for serving our San Mateo citizens and improving the community in which we live and work. Our team is comprised of individuals with diverse talents and experience in various fields. We will provide you with a wide range of opportunities in a team-based collaborative environment while helping you achieve your professional goals. Sharpen your skills amidst our organization’s professional work culture. The learning curve is great and hard work is appreciated. Join an environment where friendships develop and where the work is interesting, meaningful, and enables you to enjoy a balanced life.
Collaboration, Innovation, Respect, Creativity, Transparency and Informed Risk-taking are attributes within the City’s mission, values and organizational principles that we are seeking in the candidates.
Look to some of the reasons why the City of San Mateo is a great place to work, https://www.youtube.com/watch?v=_GTIzeSpc_g
What You’ll Do
The Maintenance Planner will operate, maintain, and serve as administrator for the Computerized Maintenance Management System (CMMS) software and related databases in support of the operation and maintenance of City assets (including but not limited to: city buildings and facilities, wastewater treatment plant, sewer/storm infrastructure, etc., depending on assignment). This position will also plan and schedule maintenance, installation, overhaul, and repair of equipment and obtain quotes and bids for software, equipment, and support services. Proactively work with staff from various work units to develop, implement, and oversee preventative maintenance plans for various assets. Duties may include, but are not limited to, the following:
- Serve as the system administrator for the Computerized Maintenance Management System (CMMS) for city assets and infrastructure; troubleshoot and perform tests to ensure the computerized program is working properly and to ensure the consistency of data output.
- Coordinate with operations and maintenance personnel to identify maintenance needs to include in a comprehensive preventative maintenance program; obtain technical information, plans, sketches, and written instructions to assist with defining project scope and estimating time, labor, equipment, and material needs as well as safety equipment, permits, and plans for specific maintenance projects.
- Develop repair plans by reviewing work orders, clarifying intent with originators, determining scope of work for each job, and ensuring that repair parts and materials are received prior to commencement of jobs; coordinate and schedule jobs with other outside vendors and/or contractors prior to commencement of work.
- Collect details pertaining to installation, maintenance and repair history and other information to ensure a current and complete record of work and site documentation; interpret, prepare, and update a variety of charts, graphs, records, correspondence, and reports.
- Develop failure analysis and preventative and predictive maintenance plans and requirements for equipment by researching the manufacture’s maintenance recommendations; define, compile, and incorporate these maintenance activities in the CMMS.
- Research, compile, and prepare reports and documentation on various assigned projects; review overall program components and develop, recommend, and implement modifications; maintain records of findings and corrective actions.
- Prepare weekly, monthly, and annual activity reports; monitor and report on status of maintenance projects; complete and maintain records.
- Guide the issuance and distribution of materials, supplies, parts, tools, and equipment; maintain the warehouse inventory and non-inventory items by preparing purchase orders for department signature; order materials and supplies via open purchase order system; coordinate and organize contracted services.
- Participate in the preparation of plans and specifications for parts, materials and services related to the repair and modification of city assets and equipment; participate in the selection of contractors and vendors; and participate in the review of submittals for compliance with various Federal, State, and local regulations and requirements.
- Train users of the CMMS, including customer familiarization with system capabilities, functionality, and ad hoc reporting.
- Fully utilize the computerized work systems in accordance with workflow processes.
- Develop, write, schedule, calendar, distribute and update methods and procedures for preventive maintenance activities.
- Maintain current records and accurate inventory regarding City equipment and facilities; take appropriate action when new or retired equipment is acquired.
- Plan work orders and suborders to include, but not limited to, description of work, methods, special instructions, printed materials, spare-parts list, special tools, equipment, prerequisite activities, technical support, estimated man-hours and estimated durations of work order.
- Prepare routine reports identifying potential problem areas, recommendations for equipment overhauls, potential equipment modifications, and other issues.
- Compile cost estimates on major equipment repair/overhaul. Provide budget support as it relates to future year maintenance.
- Verify asset location and attribute details through field visits as needed.
The Maintenance Planner receives general supervision from the WWTP Maintenance Superintendent or from higher level personnel as designated by Department Head, depending on assignment.
For a complete list of duties, reference our job specifications at www.cityofsanmateo.org
Who You Are
- You have knowledge of the principles and practices of asset management systems administration, including preventative and predictive maintenance systems; if assigned to the wastewater treatment plant: Wastewater treatment operations and equipment, including instrumentation, electrical, control, and mechanical methods and technology used in the maintenance, operation, and upgrading of utility facilities; preventative maintenance techniques and schedules; purchasing and procurement procedures common to a public agency; principles of inventory and contract management; principles of project management; modern office equipment and methods including use of applicable computer applications; techniques and principles of effective interpersonal communication; principles and practices of safety management; pertinent local, State and Federal laws, codes, ordinances, City functions, policies, rules and regulations; research methods and techniques; computer software, including word processing, database, spreadsheet and accounting applications; and English usage, spelling, punctuation, and grammar; and arithmetic, basic mathematical calculations and statistics and statistical methods.
- You have the ability to perform technical duties related to the development, implementation, and maintenance of a comprehensive preventative maintenance management program; intermittently review documents related to department operations; observe, identify and problem solve office operations and procedures; understand, interpret, and explain department policies and procedures and work orders; explain operations and jobs to staff; read, interpret, and follow contract drawings, blueprints, and equipment diagrams; interpret and explain pertinent preventative maintenance standards and department policies and procedures; estimate labor and materials required to correct mechanical problems; effectively research and recommend the purchase of various materials and equipment necessary to maintain City assets and facilities; effectively monitor contracts and the work of contractors to ensure the City’s interests are met; operate a personal computer utilizing spreadsheet, word processing and database software at an intermediate to advanced level; use computers and handheld devices in the course of work; if assigned to the wastewater treatment plant: Properly operate a forklift, to load, unload and store materials; collect, compile, analyze and present a variety of data in a meaningful way; interpret, apply, and explain laws, rules, code and City policies and procedures; understand and translate City policies and practices into everyday working practices; make sound decisions with solid problem-solving methods; use principles of effective industrial safety including use of equipment in a proper and safe manner, use of preventative personal ergonomic techniques, and maintenance of safe housekeeping in personal and common workspaces; be an integral team player, which involves flexibility, cooperation and communication; establish and maintain effective working relationships with those contacted in the course of work; and communicate clearly and concisely, both orally and in writing.
What You Bring
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
- Two years of responsible experience involving the maintenance and repair of a wastewater treatment facility system,
Or
Two years’ experience in computerized maintenance management system operation and inventory control. - Equivalent to an Associate’s degree from an accredited college or university with major course work in civil, mechanical, or electrical engineering technology or a related field.
License or Certificate
- Possession of, or ability to obtain, a valid California driver’s license.
- Possession of a valid CWEA Mechanical Technologist certification is desirable if assigned to the WWTP.
Bonus Points (highly desirable)
- Previous work experience with either Maintenance Connection or Cartegraph Asset Management software
Are You Ready? Apply.
Submit an online application, résumé (recommended), and supplemental questionnaire at www.calopps.org or to the Human Resources Department, City of San Mateo, 330 W. 20th Avenue, San Mateo, CA 94403, (650) 522-7260.
Application Deadline
Recruitment will close on January 31, 2025, at 5 p.m. or upon receipt of the first 50 applications, résumés, (recommended) and supplemental questionnaires, whichever occurs first.
Examination Process
All applications, résumés (recommended) and responses to supplemental questionnaires received will be reviewed for minimum qualifications. A fully completed application is required; a resume does not replace the information required on the employment application, including work history. Applications with "see résumé" as a substitution for the work experience description, those with none or unclear current/past employment information, or those with insufficient information to evaluate possession of minimum qualifications will not be considered; missing information cannot be assumed. A limited number of the most highly qualified applicants will be invited to participate in the examination process, which may consist of an oral panel interview, written exercise, training and experience application review, or in the form of a practical demonstration of skill and ability, or any combination of these; a Zoom oral panel interview is tentatively scheduled for February 19, 2025.
An employment list will be established from those who pass the examination process. Current and future vacancies may be filled from this list. The list will remain in effect for at least six months with the possibility of an extension for an additional six months. Once placed on an employment list, and at the time a vacancy occurs, eligible candidates may be contacted by the hiring department and scheduled for additional department interviews.
Date Posted – January 2, 2025
Note: The City of San Mateo reserves the right, at its discretion, to limit the number of qualified candidates invited to the selection process. ALL RESPONSES WILL BE CONDUCTED VIA THE EMAIL ADDRESS PROVIDED IN YOUR ONLINE APPLICATION. Therefore, it is imperative that you provide an email address to which you have access, and it is recommended that you frequently check your email for notices from: sanmateo@CalOpps.org.
Fine Print
Prior to hire, candidates will be required to successfully complete a pre-employment process, including a driving record review, reference check, and Department of Justice (DOJ) and Federal Bureau of Investigation (FBI) background checks. A conviction history will not necessarily disqualify an applicant from appointment.
The policy of the City of San Mateo is to grant equal employment opportunity to all qualified persons without regard to race, color, sex, age, religion, ancestry, physical or mental disability, sexual preference, marital status, or national origin. It is the intent and desire of the City of San Mateo that equal employment opportunity will be provided in recruiting, hiring, training, promoting, wages, benefits, and all other privileges, terms and conditions of employment.
In compliance with the Americans with Disabilities Act, applicants requiring accommodations for any part of the testing or recruitment process must notify lcoles@cityofsanmateo.org or (650) 522-7264 seven (7) days in advance of the deadline for the part of the process requiring accommodations. Do not upload any documents related to your request for accommodation in CalOpps. The City of San Mateo complies with employment provisions of the Americans with Disabilities Act.
