Director of General Services Job at City of Portsmouth
General Statement of the Job & Essential Functions
GENERAL STATEMENT OF JOB
Under general supervision, this position oversees waste management, vehicle fleet services, and properties management services of the city. This position is an appointed position and serves at the pleasure of the City Manager. Reports to Deputy City Manager or designee.
ESSENTIAL JOB FUNCTIONS
Provides leadership and strategic direction through subordinate staff for overseeing the waste management, vehicle fleet services and properties management functions of the city; develops policies and procedures to meet overall city needs and objectives; ensure that regulatory requirements are in place to meet legal requirements of federal and state agencies; promotes cost effectiveness in departmental operations.
Responsible for overall management of the department through subordinate staff; including budget research, development, preparation and monitoring to ensure cost effectiveness; ensures that purchasing and financial transactions are properly conducted in accordance with city administrative policies and procedures.
Develops proposals and reports as requested by City Manager and City Council and presents recommendations to City Management, City Council and to other groups; responsible for coordinating with City Manager items for placement on City Council Agendas and Work Sessions; and ensures reports, studies, and plans are appropriately processed in accordance with federal, state, and city laws and ordinances.
Responds and resolves customer complaints; works closely with contractors, vendors, other city departments and other agencies to identify and resolve critical issues and coordinate delivery of operational services.
Provides information to the general public; keeps abreast of current and future issues and trends; may review plans prepared by contractors to ensure compliance with city codes, Federal and State regulations.
Performs other related work as required. Individual assignments will be determined by supervisor based on current workload and department needs.
Knowledge, Skills & Abilities
PERFORMANCE INDICATORS
Knowledge of Job: Has thorough knowledge of local, State and federal laws, ordinances, rules and regulations governing waste collection, vehicle services, and properties management services. Has thorough knowledge of policies, procedures, rules and regulations. Has considerable knowledge of the principles of supervision, organization and administration. Has general knowledge of the principles, methods, and techniques of public administration. Is able to plan, direct and coordinate the work of subordinate employees. Is able to use common office machines. Is able to compile technical information from a variety of sources and prepare clear and concise reports. Is able to exercise considerable initiative and independent judgment in analyzing and applying standards to a variety of situations. Is able to exercise considerable tact, courtesy and discretion in contact with city officials and the general public. Is able to establish a d maintain effective working relationships as necessitated by work assignments.
Quality of Work: Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication and interacts within department and division, and with co? workers and the general public.
Quantity of Work: Maintains effective and efficient output of all duties and responsibilities as described under "Essential Job Functions."
Dependability: Assumes responsibility for doing assigned work and meeting deadlines. Completes assigned work on or before deadlines in accordance with directives, city policy, standards and prescribed procedures. Accepts accountability for meeting assigned responsibilities in the technical, human and conceptual areas.
Attendance: Attends work regularly and adheres to city policies and procedures regarding absences and tardiness. Provides adequate notice to higher management with respect to vacation time and time? off requests.
Initiative and Enthusiasm: Maintains an enthusiastic, self?reliant and self?starting approach to meet job responsibilities and accountabilities. Strives to anticipate work to be done and initiates proper and acceptable direction for completion of work with a minimum of supervision and instruction.
Judgment: Exercises analytical judgment in areas of responsibility. Identifies problems or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to problems or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Seeks expert or experienced advice and researches problems, situations and alternatives before exercising judgment.
Cooperation: Accepts supervisory instruction and direction and strives to meet the goals and objectives of same. Questions such instruction and direction when clarification of results or consequences are justified, i.e., poor communications, variance with city policy or procedures, etc. Offers suggestions and recommendations to encourage and improve cooperation between all staff persons within the department.
Relationships with Others: Shares knowledge with supervisors and staff for mutual and departmental benefit. Contributes to maintaining high morale among all department employees. Develops and maintains cooperative and courteous relationships with department employees, staffers and managers in other departments, representatives from organizations, and the general public so as to maintain good will toward the department and project a good departmental image. Tactfully and effectively handles requests, suggestions and complaints from other departments and persons in order to maintain good will within the city...
Coordination of Work: Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with sound time?management methodology. Avoids duplication of effort. Estimates expected time of completion of elements of work and establish a personal schedule accordingly. Attends meetings, planning sessions and discussions on time. Implements work activity in accordance with priorities and estimated schedules. Maintains a calendar for meetings, deadlines and events.
Safety and Housekeeping: Adheres to all safety and housekeeping standards established by the city and various regulatory agencies. Sees that the standards are not violated. Maintains a clean and orderly workplace.
Planning: Plans, directs and uses information effectively in order to enhance activities and production of the department. Knows and understands the expectations of the city regarding the activities of the department and works to see that these expectations are met. Designs and formulates ways, means and timing to achieve the goals and objectives of the department. Within the constraints of city policy, formulates the appropriate strategy and tactics for achieving division and departmental objectives. Organizes, arranges and allocates manpower, financial and other designated resources in an efficient and effective way so as to achieve the goals and objectives of the division and department.
Organizing: Organizes work and that of subordinate staff well. Ensures that staff members know what results are expected of them and that they are regularly and appropriately informed of all city and department matters affecting them and/or of concern to them.
Staffing: Works with other department officials and management to select and recommend employment of personnel for the department who are qualified both technically and philosophically to meet the needs of the division and the department. Personally directs the development and training of division personnel in order to ensure that they are properly inducted, oriented and trained.
Leading: Provides a work environment, which encourages clear and open communications. Has a clear and comprehensive understanding of the principles of effective leadership and how such principles are to be applied. Provides adequate feedback to staff so that they know whether their performance levels are satisfactory. Commends and rewards employees for outstanding performance yet does not hesitate to take disciplinary action when necessary. Exercises enthusiasm in influencing and guiding others toward the achievement of department goals and objectives.
Controlling: Provides a work environment, which is orderly and controlled. Coordinates, audits and controls manpower and financial resources efficiently and effectively. Coordinates, audits and controls the utilization of materials and equipment efficiently and effectively. Has a clear and comprehensive understanding of city standards, methods and procedures.
Delegating: Assigns additional duties to staff as necessary and/or appropriate in order to meet department goals, enhance staff abilities, build confidence on the job and assist staff members in personal growth. Has confidence in staff to meet new or additional expectations.
Decision Making: Uses discretion and judgment in developing and implementing courses of action affecting the department. When a particular policy, procedure or strategy does not appear to be achieving the desired result, moves decisively and definitively to develop and implement alternatives.
Creativity: Regularly seeks new and improved methodologies, policies and procedures for enhancing the effectiveness of the division and the department. Employs imagination and creativity in the application of duties and responsibilities. Is not adverse to change.
Human Relations: Strives to develop and maintain good rapport with all staff members. Listens to and considers suggestions and complaints and responds appropriately. Maintains the respect and loyalty of staff.
Policy Implementation: Has a clear and comprehensive understanding of city policies regarding the division, department, and city function. Adheres to those policies in the discharge of duties and responsibilities and ensures the same from subordinate staff.
Policy Formulation: Keeps abreast of changes in operating philosophies and policies of the City and continually reviews division policies in order to ensure that any changes in City philosophy or practice are appropriately incorporated. Also understands the relationship between operating policies and practices and department morale and performance. Works to see that established policies enhance same.
Education, Experience & Special Requirements
EDUCATION & EXPERIENCE
Requires a Bachelor’s Degree in Public Administration, Business Administration, or related field and 3 – 5 years management and supervisory experience in general services or logistical management or an equivalent combination of education and experience. A Master’s degree is preferred.
SPECIAL REQUIREMENTS
Must successfully complete the required National Incident Management System (NIMS) Incident Command System Certification within one (1) year of employment.
Requires a Bachelor’s Degree in Public Administration, Business Administration, or related field and 3 – 5 years management and supervisory experience in general services or logistical management or an equivalent combination of education and experience. A Master’s degree is preferred.
SPECIAL REQUIREMENTS
Must successfully complete the required National Incident Management System (NIMS) Incident Command System Certification within one (1) year of employment.
The position is considered essential personnel and will be required to work during and following natural disasters and emergency situations.
An acceptable general background check to include a local and state criminal history check. A valid driver’s license with an acceptable driving record.
Physical Demands
MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS
Physical Requirements: Must be physically able to perform detailed work on multiple, concurrent tasks with frequent interruptions and under time constraints. Must be able to operate a variety of office machines which include computer, adding machine, calculators, copiers, facsimile machines, telephones, etc. Must be able to exert up to 20 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary Work involves sitting most of the time but may involve walking or standing for periods of time.
Data Conception: Requires the ability to compare and/or judge the readily observable, functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people or things.
Interpersonal Communications: Requires the ability of speaking and/or signaling people to convey or exchange information. Includes giving instructions, assignments and/or directions to subordinates or assistants.
Language Ability: Requires the ability to read a variety of correspondence, reports, records, forms, statistical summaries, policy manuals, etc. Requires the ability to prepare reports, correspondence, records, forms, etc., using prescribed formats and conforming to all rules of punctuation, grammar, diction, and style. Requires the ability to speak before groups of people with poise, voice control and confidence.
Intelligence: Requires the ability to apply principles of logical or scientific thinking to define problems, collect data, establish facts, and draw valid conclusions; to interpret an extensive variety of technical instructions in mathematical or diagrammatical form; deal with several abstract and concrete variables.
Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in a variety of technical or professional languages, including legal, medical and insurance terminology.
Numerical Aptitude: Requires the ability to utilize mathematical formulas, to add and subtract, multiply and divide. Must be able to utilize decimals and percentages; interpret graphs.
Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width and shape.
Motor Coordination: Requires the ability to coordinate hands and eyes rapidly and accurately in using automated office equipment.
Manual Dexterity: Requires the ability to handle a variety of items, office equipment, control knobs, switches, etc. Must have minimal levels of eye/hand/foot coordination.
Color Discrimination: Does not require the ability to differentiate between colors and shades of color.
Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under minimal levels of stress when confronted with persons acting under stress.
Physical Communication: Requires the ability to talk and/or hear: (talking - expressing or exchanging ideas by means of spoken words; hearing - perceiving nature of sounds by ear).
AMERICANS WITH DISABILITIES ACT (ADA) REQUIREMENTS
The City of Portsmouth is an Equal Opportunity Employer. ADA requires the City to provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are invited to discuss accommodations.
This is a class specification and not an individual position description. A class specification defines the general character and scope of duties and responsibilities of all positions in a job classification, but is not intended to describe and does not necessarily list the essential job functions for a given position in a classification.
FLSA STATUS: Exempt
EEO Cat: 1
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