Operations Coordinator #02402 City of Virginia Beach Job Description Date of Last Revision:

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1 City of Virginia Beach Job Description Date of Last Revision: FLSA Status: Exempt Pay Plan: Administrative Grade: 14 City of Virginia Beach Organizational Mission & Values The City of Virginia Beach exists to enhance the economic, educational, social and physical quality of the community and provide sustainable municipal services which are valued by its citizens. The City of Virginia Beach organization is based upon a belief in the democratic process of government. This belief provides meaningful ways for citizens, reflecting the diversity of our City, to contribute to the development of public policy. This process is enhanced by organizational values which guide member performance within the Virginia Beach Quality Service System. These Values define our desired organizational culture. We value quality customer service; teamwork; leadership and learning; integrity; commitment; and inclusion and diversity. Class Summary Assist in administering the service, repair, maintenance, acquisition, and disposal of the City's automotive, marine, and aviation equipment. Representative Work Functions and Responsibilities Directly supervise Mechanic Supervisors and the Helicopter Shop, the Service Office, and Parts Department; enforce policies and procedures and review performance to ensure safe, productive, timely and quality work in accordance with the Virginia Beach Quality Service System; handle employee disciplinary actions; and evaluate supervisors performance to ensure policies and procedures are followed and customer service, quality control and production are in line with departmental goals. Perform duties of the Automotive Services Administrator in his absence to ensure continuation of operation. Assist in the development and implementation of new procedures and policies; and implement, formulate and approve employee safety policies and procedures. Assist in budget preparation through review and recommend items required to enhance the operation. Respond to and/or dispatch employees for after hours calls as needed to ensure customer service is maintained. Recommend new and replacement equipment consistent with departmental needs; specify specialty equipment through research, knowledge of proposed uses and experience to improve equipment efficiency; coordinate and resolve difficult issues with vendors concerning equipment which does not meet specifications, delivery dates or equipment performance; provide on-going tests of new/special materials to provide the most economical products for use on City vehicles; work closely with the Purchasing Division to ensure timely and accurate RFP s for the procurement of equipment and services; and attend pre-bid conferences to provide consultant advice to Purchasing and vendors to address problem areas. Provide specialty training for operators and mechanics on equipment and tools to ensure proper use.

2 Work with all departments to resolve scheduling of service and repair issues. Perform other job duties requiring skills, knowledge and physical requirements as demanded by those duties described or less. Individual assignments will be determined by the supervisor based on then current workloads and department needs. Performance Standards Adequately perform duties of the Automotive Services Administrator in his absence; provide supervision in areas of responsibility; recommend effective new equipment designs and modifications; provide specialty training; effectively handle difficult problems with vendors; implement timely safety procedures for all areas; provide accurate, timely assistance in specification development; keep check on work and maintenance schedules, and operational policies and recommend effective updates and/or improvements; provide timely and complete budget preparation assistance; work with equipment supervisors is timely and complete; respond effectively to after hour calls and emergency situations; disciplinary problems are handled timely and effectively; enforce security and lot procedures effectively; conduct tests of new and/or special parts and materials regularly and results are justified, accurate and complete; effectively monitor equipment operational costs and correct high cost items; pre-bid conference input is accurate and productive; assistance to the Automotive Services Administrator is effective and timely; and perform accurate and complete evaluations of employees. Minimum Qualifications High school or GED plus eight (8) years experience in fleet management or garage supervision involving the repair and maintenance of automotive and construction equipment (considerable fleet size of a varied nature); or any equivalent combination of experience and training which provides the required knowledge, skills, and abilities. Must have, or obtain, a current and valid Virginia or North Carolina driver s license in accordance with Virginia or North Carolina DMV driver s license eligibility requirements. Special Requirements Must be available to work evenings, weekends, holidays, and overtime when required to meet operational needs. This position may require that incumbents wear and maintain appropriate personal protective equipment such as, but not limited to, steel toed shoes, safety glasses, gloves, or other designated safety attire and equipment in designated areas of risk. Specific requirements will be determined and communicated by the employee s supervisor based on position assigned. This is a safety sensitive position and is subject to mandatory drug testing. Positive drug test results may result in counseling and/or discipline, up to and including, termination. Knowledge-Skills-Abilities Required to Perform Satisfactorily A. Knowledge 1. Knowledge of automotive and heavy equipment specifications. 2. Knowledge of the hazards and safety precautions of a large scale mechanical shop operation. 3. Knowledge of basic accounting procedures, budget processes and procedures, and procurement practices and procedures. 4. Knowledge of EPA, OSHA, DOT, MSDS, DEQ, CDL, and FAA regulations applicable to vehicles and equipment. Page 2 of 12

3 5. Knowledge of auction and disposal procedures. 6. Knowledge of tools and equipment required to perform automotive and construction maintenance repair. 7. Knowledge of Virginia State Inspection procedures and regulations. 8. Knowledge of computerized maintenance and inventory systems. 9. Knowledge of the principles and practices of automotive repair shop management and of the characteristics and maintenance needs of various automotive and mechanical equipment. 10. Knowledge of Risk Management/Accident regulations and procedures. B. Skills 1. Skill in effectively supervising subordinates. 2. Skill in writing detailed specifications. C. Abilities 1. Ability to respond to emergency calls after normal working hours. 2. Ability to effectively negotiate contracts, scope of work issues and costs with vendors. 3. Ability to work in extreme weather conditions for short periods. 4. Ability to properly wear safety equipment (shoes, glasses, gloves, respirators, hard hats, etc.) when necessary. 5. Ability to communicate effectively both orally and in writing. 6. Ability to plan and supervise the work of journeymen automotive mechanics, supervisors, and office staff. 7. Ability to read and understand complex reference material and instructions. 8. Ability to work effectively with various city departments and divisions in regard to equipment and vehicle policies and repairs. 9. Ability to operate a motor vehicle. Working Conditions The below stated working conditions are intended to provide a general overview of the environmental conditions inherent in the job setting, as well as the physical, mental, and sensory requirements necessary to perform the essential functions of positions in the noted job title. A more detailed description will be made available at the position (PCN) level. NOTE: Per HR Policy 6.19, Americans with Disabilities, the City follows the requirements of the Americans with Disabilities Act (ADA) in all hiring and employment decisions. The City shall not discriminate on the basis of disability in its hiring and employment practices. The City shall make reasonable accommodations for the known physical or mental limitations of a qualified applicant or employee with a disability upon request unless the accommodation would cause an undue hardship on the operation of the City s business. Physical Requirements: Physical refers to the requirement for physical exertion and coordination of limb and body movement. Sedentary work that may involve walking, sitting, kneeling, squatting, stooping, climbing, lifting, gripping, pushing and raising objects and involves exerting up to 25 pounds of force walking or standing some of the time and routine keyboard operations. Mental Requirements: Mental refers to the degree that the job involves cognitive activities, and use of mental processes Performs professional level work requiring the application of principles and practices of a wide range of administrative, technical, or managerial methods in the solution of administrative or technical problems; applies general understanding of operating policies and procedures to solve complex administrative problems; requires continuous, close attention for accurate results or frequent exposure to unusual pressure. Page 3 of 12

4 Environmental Conditions: Environmental refers to job conditions inherent to the job setting, including those that may lead to injury or health hazards even though precautions have been taken. The job may risk exposure to extreme heat and/or cold, wet or humid conditions, noise, fumes, odors, moving machinery, electrical shock, traffic and toxic or caustic chemicals. Sensory Requirements: Sensory refers to hearing, sight, touch, taste, and smell required by the job. The job requires normal visual acuity, field of vision, hearing, speaking, color perception, and depth perception. Page 4 of 12

5 Operations Coordinator Landscape Services #02402 City of Virginia Beach Job Description Date of Last Revision: FLSA Status: Exempt Pay Plan: Administrative Grade: 14 City of Virginia Beach Organizational Mission & Values The City of Virginia Beach exists to enhance the economic, educational, social and physical quality of the community and provide sustainable municipal services which are valued by its citizens. The City of Virginia Beach organization is based upon a belief in the democratic process of government. This belief provides meaningful ways for citizens, reflecting the diversity of our City, to contribute to the development of public policy. This process is enhanced by organizational values which guide member performance within the Virginia Beach Quality Service System. These Values define our desired organizational culture. We value quality customer service; teamwork; leadership and learning; integrity; commitment; and inclusion and diversity. Class Summary Assist in the management of the division through subordinate superintendent in the accomplishment of Citywide landscape design, development and maintenance programs. Representative Work Functions and Responsibilities Provide management and leadership techniques associated with personnel management to provide equitable treatment of personnel; and review personnel applications, and interview and select applicants for employment. Prepare multiple annual operating budgets; monitor operating budget through frequent review of expenditures; and verify all financial transactions including bimonthly payrolls and payment to vendors and other City agencies. Prepare written requisitions and specifications of equipment, materials, and supplies as necessary; and conduct research of equipment and supplies to evaluate and test products beneficial to conservation of resources. Coordinate landscape design, development and maintenance of municipal building, schools, municipal parks (including athletic fields), and right-of-way vegetative maintenance, internally and with other agencies, and advise administrator accordingly. Maintain divisional inventory of equipment through physical inspection. Prepare written reports. Page 5 of 12

6 Perform other job duties requiring skills, knowledge and physical requirements as demanded by those duties described or less. Individual assignments will be determined by the supervisor based on then current workloads and department needs. Performance Standards Assist in the administration responsibilities of the division, including personnel and budget management; and assist in the coordination and supervision of landscape planning, design, development and maintenance of all public right-of-way and specified public properties. Minimum Qualifications Requires any combination of education (above the high school level) and/or experience equivalent to seven (7) years, including five (5) years in a supervisory position, in fields utilizing the required knowledge, skills, and abilities, such as horticulture, landscape architecture, or urban forestry. Special Requirements All employees may be expected to work hours in excess of their normally scheduled hours in response to short-term department needs and/or City-wide emergencies. This position may require that incumbents wear and maintain appropriate personal protective equipment such as, but not limited to, steel toed shoes, safety glasses, gloves, or other designated safety attire and equipment in designated areas of risk. Specific requirements will be determined and communicated by the employee s supervisor based on position assigned. This is a safety sensitive position and is subject to mandatory drug testing. Positive drug test results may result in counseling and/or discipline, up to and including, termination. Knowledge-Skills-Abilities Required to Perform Satisfactorily A. Knowledge 1. Knowledge of landscape design, development and maintenance. 2. Knowledge of US Consumer Products Safety Commission guidelines for playground equipment. 3. Knowledge of ADA guidelines as they apply to public playgrounds and equipment. 4. Knowledge of vegetative right-of-way maintenance. 5. Knowledge of municipal budgeting principles. 6. Knowledge of personnel management techniques. 7. Knowledge of equipment associated with landscape maintenance, athletic field maintenance, and rights-of-way maintenance. 8. Knowledge of all phases of horticulture and landscape architecture. 9. Knowledge of athletic field construction and maintenance. B. Skills 1. Skill in developing policies and procedures. 2. Skill in managing personnel effectively. C. Abilities 1. Ability to communicate effectively, both orally and in writing. 2. Ability to prepare multiple operating budgets. 3. Ability to assume the responsibilities of the superintendent. 4. Ability to prepare reports and correspondence. 5. Ability to establish and maintain effective working relationships with others. 6. Ability to coordinate multifaceted programs. Page 6 of 12

7 Operations Coordinator Building Maintenance #02402 City of Virginia Beach Job Description Date of Last Revision: FLSA Status: Exempt Pay Plan: Administrative Grade: 14 City of Virginia Beach Organizational Mission & Values The City of Virginia Beach exists to enhance the economic, educational, social and physical quality of the community and provide sustainable municipal services which are valued by its citizens. The City of Virginia Beach organization is based upon a belief in the democratic process of government. This belief provides meaningful ways for citizens, reflecting the diversity of our City, to contribute to the development of public policy. This process is enhanced by organizational values which guide member performance within the Virginia Beach Quality Service System. These Values define our desired organizational culture. We value quality customer service; teamwork; leadership and learning; integrity; commitment; and inclusion and diversity. Class Summary Assist in the management and supervision of all phases of responsibility in the operation of municipal buildings consisting of maintenance and repairs, construction of additions and alterations, custodial services, HVAC systems, and other related activities. Representative Work Functions and Responsibilities Assist in the planning and coordinating of maintenance and construction programs of the Building Maintenance Division involving skills of numerous trades including carpenters, painters, plumbers, electrical technicians, heating and air conditioning technicians. Initiate work requests for projects concerning minor construction, alteration, maintenance repair, alteration of existing facilities, safety deficiency corrections and projects concerning repairs and alterations of building facilities and related equipment resulting from various inspection reports and requests from other City departments. Serve as a contact within the division for service, maintenance and construction contracts and is responsible for their successful accomplishment. Participate in meetings and conferences. Attend and participate in budget review meetings. Issue instructions, notices, procedures and other guidelines to implement policies and directives emanating from the Division Head. Coordinate the work of subordinate supervisors. Compile data from all budget units for preparation of budget. Page 7 of 12

8 Review project plans and specifications of new City building. Review work orders to determine and classify them in a sequence of priority as well as determining after the work is completed if work is being done in an efficient manner by the number of man-hours indicated to accomplish the work; and review quantity and quality of work performed by means of progress reports from employees and inspections of on-site conditions to ensure the best results and highest productivity of the division's overall operation. Inspect shop areas and job sites periodically to observe production and conformity of codes and to solve any problems involving unusual scope of projects. Prepare cost estimates which are requested by other departments, for budget data, and for requested projects. Prepare drawings and specifications for requested project work requests. Confer with subordinate supervisors on personnel related matters. Keep subordinate supervisors advised of new projects and developments on future projects to keep requested construction and maintenance work orders schedules up to date so that the responsibilities of the various bureaus are achieved. Act as liaison between Building Maintenance and other departments for job requests and special projects. Perform other job duties requiring skills, knowledge and physical requirements as demanded by those duties described or less. Individual assignments will be determined by the supervisor based on then current workloads and department needs. Performance Standards Assist in management and supervision of all phases of bureau`s responsibilities, identify problem areas and effectively deal with the problems; communicate effectively with groups and individuals in both oral and written form; personnel problems are anticipated and dealt with effectively; and all assigned functions are accomplished in the most effective and expeditious manner possible. Minimum Qualifications High school or GED plus eight (8) years experience including five (5) in a supervisory position in fields providing the required knowledge, skills and abilities and associated with such positions as Project Coordinator, Assistant Project Administrator, Assistant Administrative Officer, or Assistant Superintendent of Buildings, or any equivalent combination of experience and training which provides the required knowledge, skills, and abilities. Must have, or obtain, a current and valid Virginia or North Carolina driver s license in accordance with Virginia or North Carolina DMV driver s license eligibility requirements. Special Requirements All employees may be expected to work hours in excess of their normally scheduled hours in response to short-term department needs and/or City-wide emergencies. This position may require that incumbents wear and maintain appropriate personal protective equipment Page 8 of 12

9 such as, but not limited to, steel toed shoes, safety glasses, gloves, or other designated safety attire and equipment in designated areas of risk. Specific requirements will be determined and communicated by the employee s supervisor based on position assigned. This is a safety sensitive position and is subject to mandatory drug testing. Positive drug test results may result in counseling and/or discipline, up to and including, termination. Knowledge-Skills-Abilities Required to Perform Satisfactorily A. Knowledge 1. Knowledge of business management. 2. Knowledge of occupational hazards and safety precautions. 3. Knowledge of the principles and practices used in building maintenance. B. Skills 1. Skill in establishing and maintaining effective relationships with other personnel. C. Abilities 1. Ability to coordinate and direct the work of others. 2. Ability to present ideas and recommendations effectively both orally and in writing. 3. Ability to read and interpret blueprints and schematic diagrams as well as ability to put together drawings and specifications. Page 9 of 12

10 Operations Coordinator Juvenile Detention #02402 City of Virginia Beach Job Description Date of Last Revision: FLSA Status: Exempt Pay Plan: Administrative Grade: 14 City of Virginia Beach Organizational Mission & Values The City of Virginia Beach exists to enhance the economic, educational, social and physical quality of the community and provide sustainable municipal services which are valued by its citizens. The City of Virginia Beach organization is based upon a belief in the democratic process of government. This belief provides meaningful ways for citizens, reflecting the diversity of our City, to contribute to the development of public policy. This process is enhanced by organizational values which guide member performance within the Virginia Beach Quality Service System. These Values define our desired organizational culture. We value quality customer service; teamwork; leadership and learning; integrity; commitment; and inclusion and diversity. Class Summary Perform difficult professional and administrative duties overseeing the children and counselors for operation of a 24-hour juvenile detention home. Representative Work Functions and Responsibilities Assist the Administrator in development, evaluation and direction of programs for the Juvenile Detention Center; and assist the Administrator in planning and organizing programs, services, and activities for the detention home. Participate in developing budget; manage and develop the financial resources; and advise Administrator of projected overage/shortages and recommend corrective action to remain within budgetary constraints. Ensure staff meets state training requirements and design and participate in in-service training program. Provide and monitor education and treatment services to relevant agencies and populations. Plan and coordinate special interest programs including child rights, counseling, crisis prevention, child abuse and others. Evaluate program development and staff performance. Coordinate regional court service activities including detention documents, authorization listings, court dates, and correspondence. Perform other job duties requiring skills, knowledge and physical requirements as demanded by those duties described or less. Individual assignments will be determined by the supervisor based on then Page 10 of 12

11 current workloads and department needs. Performance Standards Programs are consistent with needs of clients and facility; programs are evaluated for effectiveness in achieving goals on a continual basis and are modified accordingly; division programs meet the Code of Virginia and State Board of Youth and Family Services regulations; budget reflects goals and priorities and is promptly revised in response to changes in funding; expenditures correspond to budget schedules with any change justified and approved; public officials are kept informed of program progress/plans/problems on a timely basis; cooperative relationship is maintained with community agencies and organization; public support for program is maintained; staff turnover is minimal; employee development is encouraged through educational and training opportunities; and employee performance is effectively monitored through the employee performance appraisal process. Minimum Qualifications Requires any combination of education and/or experience equivalent to eight (8) years, two (2) of which must have been in a supervisory capacity, in fields related to psychology, sociology, criminal justice or public administration which provide the required knowledge, skills, and abilities. Preferred Qualifications Master s degree in a field related to human behavior and experience in corrections and residential care. Special Requirements Must be able to work rotating shifts (days/evenings/midnights) including weekends and holidays and be available to work overtime when required to meet operational needs. This position may require that incumbents wear and maintain appropriate personal protective equipment such as, but not limited to, steel toed shoes, safety glasses, gloves, or other designated safety attire and equipment in designated areas of risk. Specific requirements will be determined and communicated by the employee s supervisor based on position assigned. This is a safety sensitive position and is subject to mandatory drug testing. Positive drug test results may result in counseling and/or discipline, up to and including, termination. Knowledge-Skills-Abilities Required to Perform Satisfactorily A. Knowledge 1. Knowledge of the policies and procedures of the juvenile justice system. 2. Knowledge of federal, state and local laws as they relate to the Juvenile and Domestic Relations Court. 3. Knowledge of the Virginia Department of Youth and Family Services Standards. 4. Knowledge of the current trends and methods of addressing delinquency and related problems. 5. Knowledge of government budgeting and financial management. 6. Knowledge of the jurisdiction of the Juvenile and Domestic Relations Court. 7. Knowledge of City of Virginia Beach personnel practices. 8. Knowledge of Quality Management theories, concepts, practices, how to apply them, and how to gain staff commitment to them to maximize unit effectiveness and efficiency. 9. Knowledge of municipal administrative practices and operational policies and procedures. 10. Knowledge of municipal government mission, programs, and services and the Juvenile detention center role/contribution to the government s goals and objectives. B. Skills 1. Skill in fiscal planning and management. Page 11 of 12

12 2. Skill in management and supervision of personnel. 3. Skill in working with the media to create a positive public image. 4. Skill in making public presentations to small and large groups. 5. Skill in conducting program evaluation and program planning. 6. Skill in effective oral, written and interpersonal communication with a diverse staff and customers in conveying complex information and/or resolving sensitive issues. C. Abilities 1. Ability to develop and maintain effective working relationships with juveniles, subordinates, state and local officials, and the general public. 2. Ability to recognize problems of both a physical and psychological nature as exhibited by juveniles. 3. Ability to effectively communicate with a diverse population of government executives, public officials, groups, and/or boards of directors. 4. Ability to plan and direct administrative/facility maintenance tasks for the VBJDC. 5. Ability to plan and supervise the work of others. 6. Ability to communicate effectively both orally and in writing. 7. Ability to use physical force to subdue individuals of various sizes. 8. Ability to keep comprehensive records and prepare reports. 9. Ability to plan and manage a budget for a large facility. Page 12 of 12