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Maintenance Supervisor

Position Title: Maintenance Supervisor
Department: Maintenance
Classification: Exempt   
Approved: 05/01/2020


Reporting Relationships

Position Reports to: Director of Operations
Positions Supervised: Maintenance Mechanic


Position Purpose 

Under general direction, oversees all activities relating to the Fort Walton Beach Housing Authority's (Agency) maintenance of property buildings, grounds, parking lots, playgrounds, and equipment. Develops, implements, and manages the Agency's building and equipment maintenance schedules, conducts regular facilities safety and preventative maintenance inspections, coordinates, monitors, and provides technical input for assigned facilities maintenance and related projects and programs; and performs related work as required.

The statements contained herein reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. The Maintenance Supervisor may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise balance the workload.


Essential Functions and Basic Duties

  1. Assumes responsibility for planning, organizing, assigning, supervising, and reviewing the work of assigned staff.
    1. Selects, trains, motivates, and evaluates assigned staff.
    2. Mentors and provides feedback to correct deficiencies.
    3. Engages in succession planning and leadership development.
    4. Implements discipline and termination procedures.
    5. Ensures assigned staff work and leave time is properly authorized and recorded while ensuring adequate coverage.
    6. Determines and recommends staffing needs for assigned maintenance activities and projects.
    7. Maintains a variety of records and prepares routine reports of work performance.
    8. Provides recommendations towards the development and implementation of training programs to ensure high levels of staff competency.
    9. Directs maintenance personnel in a professional manner to develop appropriate documents.
    10. Performs quality control inspections of work performed by maintenance personnel.
  2. Assumes responsibility for ensuring the office buildings and facilities are maintained in a safe and effective working condition and providing the highest level of safety for the Agency and public use.
    1. Provides oversight for compliance with the policies and procedures to include monitoring and tracking work orders, inventory control, and purchase orders.
    2. Ensures the restoration ("turning") of vacated units on a timely basis, including painting, cleaning, and ensuring adherence to all Uniform Physical Conditions Standards.
    3. Directs and implements the FWBHA maintenance program to ensure compliance with HUD guidelines for maintenance of FWBHA buildings, grounds, and properties.
    4. Designs and implements a monitoring system to ensure that maintenance work is performed in accordance with plans, specifications, and governmental regulations.
    5. Ensures maintenance personnel follows OSHA and State rules and regulations in regard to safety and hold proper licenses, if necessary.
    6. Oversees maintenance tool program ensuring all major tools/equipment are in working order.
    7. Ensures products selected for use are of appropriate quality and available on schedule.
    8. Assists Operations Director with compliance of PHAS subcomponent known as Physical Assessment Systems Sub-module (PASS).
    9. Coordinates and, responds to, and serves as first point of contact for all urgent and after-hour emergency maintenance/service requests, including the performance of minor repairs or coordination of services as needed.
  3. Assumes responsibility for developing and implementing goals and objectives for the maintenance department.
    1. Develops maintenance plan to ensure satisfactory performance of all work orders, unit turns, and preventative maintenance is completed in a timely manner.
    2. Prepares, plans, and documents maintenance related activities.
    3. Offers input and feedback to long range, strategic and budget planning processes.
    4. Assists with managing the budget for the maintenance department.
    5. Assists in the development and prioritization of a multi-year capital projects schedule related to the optimization of the Agency space planning needs, capital needs assessment, and renovation projects.
  4. Assumes responsibility for related duties as required or assigned.
    1. Establishes and maintains good working relationships with HUD, officials of local, state, and federal agencies, and co-workers.
    2. Acts as liaison between the Agency, residents, vendors, governmental officials, and others to communicate clearly and accurately the Housing Authority requests.
    3. Responds tactfully to resident inquiries concerning maintenance.
    4. Ensures accurate reports are generated related to work orders and inspections.
    5. Serves as technical resource in skilled areas such as construction, maintenance, repair and general upkeep of facilities and equipment.
    6. Performs duties of Maintenance Mechanic alongside staff to timely complete maintenance tasks on property.
    7. Attends meetings, conferences, and workshops during both regular and business hours and after hours, local and out-of-town.
    8. Responds to facility and resident emergencies and crisis situations.
    9. Provides a high level of customer service by effectively dealing with the public, vendors, contractors, and Agency staff.
    10. Organizes and prioritizes a variety of projects and multiple tasks in an effective and timely manner; organizes own work, sets priorities, and meets critical time deadlines.

Performance Measurements 

  1. Develops goals, objectives, policies, procedures, and work standards for assigned programs.
  2. Achieves and maintains a "high performer" status on the Physical Assessment Subsystem component of the Public Housing Assessment System.
  3. Interprets, applies, explains, and ensures compliance with applicable Federal, State, and local policies, procedures, laws, and regulations.
  4. Organizes and prioritizes a variety of projects and multiple tasks in an effective and timely manner; organizes own work, sets priorities, and meets critical time deadlines.
  5. Establishes, maintains, and fosters positive and effective working relationships with those contacted in the course of work.
  6. Understands and complies with all FWBHA, HUD, and other prescribed regulations; policies and procedures; reporting, training and meeting requirements, and attendance requirements as are appropriate and necessary for the position.

Core Competencies 

Accountability
Holds self, accountable for measurable high-quality, timely, and cost-effective results. Determines objectives, sets priorities, at work. Accepts responsibility for mistakes. Complies with established procedures and rules.

Decision Making
Makes sound, well-informed decisions; perceives the impact and implications of decisions; commits to action, even in uncertain situations, to accomplish organizational goals, causes change. Exercises significant discretion and independent judgment in pertaining to inspections. Interprets specific policies, regulations, laws, and theories, and makes recommendations to senior management of action to be taken.

Interpersonal Skills
Shows understanding, friendliness, courtesy, tact, empathy, concern, and politeness to others; develops and maintains effective relationships with others; may include effectively dealing with individuals who are difficult, hostile, or distressed; relates well to people from varied backgrounds and different situations; is sensitive to cultural diversity, race, gender, disabilities, and other individual differences.

Communication Skills 
Expresses information to individuals or groups effectively, taking into account the audience and nature of the information; listens to others, attends to nonverbal clues, and responds appropriately. Writes in a clear, concise, organized, and convincing manner for the intended audience.

Planning And Evaluating 
Organizes work, sets priorities, and determines resource requirements; determines short- or long-term goals and strategies to achieve them; coordinates with other organizations or parts of the organization to accomplish goals; monitors progress and evaluates outcomes.

Problem Solving
Identifies and analyzes problems; weighs relevance and accuracy of information; generates and evaluates alternative solutions; makes recommendations. Anticipates and takes steps to prevent counter-productive confrontations. Manages and resolves conflicts and disagreements in a constructive manner.


Qualifications

Education/Certification:
An associate degree with coursework in project management, construction management, public administration or related field and/or a minimum of five years of increasingly responsible experience in administering a preventative, facilities maintenance program. Can be a combination of formal training and experience at the discretion of employer. Background in architecture, construction, engineering, and/or related field is a plus. Successful completion of a course in HUD Uniform Physical Conditions Standards, or other HUD published guidelines, within the first eighteen months of employment.

Required Knowledge:

  • Detailed knowledge of related computer applications including Microsoft Word, Excel including use of formulas, and Outlook, and Computer Software.
  • Detailed knowledge of principles and practices of employee supervision, including work planning, assignment, review and evaluation, discipline, and the training of staff in work procedures.
  • Detailed knowledge of principles, theories, and standard practices of maintenance and operations programs as they apply to maintenance and repair of structures, machinery, and equipment.
  • Detailed knowledge of applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
  • Detailed knowledge in Agency purchasing and supply ordering policies and procedures.
  • Detailed knowledge in budget monitoring and expenditure control.
  • Detailed knowledge in OSHA and ADA requirements, state and local building codes and fire codes.
  • Detailed knowledge in occupation hazards and safety equipment and practices related to the work.
  • Detailed knowledge in modern office practices, methods, and computer equipment and basic software.
  • Detailed knowledge in record-keeping and reporting.
  • Detailed knowledge in safe driving rules and practices.
  • Detailed knowledge of English usage, spelling, vocabulary, grammar, and punctuation.
  • Detailed knowledge in techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and Agency staff.

Experience Required:

  • Five years of related experience in project management, construction management, public administration, or related field.
  • Five years of related experience in administering a preventative maintenance, facilities maintenance program.
  • Proficiency in Microsoft Excel and Word, and Housing Software.

Skills/Abilities:

  • Ability to identify maintenance needs and take corrective actions.
  • Ability to make basic accurate arithmetic calculations.
  • Attentive to detail and accuracy.
  • Well organized.
  • Cooperative, and willing to assist others.
  • Ability to effectively operate standard office equipment and computer programs.

Physical Activities And Requirements Of This Position

Stooping: Bending downward and forward at the waist. Requires full use of lower extremities and back muscles.

Crouching: Bending downward and forward at the leg and spine.

Reaching: Extending hand(s) and arm(s) in any direction.

Finger Dexterity: Using primarily just the fingers to make small movements such as typing, picking up small objects, or pinching fingers together.

Grasping: Using fingers and palm on an object.

Talking: Especially where one must frequently convey detailed or important instructions or ideas accurately.

Average Hearing: Able to hear average or normal conversations and receive ordinary information in person and over the phone.

Repetitive Motions: Movements frequently and regularly required using the wrists, hands, and/or fingers.

Average Visual Abilities: Average, ordinary visual acuity necessary to prepare or inspect documents or products (printed materials and a computer screen), or operate machinery.

Physical Strength: Must be able to lift, carry, push, and pull materials and objects weighing up to 75 pounds, or heavier weights with the use of proper equipment. Must be able to push or pull a loaded hand-truck/dolly.

***Must possess mobility to work in and around Agency buildings and facilities to operate a motor vehicle and drive on surface streets; strength, stamina, and mobility to perform light to medium physical work, to work in confined spaces and around machines, to climb and descend ladders, and to operate varied hand and power tools and equipment. This job involves fieldwork requiring frequent walking in operational areas to identify problems or hazards.


Working Conditions

Employee may work in and around buildings and facilities and are exposed to loud noise levels, cold and hot temperatures, inclement weather conditions, road hazards, vibration, confining workspace, chemicals, mechanical and/or electrical hazards, and hazardous physical substances and fumes/odors. Employees may interact with upset staff and/or public and private representatives and contractors in interpreting and enforcing departmental policies and procedures.


Mental Activities And Requirements Of This Position

Reasoning Ability: 

  • Ability to deal with a variety of variables under only limited standardization. Able to interpret various instructions.

Mathematics Ability:

  • Ability to compute basic measurements. Able to create and interpret graphs. Able to perform very simple algebra.

Language Ability: 

  • Ability to read a variety of books, magazines, instruction manuals, atlases, and encyclopedias.
  • Ability to prepare memos, reports, and essays using proper punctuation, spelling, and grammar.
  • Ability to communicate distinctly with appropriate pauses and emphasis, correct punctuation (or sign equivalent), and variation in word using present, perfect, and future tenses.