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VIA Metropolitan Transit · 3 weeks ago

Manager Fleet and Facilities Administration

San Antonio, TX

Full-time

Onsite

Mid, Senior Level, Lead/Staff

10+ years exp

VIA Metropolitan Transit is responsible for public transportation services, and they are seeking a Manager Fleet and Facilities Administration to oversee various administrative duties supporting the Fleet and Facilities Division. The role includes managing staff, financial planning, budget management, and ensuring compliance with policies while promoting a positive work environment.

GovernmentHomeland SecurityPublic SafetyPublic TransportationTransportation

Comp. & Benefits

Responsibilities

Manages hourly and salaried staff in various administrative duties required to support the Fleet and Facilities Division

Responsible for division’s financial planning, budget development and management oversight of costs

Overall responsible for the collection, evaluation and reporting out on the division’s performance against established Key Performance Indicators (KPIs), goals and objectives

Through leadership and management of support staff, performs various analysis of division performance

Oversees all administrative activities conducted in support of large-scale fleet and facility maintenance operations allowing hourly, non-hourly administrative and management employees to maximize attention given to actual maintenance work and service requirements

Responsible for the development, implementation and management of the division’s operating and capital budgets

Manages all aspects of the division’s human resources/employee support area to include HR reporting and analytics, sign-ups and bump offs, job description revisions, new hire orientation, vacation and sick time buy backs, and employee communications and engagement

Responsible for setting Specific, Measurable, Attainable, Realistic, and Timely (SMART) goals for the department and individuals

Responsible for the delivery of mid-year and annual employee performance evaluations

Responsible for administering employee positive discipline and corrective actions regarding employee behavior

Responsible for creating a professional, positive, and productive working environment that creates trust and respect among staff

Assumes the responsibility of all Fleet and Facilities administrative support activities in the absence of the Director of Fleet and Facilities Operational Support Services

Responsible for the management of division administrative support staff that provides a wide range of services including basic administrative office duties, report development and presentation, technical and performance related analysis, development and tracking of procedures and warranty administration

Responsible for the proper administration of all VIA policies and procedures within the Fleet and Facilities Administration Department

Monitors and reports on compliance of the Vehicle Maintenance and Facility Maintenance departments with VIA policies and procedures

Responsible for overseeing all personnel-related administrative activities of the Fleet and Facilities Division

Coordinates the proper application of employee programs such as attendance, vacation, and all other associated employee absences or time off; uniform/tool allowance, sign-up, bump-off, and the daily payroll/occupational timekeeping with the Fiscal Management Division

Overall responsible for the securement and up to date management of the division’s personnel files

Ensures pertinent employee events are properly recorded within the personnel files

Responsible for ensuring all Fleet and Facilities Division activities are compliant with the Memorandum of Working Conditions of Hourly-Paid Employees

Addresses labor and administrative issues with labor representatives

Works closely with Safety and various other departments on all safety and environmental related performance

Monitors performance and suggests, develops, implements, and enforces policies and procedures aimed at maintaining a high level of safety and environmental adherence

Participates/leads division’s accident review and accident prevention programs

Ensures compliance of subordinates with all safety and environmental regulations

Promotes safety and good housekeeping throughout VIA

Responsible for managing the proper recording and communication of: VIA policies and procedures, Fleet and Facilities Division administrative policies and procedures, repair procedures, technical information, and general employee notices

Responsible for the proper administration of all local, state, and federal licensing and permit programs necessary for fleet and facilities operations

Responsible for the training and deployment of the administrative staff in new technology and office administration best practices

Working with the Director, responsible for the department, presentation and overall management of the Fleet and Facilities Division Operating and Capital budgets

Tracks and reports adherence of each department’s budget on a line-item basis

Ensures all Fleet and Facilities Division costs and expenses are properly allocated and reported

Conducts cost/benefit analyses to identify effective methods of reducing Division operating costs

Works closely with the Asset Program Manager, Procurement, and various other departments on purchases of materials to ensure cost effectiveness and longevity of goods and services purchased

Develops, implements, and monitors budgetary procedures and standards for division employees

Assists the Director and all other departments with the research, application development, tracking and overall administration of all grant related opportunities and activities within the Fleet and Facilities Division

Monitors and reports on the status and progress of all Fleet and Facilities Division procurements

Oversees the contract management process for Fleet and Facilities

Responsible for the collection, preparation, recording, and dissemination of maintenance data and information handled outside of the automated maintenance systems

Position develops and manages reports used to track the efficiency and effectiveness of Fleet and Facilities Division operations

Monitors maintenance tracking systems to identify issues requiring immediate attention and to make recommendations for correction

Serves as the point of information exchange between the Fleet and Facilities Division and all other VIA divisions

Prepares Fleet and Facilities Division statistical and performance reports for National Transit Database reporting

Responsible for collecting and presenting information on Fleet and Facilities Division effectiveness relative to established performance measures at an Executive / Board level

Responsible for the development, education, implementation and adherence of VIA policies and procedures covering all division personnel

Responsible for monitoring, updating, and maintaining all division technical / employee related information throughout the various bulletin boards, dashboards and VIA’s various websites

Qualification

Budget managementFleet maintenance administrationHuman resources managementPerformance analysisSafety complianceUnion environment experienceTechnical report preparationAnalytical skillsEffective communicationLeadershipProblem-solving

Required

Bachelor's degree in Business Administration or related field

Ten (10) years' experience in fleet maintenance administration, operational accounting, managing technical and administrative staff, and/or managing a multi-million-dollar capital and operating budget

Two (2) years supervisory experience

Thorough knowledge of the theory, methods, materials, and supplies used in large-scale materials management, vehicle, and facility maintenance activities

Ability to communicate effectively, both orally and in writing

Ability to prepare technical reports, letters, notices, and memorandums suitable for public release

Ability to maintain professional and effective working relationships with VIA associates, subordinates, vendors, and representatives of outside agencies

Ability to persuade actions from personnel at all levels of the VIA organization and individuals outside of the organization using considerable tact, discretion, and professionalism

Ability to perform advanced word processing and spreadsheet functions utilizing PC based software and database programs

Thorough knowledge of safety, environmental, and hazardous material handling procedures and regulations common to office, public, fleet, and industrial environments

Ability to maintain confidentiality of highly sensitive knowledge and materials such as employee records, procurement and planning documents, legal issues, etc

Thorough knowledge of the accounting practices employed by VIA's Fiscal Management Division

Thorough knowledge of common office procedures

Ability to effectively identify, research, and resolve issues of varying complexity

Strong analytical skills, sound judgment, and decision-making capability

Ability to understand and carry out oral and written instructions

Ability to plan, assign, and supervise the work of subordinates

Must be capable of operating on a 24-hour per day, 365-day per year on call basis and be prepared to report for duty at any time required

Must be able to maintain good work attendance

Physical ability to frequently walk, sit, stand, be around moving machinery, extremes in temperature/humidity, exposure to dust, fumes, and gas, exposure to noise, requires simple grasping, fine manipulation, and medium dexterity

Physical ability to lift objects weighing 5-25 pounds such as parts, files, supplies, and reference books