• Facilities & Fleet Supervisor – Fleet Equipment & Shop

    Posted Date 2 weeks ago(12/3/2018 1:00 AM)
    Job Type
    Regular Full-Time
    Administrative Services
    $79,390 - $121,733.99/Annually
    Job Closing Date
  • Nature of Work/Essential Functions

    This position is responsible for supervising, motivating and coordinating a team of union equipment mechanics and other workers in the performance diagnostic testing, maintenance, repair and replacement of the City’s light, medium and heavy vehicles and equipment. The position also assists with supervising, motivating and coordinating a team of union tradesmen and other maintenance workers in the construction, maintenance, repair, renovation and improvement of the City’s facilities to support the programs and functions they contain.  Work will be performed to ensure City vehicular equipment is efficient, safe, and cost effective in their long term utilization. Work shall be accomplished by means of best maintenance and mechanical practices in conformance with all applicable codes, ordinances, and regulations.  Considerable independent judgment will be exercised in performing administrative activities under the supervision of the Facilities and Fleet Division Manager.


    ESSENTIAL FUNCTIONS (Specific assignment will include some or all of the following):

    • Evaluates, creates and maintains a vehicle/equipment condition survey and a deferred maintenance backlog for each piece and their specific components/systems.
    • Structures, organizes and implements an effective preventative maintenance program and schedule for all city vehicles and fleet equipment utilizing software, spreadsheets and personal experience.
    • Schedules, assigns and directs activities of skilled equipment mechanics and other workers in testing, repairing and replacing City vehicles and equipment. Coordinates employee work schedules and time off requests.
    • Implements, manages, tracks, and reports on equipment repairs, preventive maintenance procedures, and/or replacements for City fleet equipment.       Responsibilities include coordination of automotive mechanics, vendor services and others as required to properly address all fleet equipment.
    • Leads, trains, coaches and provides day-to-day direction and evaluation to team members as needed. Provides technical and administrative support to shop mechanics and other Fleet staff.
    • Makes periodic shop and site visits throughout the day to check staff progress, to supervise and inspect work. Monitors skill and safety practices of in-house staff while performing field work. Plans, conducts and keeps records of employee skill and safety training.
    • Motivates employees using human relations skills and encourages teamwork.       Evaluates union personnel training and work performance and discusses with them. Responds to inquiries, investigates complaints and recommends or initiates corrective measures. Participates in disciplinary process by conducting investigations and making recommendations to the Facilities and Fleet Division Manager.
    • Performs administrative duties by keeping accurate records and work logs.       Monitors employees’ time cards and enters payroll. Records activities and job performance of employees.
    • Using computer resources, personal experience, and consultant’s recommendations, participates in the creation and maintenance of 5 and 10 year CIP budgets for anticipated capital expenditures as they relate to the City-owned fleet equipment.
    • Either directly, or through oversight of consultants, prepares written technical specification sections for the repair, replacement and/or rehabilitation of specific fleet equipment and components. Assists other departments in this same function.
    • Plans and administers the budget for purchase and repair of city-owned fleet equipment and some capital improvement projects (CIP). Monitors expenditures with respect to operating and capital budgets through spread sheets, Computerized Fleet Analysis (CFA) and paper files.
    • Manages the automatic vehicle locators (AVL) in Network Fleet.
    • Manages contracted projects to ensure that the vendors and contractors comply with their City contract. Coordinate all preconstruction and construction activities throughout the duration of the services and be in constant communication with the user groups. Assists in the establishment of the services budget and schedule to make sure services are delivered on time and on budget. Monitors quality control and is the link between the field/shop and the user group.
    • Requisitions or purchases services, materials, and equipment for fleet operations and capital improvement projects. Tracks and maintains records of all fleet and capital projects. Responsible for receiving commodities purchased and monitoring vendor performance on managed projects.
    • Monitors credit card activity and purchases made by Facilities and Fleet staff.
    • Addresses emergencies and supervises special events or snow events pertaining to the operation of city-owned fleet equipment during non-work hours as required. May be required to fill in on-call for the supervision of such emergencies in conjunction with an on-call mechanics to perform the emergency work.
    • Participates in the recruitment and selection process of new Fleet Services employees.
    • Acts as the main contact and Fleet Shop/Fuel Pump Manager at the Service Center. Develops and implements training programs. Participates in the development, implementation, or monitoring of departmental programs and/or needs, e.g. training needs, etc.
    • Coordinates and monitors Fleet repair orders utilizing online software including computerized Fleet Analysis (CFA). Directs the inspection of automotive equipment, scheduling needed repair or service work. Maintains a proper inventory of automotive parts.
    • Procures state-required certificates of title and arranges for registrations and state inspections. Obtains and transfers license plates as necessary through the Secretary of State.Works with Facilities & Fleet Division Manager to develop specifications/obtain quotes for purchase of new vehicles and/or equipment. Participates in vehicle repurposing program and sales of surplus.       Assigns trucks and passenger vehicles for use.
    • Directs recording of expenses and analyzes purchase and repair costs to control expenditures.
    • Works with Safety Specialist to assure all OSHA safety regulations as well as City implemented practices are observed through the department.
    • Keeps abreast of state and federal regulations regarding fleet operations.
    • Makes independent and responsible purchasing decisions in accordance with established policies and procedures.
    • Performs other duties as assigned.

    Minimum Requirements

    • Must possess a high school diploma or GED and must possess five (5) or more years of work experience in fleet services or the automotive industry. Possession of an associate’s degree or two years of college coursework is preferred.
    • Must possess a valid Class B CDL with air brakes endorsement driver’s license and a safe driving record.
    • Maintains a Certified Illinois Class A and B UST Operator certificate for underground storage tanks.

    Knowledge, skills, and abilities in the following areas:

    • Ability to plan, schedule, assign, and direct the work of subordinates.
    • Thorough knowledge and familiarity the Automotive/Mechanical trade. Ability to work with in-house equipment mechanics, vendors and service contractors on various tasks.
    • Ability to read and understand detailed automotive specifications and schematics. Ability to apply principles of logical or scientific thinking to define problems, collect data, establish facts and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagrammatic form. Ability to use practical applications of fractions, percentages, ratio, proportion and geometric constructions.
    • Excellent verbal and written communications skills. Ability to provide excellent customer service.
    • Knowledge and use of personal computer to include work order software, Microsoft Word and Excel or any other equivalent applications.
    • Ability to establish and maintain effective working relationships with the Facilities and Fleet Division Manager, employees from other divisions or departments, private companies, government officials, community organizations, and the public. Ability to deal with public in a friendly courteous, and pleasant manner, and with a customer service orientation.
    • Thorough knowledge of OSHA standards and regulations.
    • Considerable knowledge of and ability to use online searches, word processing software, spreadsheets (Excel), email and other programs pertaining to the daily operations of the department and the inventory therein.
    • Excellent organizational and project management skills.
    • Excellent oral, written and interpersonal communication skills in dealing with individuals and groups at all levels.
    • Self-motivated, disciplined, organized, and reliable.
    • Innovative, creative, resourceful and independent thinking, yet capable of working within established procedures and policies.

              PHYSICAL REQUIREMENTS OF WORK:          

    • Ability to lift up to 50 pounds occasionally and up to 25 pounds of force frequently, and/or a negligible amount of force constantly to move objects.
    • Required to use motor coordination with finger dexterity such as keyboarding, machine operation and other diagnostic tasks throughout the day.
    • The employee is subject to inside and outside environmental conditions: Inside, the employee has protection from weather conditions, but not necessarily from indoor temperature changes. Outside, the employee will have exposure to hot, cold, wet, humid, and windy conditions caused by weather. The employee may come into contact with water or other liquids. The employee may also be exposed to environmental hazards including proximity to chemicals, loud noise levels, extreme temperatures, vibrations, poor lighting, fumes, wetness, gases, dirt, dust, noxious odors, mist, and poor ventilation.
    • Employee travels between various City locations in order to accomplish position goals.

    Additional Information



    Under the general direction of the Facilities and Fleet Division Manager, work is performed independently. Works with other division and department staff at all levels.  Work is assigned through specific projects assigned by the Facilities and Fleet Division Manager and through general goals and objectives set by the Department Director and overall City management, providing research and analysis necessary to meet goals and objectives.  The employee is responsible for planning, directing, coordinating and managing support for administrative and contractual services within the division, as well as providing support for budgeting, bookkeeping, personnel and information systems.    Performance is reviewed through observation, completion of projects, status reports, conferences and meetings.  Guidance is provided through the City Code, departmental policies, City operating practices and procedures, and other resources as applicable to the specific goals and this classification standard.  Work is evaluated at least annually, with respect to managing staff, problem solving abilities, customer service, written and verbal communication skills, and performance in accordance with the classification standard.



    The employee has regular and frequent contact with division and department employees and other City employees as well as regular contact with specific contractors and supply representatives; and members of the public and representatives of other agencies, including elected officials.


    Method of Selection:

    Structured Oral Interview


    Chosen candidates will be required to provide proof of licenses, certifications, and education required for this position.  Candidates will also be subject to qualifying pre-employment processes, including medical examination, drug/alcohol screen, employment verification, and criminal background check.


    The City of Evanston is an equal opportunity employer and ensures against discrimination in employment on the basis of a person’s race, color, sex, age, religion, disability, national origin, ancestry, sexual orientation, marital status, parental status, military discharge status, source of income, housing status, or gender identity.  The City of Evanston is also committed to accessibility for persons with disabilities.  Any person needing mobility or communications access assistance should contact Human Resources at 847-448-8204 (voice) or 847-448-8052 (TTY


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