9.b) Applications for Maintenance Superintendent Position Meeting Date: 10/18/2011
Agenda Item: (�� � �
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City Council Agenda Report
City of Scandia
14727 209`h St. North
Scandia, MN 55073 (651) 433-2274
Action Requested: Discuss the next steps for filling the Maintenance Superintendent
position.
Deadline/Timeline: Application deadline was October 1 l. Goal is to fill the position by
January 1, 2012 or sooner.
BaCkground: • A total of 41 applications were received by the deadline.
• Staff is currently reviewing and scoring them. I plan to have this
step completed and a recommended list of finalists to share with
the Council at the October 18 Council meeting.
• We will have all of the applications available at the meeting if the
Council would like to review them. However, it is extremely
important to remember that the names of candidates must be
kept confidential. Information about the candidates will be
presented in such a way that they can be referred to by number
instead of name, and we will need to be careful not to disclose any
other information that might identify a candidate. Once finalists
(those to be interviewed) are selected, their names will be public.
Recommendation: After receiving the staff recommendation, the Council should decide
how many and which candidates should be interviewed, decide
whether some or all council members will participate, and when
interviews will be held.
Attachments/ • Position Description, Maintenance Superintendent
Materials provided:
Contact(s):
Prepared by: Anne Hurlburt, Administrator
(maint superintendent)
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10/14/11
Approved by City Council, August 30, 2011
City of Scandia, Minnesota
POSITION DESCRIPTION
TITLE: MAINTENANCE SUPERINTENDENT
STATUS: Full-time (40-hours/week) regular position
Normal working hours per personnel policy
FLSA Exempt
REPORTS TO: City Administrator
City Council
PRIMARY OBJECTIVES: Provide oversight and work direction for maintenance
personnel and contractors to ensure that all city infrastructure (including roads, street
lights, drainage systems, sewer and water) and facilities (including parks and public
buildings) are operated and maintained in good condition. Draft and recommend
policies and participate in long-range planning for all areas of responsibility.
ESSENTIAL FUNCTIONS:
1. Coordinate, schedule and participate in activities of maintenance personnel.
2. Assign personnel for emergency repairs and activities.
3. Perform and/or oversee preventative and corrective maintenance services on all
equipment, vehicles and facilities.
4. Oversee contractors perForming maintenance activities and projects.
5. Keep records of all maintenance activities.
6. Coordinate maintenance and construction projects with the City Engineer and
ensure that that all engineering standards and best practices are met.
7. Draft and recommend policies for all maintenance functions including but not
limited to snow and ice control, pavement management, street signs and utility
system operations.
8. Recommend and administer the budget for the Public Works Department.
9. Develop specifications and make recommendations for purchase of equipment
and vehicles. Purchase all supplies and materials needed for effective
operations.
10.Provide recommendations for the capital improvement plan concerning needs for
infrastructure, city facilities and equipment purchases and replacements.
11.Maintain a high level of safety practices through coordination of safety programs
and policies and regular inspections of facilities and equipment.
12.Ensure and document that employees receive appropriate training.
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13.Coordinate activities with other city departments and other agencies and
jurisdictions, such as the state and county highway departments and watershed
districts.
14.Answer questions and complaints. Prioritize and respond in an appropriate
manner to service requests.
15.Supervise public works staff in accordance with the city's personnel policies.
Maintain discipline and make recommendations concerning hiring and other
personnel actions.
16.Prepare reports to the City Administrator and the City Council.
17.Perform other duties as assigned.
KNOWLEDGE, SKILLS AND ABILITIES:
1. General knowledge of road construction and maintenance practices.
2. General knowledge of building and grounds maintenance practices.
3. General knowledge of tools and equipment used to perform maintenance
responsibilities.
4. Mechanical aptitude.
5. Knowledge of subsurface sewage treatment systems and small water systems.
6. Ability to perform, plan, prioritize and coordinate work responsibilities and
effectively utilize time, equipment, materials and personnel.
7. Skill in handling customer complaints and general information requests through
phone and/or personal contacts.
8. Basic skill level with personal computers and Microsoft Word and Excel
spreadsheet software.
9. Ability to develop and maintain effective working relationships with a wide variety
of City personnel and the general public.
10.Ability to occasionally attend meetings or respond to emergencies on weekday
evenings and/or weekends.
11.Ability to deal discreetly with confidential information.
12.Ability to communicate effectively both orally and in writing.
13.Ability to do some lifting, bending, climbing, reaching, overhead pushing and
pulling.
EXAMPLES OF PERFORMANCE CRITERIA:
1. Infrastructure and facilities are maintained according to adopted policies.
2. Makes sound policy and budget recommendations.
3. Requirements of state laws, local ordinances and city policies are met.
4. Records are accurate, current and efficiently maintained with information readily
available, and reported in a timely manner.
5. Preparation of required and requested materials and reports is timely, thorough,
and complete.
6. Public contacts are courteous and businesslike and the information provided is
accurate and timely.
7. Develops a positive relationship with residents, contractors and others.
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8. PerForms assigned tasks with minimum direct supervision.
9. Maintenance workers perform as a team to accomplish objectives.
10.Equipment and labor are utilized appropriately, effectively and safely.
11.Expenditures are within budgetary limits.
12.Keeps supervisor informed of all significant matters he/she must know to perform
his/her responsibilities effectively.
MINIMUM QUALIFICATIONS:
1. Graduation from high school or GED equivalent required.
2. Minimum of five years of progressively responsible experience in construction
and maintenance methods, materials and equipment as employed in road,
drainage and other public works projects.
3. Minimum of three years experience supervising employees.
4. Experience with building and grounds maintenance.
5. Experience in work safety standards and implementation of OSHA regulations
6. Valid Minnesota Class E Water Supply system Operator certificate or ability to
obtain that certificate within six months.
7. Valid Minnesota Subsurface Sewage Treatment Provider certification or ability to
obtain that certification within one year.
8. Valid Minnesota Class "A" driver's license and good driving record.
SUPERVISION OF OTHERS:
1. Maintenance Worker, Full-Time (2)
2. Maintenance Worker(s), Seasonal (Winter/Summer)
3. Some direction may be provided to office support personnel.
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