Job Analysis

JOB ANALYSIS: DEPARTMENTAL OF CONSTRUCTION AND MAINTENANCE SUPERVISOR

BACKGROUND INFORMATION

Date of Study: September 29, 2020 – September 30, 2020

Collective Bargaining Identification: S09

Job Analysis Conducted By: Ramishia McKissick, Examination and Selection Analyst, Office of Workforce Planning, Department of Corrections and Rehabilitation

Number of Incumbents: There are 11 incumbents in this classification per the State Controller’s Office Filled/Vacant Position Report dated September 2020.

EDITED TASK LISTING

NOTE: Each position within this classification may perform some or all of these tasks.

Task Statements:

1.         Determine facility operational and program requirements in order to meet the Department’s goals and objectives utilizing departmental policies and procedures, guidelines, laws, requirements, etc., as program needs dictate.

2.         Determine physical plant operation, maintenance, and renovation needs in order to meet the Department’s goals and objectives utilizing departmental policies and procedures, guidelines, laws, rules and regulations, etc., as program needs dictate.

3.         Identify/develop a plan to repair, renovate, and/or construct new facilities in order to meet the Department’s goals and objectives utilizing departmental policies and procedures, guidelines, laws, rules and regulations, etc., as program needs dictate.

4.         Implement a plan to repair, renovate, and/or construct new facilities in order to meet the Department’s goals and objectives utilizing departmental policies and procedures, guidelines, laws, rules and regulations, etc., as program needs dictate.

5.         Identify/develop the Departmental Preventive Maintenance Program standards in order to meet the Department’s goals and objectives utilizing design criteria guidelines, industry best practices, and consultant studies as program needs dictate.

6.         Implement the Departmental Preventive Maintenance Program standards in order to meet the Department’s goals and objectives utilizing design criteria guidelines, industry best practices, and consultant studies as program needs dictate.

7.         Identify/develop utility (e.g. energy, water, etc.) conservation measures and projects in order to meet the governmental mandates/goals and objectives utilizing departmental policies and procedures, guidelines, laws, rules and regulations, etc., as program needs dictate..

8.         Implement the utility (e.g. energy, water, etc.) conservation measures and projects in order to meet the governmental mandates/goals and objectives utilizing departmental policies and procedures, guidelines, laws, rules and regulations, etc., as program needs dictate.

9.         Identify/develop repair and maintenance projects in order to continue the usability of a facility at its design level of services utilizing departmental policies and procedures, guidelines, laws, rules and regulations, etc., as facility needs dictate.

10.       Implement/manage the repair and maintenance projects in order to continue the usability of a facility at its design level of services utilizing departmental policies and procedures, guidelines, laws, rules and regulations, etc., as facility needs dictate.

11.       Identify/develop Capital Outlay projects resulting in expansion, and/or improvement of the facility in order to meet the changing needs utilizing departmental policies and procedures, guidelines, laws, rules and regulations, etc., as program needs dictate.

12.       Implement/manage Capital Outlay projects resulting in expansion, and/or improvement of the facility in order to meet the changing needs utilizing departmental policies and procedures, guidelines, laws, rules and regulations, etc., as program needs dictate.

13.       Identify/develop the construction or maintenance project scope, schedule, and budget in order to meet the needs of the Department utilizing departmental policies and procedures, guidelines, laws, rules and regulations, etc., as facility needs dictate.

14.       Manage the construction or maintenance project scope, schedule, and budget in order to meet the needs of the Department utilizing departmental policies and procedures, guidelines, laws, rules and regulations, etc., as facility needs dictate.

15.       Develop/maintain the Special Repair Program and Deferred Maintenance on an institutional and statewide basis in order to establish priorities in relation to cost and urgency of projects and assist in the development of the Five Year Infrastructure/Master Plan utilizing departmental policies and procedures, guidelines, laws, rules and regulations, etc., as program needs dictate.

16.       Assist in the development of the Capital Outlay Program on an institutional and statewide basis in order to establish priorities in relation to cost and urgency of construction projects and assist in the development of the Five Year Infrastructure/Master Plan utilizing departmental policies and procedures, guidelines, laws, rules and regulations, etc., on a continuous basis.

17.       Identify the appropriate resources needed to develop project estimates and schedules in order to facilitate project development utilizing professional knowledge and experience, work schedules, laws, rules and regulations, etc., as program needs dictate.

18.       Act as a subject matter expert in meetings/hearings with the Department of Finance, Public Works Board, Department of General Services (DGS), Legislature, Labor Relations and courts in order to represent the Department, address project requirements, gain various approvals, utilizing professional knowledge and experience, interpersonal communications skills along with various information provided by others as needed.

19.       Conduct field inspections of construction and maintenance projects in order to monitor project schedule and ensure overall project compliance utilizing approved design documents, design criteria guidelines, and California Building Code (CBC) as needed.

20.       Conduct field inspections of construction and maintenance projects in order to identify, negotiate, and approve change orders utilizing approved design documents, design criteria guidelines, and CBC as needed.

21.       Perform the final inspection and acceptance of projects utilizing construction codes, test reports, and plans and specifications in collaboration with control agencies and design authorities as needed.

22.       Prepare Capital Outlay Budget Concept Statements (COBCS)/Budget Concept Statements (BCS) based on facility/physical plant requirements in order to meet the Department’s goal and objectives utilizing population projections, departmental policies and procedures, guidelines, laws, rules and regulations, etc., as needed.

23.       Prepare Capital Outlay Budget Change Proposals (COBCP)/Budget Change Proposals (BCP) based on facility/physical plant requirements in order to meet the Department’s goals and objectives utilizing population projections, departmental policies and procedures, guidelines, laws, rules and regulations, etc., as needed.

24.       Assist in the preparation of the Department’s Five Year Infrastructure/Master Plan based on facility/physical plant requirements in order to meet the Department’s goals and objectives utilizing population projections, departmental policies and procedures, guidelines, laws, rules and regulations, etc., on a continuous basis.

25.       Prepare/review various reports in order to ensure compliance with plans and specifications utilizing visual inspection of the construction project site, approved design, contract documents, building codes, etc., as required.

26.       Prepare project funding and transfer of funds documents in order to secure project funding utilizing the Governor’s budget, State Administrative Manual (SAM), control agencies, etc., as needed.

27.       Prepare the Project Management Plan for each construction project in order to ensure compliance with plans and specifications utilizing professional knowledge and experience, departmental templates and supplemental report language as needed.

28.       Initiate consultant and/or construction contracts in order to facilitate planning, design and construction of Departmental Capital Outlay and Special Repair projects utilizing departmental policies and procedures, guidelines, laws, rules and regulations, etc., as needed.

29.       Establish funding allocations in order to provide funds for repair projects utilizing Departmental programmatic priorities, management and staff input, budget estimates, etc., on a continuous basis.

30.       Monitor expenditures in order to ensure project costs are kept within budget allocation utilizing Business Information System (BIS), project status reports, and expenditure reports on a continuous basis.

31.       Report project expenditures to management in order to ensure project costs are kept within budget allocation utilizing departmental reporting templates (monthly/quarterly reports), BIS, and expenditure reports on a continuous basis.

32.       Provide technical advice to institution maintenance personnel in order to ensure facilities/physical plants are properly maintained and operated utilizing Computerized Maintenance Management Systems (CMMS), project plans and specifications, maintenance requirements, and departmental policies and procedures as needed.

33.       Supervise staff in order to implement construction and special repair utilizing basic supervision skills, interpersonal communication skills, and professional knowledge and experience on a daily basis.

34.       Coordinate the activities of staff and other entities relating to major and minor construction, special repair, preventive maintenance programs, and non-scheduled maintenance in order to minimize disruption to institution programs and operations utilizing project scope, schedule, budget, etc., as required.

35.       Analyze construction project problems in order to develop solutions utilizing professional knowledge and experience, industry standards, institutional operational procedures, etc., as required.

36.       Develop/review correspondence, justifications, memorandums, letters to vendors, and scope of work in order to provide data/information and ensure compliance utilizing professional knowledge and experience, guidelines, laws, rules and regulations, and departmental policies and procedures on a daily basis.

37.       Train staff in order to expand their knowledge and ensure efficiency and compliance with the established laws, rules and regulations utilizing professional knowledge, interpersonal communication skills, and departmental policies and procedures on a daily basis.

38.       Initiate and participate in the progressive discipline process in order to improve employee performance or address issues of substandard performance utilizing Bargaining Unit agreements, State Personnel Board (SPB) laws and rules, and departmental policies and procedures, etc., as needed.

39.       Review policies and procedures and resource materials in order to effectively train and direct staff in the performance of their duties utilizing professional knowledge and experience on an ongoing basis.

40.       Develop internal office procedures in order to effectively train and direct staff in the performance of their duties utilizing professional knowledge and experience, guidelines, laws, rules and regulations, and departmental policies and procedures as needed.

41.       Oversee staff attendance by approving and monitoring leave usage and requests in order to produce an effective workforce and maintain positive morale utilizing State laws, rules and regulations, Bargaining Unit agreements, and departmental policies and procedures, etc., on a daily basis.

42.       Prepare and discuss written performance reports with staff in order to monitor and evaluate their work performance, to comply with SPB laws and rules and departmental policies and procedures utilizing effective basic supervision skills, interpersonal communication skills, guidelines, laws, rules and regulations as needed.

43.       Participate in the hiring process in order to fill identified vacant position(s) utilizing interpersonal communication skills and various departmental forms in accordance with departmental hiring policies and procedures, and SPB laws and rules as needed.

44.       Maintain accurate records in order to comply with laws, rules and regulations and retain historical data utilizing computer data systems, paper filing system, teleworking procedures, laws, rules and regulations on a continuous basis.

45.       Establish, promote, and maintain confident and cooperative working relationships with others in order to meet the Department’s goals and objectives, promote communication/participation, enhance morale and productivity utilizing interpersonal communication skills and professional knowledge and experience on an ongoing basis.

46.       Utilize various computer systems/databases [e.g. Computer-Aided Design (CAD), Business Information Systems (BIS), State Contracting and Procurement Reporting System (SCPRS), E-Procurement, etc.] in order to track, report, and procure commodities/goods and services utilizing professional knowledge and experience, laws, rules and regulations, and departmental policies and procedures on a daily basis.

47.       Support Executive staff in other roles related to Departmental Construction and Maintenance Supervisor as needed.

Tasks highlighted in bold text are not currently on the SPB classification specification

EDITED KSAPC LISTING

NOTE: Each position within this classification may perform some or all of these KSAPCs.

Knowledge of:

K1.       Comprehensive knowledge of building construction to ensure that projects are constructed in accordance with project scope, schedule, budget, all laws, applicable codes and regulations.

K2.       Comprehensive knowledge of building details to ensure projects are designed in accordance with project scope, schedule, budget, all laws, applicable codes and regulations.

K3.       Basic knowledge of building materials to ensure project materials are in accordance with project scope, schedule, budget, all laws, applicable codes and regulations.

K4.       Comprehensive knowledge of the operation of facilities to ensure that facilities are operated in the most efficient manner possible.

K5.       Comprehensive knowledge of maintenance of facilities to ensure that facilities are maintained to an acceptable level of service.

K6.       Comprehensive knowledge of the maintenance cost of facilities to ensure that institutional maintenance budgets are expended in the most cost effective manner.

K7.       Comprehensive knowledge of the maintenance cost of equipment to ensure that equipment is maintained to an acceptable level of service.

K8.       Basic knowledge of heating and cooling systems to ensure proper selection, application, and maintenance.

K9.       Basic knowledge of electrical and low voltage systems to ensure proper selection, application, and maintenance.

K10.     Basic knowledge of ventilating systems to ensure proper selection, application, and maintenance.

K11.     Basic knowledge of refrigeration systems to ensure proper selection, application, and maintenance.

K12.     Basic knowledge of water treatment plants to ensure proper selection, application, and maintenance.

K13.     Basic knowledge of waste water treatment plants to ensure proper selection, application, and maintenance.

K14.     Basic knowledge of plumbing systems to ensure proper selection, application, and maintenance.

K15.     Basic knowledge of engineering mathematics as applied to mechanical and electrical equipment to adequately review and comment on equipment selection and application.

K16.     Comprehensive knowledge of building construction costs to develop project estimates, establish adequate project budgets, and monitor project expenses.

K17.     Comprehensive knowledge of planning relating to construction and maintenance projects to ensure projects are developed in accordance with the State Budget Cycle, departmental policy and programmatic needs, SAM, design criteria guidelines, California Building Code (CBC), American Disability Act (ADA), and space standards.

K18.     Comprehensive knowledge of design relating to construction and maintenance projects to ensure projects are designed in accordance with departmental policy and programmatic needs, SAM, design criteria guidelines, CBC, ADA, and space standards.

K19.     Comprehensive knowledge of construction techniques relating to construction and maintenance projects to ensure projects are constructed in accordance with departmental policy and programmatic needs, SAM, design criteria guidelines, CBC, and space standards.

K20.     Comprehensive knowledge of heating, plumbing, electrical, etc., to ensure correct resources are applied to each project.

K21.     Basic knowledge of building codes, laws, rules and regulations to ensure projects are planned, designed and constructed in accordance with applicable codes.

K22.     Comprehensive knowledge of design criteria guidelines to ensure projects are designed and constructed to meet all applicable programmatic, custody, and security requirements.

K23.     Comprehensive knowledge of safety orders to provide a safe and healthy work environment.

K24.     Basic knowledge of structural engineering design to adequately review and comment on project structural design.

K25.     Comprehensive knowledge of the principles and practices of supervision to effectively plan, organize, coordinate, and direct the work of others.

K26.     Comprehensive knowledge of the Department’s Equal Employment Opportunity (EEO) program objectives to ensure compliance and maintain a work environment free from harassment and discrimination.

K27.     Comprehensive knowledge of a supervisor’s role in the EEO program to ensure compliance and maintain a work environment free from harassment and discrimination.

K28.     Comprehensive knowledge of the processes available to meet EEO program objectives to ensure compliance and maintain a work environment free from harassment and discrimination.

K29.     Comprehensive knowledge of all phases of the State’s special repair, deferred maintenance, and major and minor capital outlay processes to successfully deliver projects within the State system.

K30.     Basic knowledge of architecture to evaluate project design for compliance with the Department’s design standards and construction guidelines.

K31.     Comprehensive knowledge of the principles of budgeting as related to special repairs, deferred maintenance, and major and minor capital outlay processes to deliver projects within the Department’s budget.

K32.     Basic knowledge of the use and application of construction and building related technologies to facilitate the delivery of the Department’s special repair, deferred maintenance, major and minor capital outlay, preventive maintenance programs, and non-scheduled maintenance projects.

K33.     Comprehensive knowledge of practices and principles of project management to successfully deliver the Department’s special repair, deferred maintenance, major and minor capital outlay, preventive maintenance programs, and non-scheduled maintenance projects.

K34.     Basic knowledge of sustainable energy and water conservation measures to meet the departmental goals and objectives, and comply with laws, rules, and regulations.

K35.     Comprehensive knowledge of inspection principles and practices of construction and maintenance activities to ensure compliance with plans, specification, codes, laws, rules and regulations.

K36.     Comprehensive knowledge of the use of computer systems, programs, and databases to accomplish the day-to-day activities.

K37.     Basic knowledge of training techniques and methodology to effectively motivate and train staff.

K38.     Basic knowledge of presentation techniques and methodology to present data/information to stakeholders.

K39.    Basic knowledge of outside regulatory agencies (e.g. State and Regional Water Boards, Air Resources Board, Air Quality Boards, etc.) to comply with rules, regulations, laws, policies and procedures.

KSAPCs highlighted in bold text are not currently on the SPB classification specification

Ability to:

A1.       Prepare preliminary cost estimates in order to request project funding and monitor project expenses.

A2.       Conduct field inspections of construction and maintenance operations in order to ensure compliance with project scope and provide appropriate direction.

A3.       Analyze repair, maintenance, and construction problems including cost and budgetary estimates in order to develop and adopt an effective course of action.

A4.       Communicate effectively (e.g. verbal, written, graphical, etc.) with different audiences in order to provide information/ideas and establish and maintain cooperative relations.

A5.       Prepare written documents in order to provide clear and concise information/ideas to different audiences.

A6.       Effectively contribute to the Department’s Equal Employment Opportunity (EEO) program objectives in order to create and maintain a fair and equitable work environment.

A7.       Review and analyze design documents in order to ensure production of quality construction documents.

A8.       Operate computer hardware and software (e.g. Word, Excel, Outlook etc.) in order to perform daily duties.

A9.       Establish and maintain cooperative and professional relationships with colleagues, consultant contractors, construction contractors, and representatives of governmental agencies, facility personnel and private sector in order to meet the Department’s goals and objectives.

A10.     Adhere to policy and procedures in order to ensure consistency and conformity with Departmental goals and objectives.

A11.     Establish and maintain project priorities in order to complete projects and assignments within scope, schedule, and budget.

A12.     Function as a team leader for staff, construction and consultant contractors, and representatives of governmental agencies, facility personnel and private sector in order to ensure successful completion of projects.

A13.     Analyze complex projects accurately in order to plan out and implement an effective project management plan.

A14.     Understand and follow direction to accurately carry out work assignments in a timely manner.

A15.     Resolve conflict in all situations in order to establish and maintain cooperative and professional relationships with others.

KSAPCs highlighted in bold text are not currently on the SPB classification specification

Personal Characteristics:

PC1.    Professionalism in order to establish and maintain cooperative relationships with others under stressful conditions.

KSAPCs highlighted in bold text are not currently on the SPB classification specification