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Job Description

Detailed information on the job is provided below.

The job description does not necessarily include all the duties which may be required of individual employees in the classification. Job descriptions may be revised as needed.

General Services Director
CI0711
08/24/2011
Exempt
A16
The fundamental reason this position exists is to perform administrative and operational duties in overseeing the daily operations of the City's general services departments. The employee is responsible for all general services matters and serves as a liaison to other City departments, outside government agencies, and the community. The essential functions are: oversees activities of the general services departments; conducts department wide duties; develops short and long range plans; receives and handles complaints and requests from the public; works on special projects, events, and programs; and supervises employees. This position reports directly to the Mayor.
ESSENTIAL FUNCTIONS: The following list was developed through a job analysis; however, it is not exhaustive and other duties may be required and assigned. A person with a disability which is covered by the ADA must be able to perform the essential functions of the job unaided or with the assistance of a reasonable accommodation. The list of essential functions is to be used as a starting point to determine essential functions for a specific position at a specific location at a specific time. The ADA was intended to be applied on a case-by-case basis with the understanding that one position may differ from another similar position. The performance of "non-essential functions" is not optional for employees not covered under the ADA.

ESSENTIAL FUNCTION: Oversees activities of the general services departments, divisions, and functions as assigned such as: Fleet Management, Emergency Management, 311 Customer Service Center, Parking Facilities, Downtown Transportation, and Military liaison following the Mayor's directives in order to ensure the consistent application of programs and services.

Reviews personnel actions such as hiring requests, restructuring requests, and disciplinary actions for department.
Advises general services department heads regarding services, projects, programs, financial management, resource management, etc.
Analyzes city general services issues and problems and works with department heads to identify solutions.
Develops consensus and direction from elected officials on local government policies.
Identifies and evaluates long-term infrastructure needs within the City's corporate limits.
Provides direction and technical guidance to the general services departments.
Evaluates the effectiveness of existing programs while monitoring and evaluating compliance with local, state and federal regulations.
Oversees emergency planning to meet the city's needs.
Establishes department programs, functions, and direction.
Sets department-wide goals and objectives and monitors progress.
Reviews organization's patterns, work relationships, staff responsibilities, and organizational structures to ensure effective functioning of the departments.
Conducts cost analysis studies on departmental procedures (e.g., fleet acquisition and disposal, downtown transportation routing, etc.)
Meets with executive, supervisory and administrative employees to discuss and resolve budgetary issues, review projects and programs, establish or redirect priorities, review policies and procedures and implement improvements.
Coordinates general services operations with other city departments, the state and elected
officials.
Prepares and presents studies, plans, reports and recommendations effecting the general services departments.
Coordinates the utilization of departmental resources among divisions.
Maintains awareness and ensures compliance with existing and new regulations, legislation, statutes, laws and administrative rules that govern general services operations.
Acts as a technical advisor to the Mayor and City Council on general services activities.
Meets with vendors, contractors and/or consultants regarding general services departments.
Provides strategic direction and oversight of all general services operations and activities.
Serves as the city's military liaison with local military communities.

ESSENTIAL FUNCTION: Conducts department wide duties to include budgeting and project management.

Manages the preparation and execution of the department's operational budgets.
Authorizes and monitors expenditures and makes budget adjustments.
Responds to requests for information and assistance from the Mayor, city council, employees, outside agencies, and the public.
Researches and analyzes current practices and trends in general services administration.
Oversees budget administration for general services departments.
Serves as the Mayor's liaison in communicating with department heads and other city staff.
References city ordinances and resolutions, state laws, policy manuals, and other materials in order to provide accurate information.

ESSENTIAL FUNCTION: Develops short and long range plans for overall direction of the general services departments to include developing, implementing and monitoring policies and procedures in accordance with current professional standards.

Monitors department operations in order to identify and evaluate the effectiveness of operations and programs and identifies problems that need to be addressed.
Directs department activities in researching and developing or revising department policies, procedures, and programs.
Analyzes information received and reports and makes decisions regarding development and enforcement of new policies, procedures, and programs.
Approves and directs the implementation of department policies, procedures, and programs.
Participates in city-wide strategic planning activities.
Performs cost analysis and organizational reviews to ensure that the department is operating efficiently.

ESSENTIAL FUNCTION: Receives and handles complaints and requests from the public and establishes and maintains effective working relationships with citizens, volunteers, council members, department heads, and the media.

Gives speeches to civic groups and professional organizations concerning services and programs.
Works with citizens, constituency groups, and business and community leaders in order to resolve problems.
Researches and gathers pertinent information regarding problems or complaints in order to identify solutions.
Refers the public to appropriate city resources that would provide requested services.
Composes letters, memos, e-mail documents and other material in order to respond to complaints or inquiries.
Serves as the city's space management liaison for tenants to include negotiating lease agreements and renewals, determining costs per square feet, coordinating utility use, showing property, and recruiting tenants.

ESSENTIAL FUNCTION: Works on special projects, events, and programs as assigned by the Mayor in order to provide effective and efficient City services and programs.

Prioritizes projects based on needs and urgency in order to handle several tasks within established time frames.
Establishes project plans and procedures in order to accomplish project goals.
Reviews budget reports, financial statements, and requests for proposal.
Monitors continuous projects.
Plans, directs and reviews all general services activities to include all phases of design, survey, inspection, and maintenance.

ESSENTIAL FUNCTION: Supervises two or more employees, at the management level, following personnel rules and regulations and Mayor's directives in order to ensure consistent application of programs and services throughout the City.

Defines job duties and requirements of the various classifications in the department, and communicates those requirements to employees and to the Personnel Department.
Sets standards for performance of employees.
Evaluates employee performance and counsels employees concerning strengths and weaknesses.
Recommends and oversees the administration of disciplinary action to improve unsatisfactory performance to include written reprimand, suspension of up to five days or other disciplinary action.
Recommends to the Mayor more severe disciplinary action to include demotion, suspension of more than five days or dismissal.
Selects, supervises, trains and evaluates professional, technical, and administrative support staff.
Supervises managers responsible for administration and operation of department activities.
Knowledge of materials, methods, equipment and manpower used in general services operations.

Knowledge of laws, ordinances, regulations and statutes which govern general services functions.

Knowledge of project management principles including contract management and cost analysis.

Knowledge of strategic planning principles.

Knowledge of the organization, interrelationships and operations of the City of Montgomery General Services Department including its missions, goals and objectives.

Knowledge of the principles, practices, methods and equipment employed in modern
municipal operations and services.

Knowledge of modern management methods as applied to municipal administration.

Knowledge of local, state and federal laws, regulations or procedures pertaining to employment such as hiring, discipline, termination, working conditions and handling employee complaints.

Knowledge of the principles and practices applied to the organization, management, and administration of general services services.

Knowledge of principles and practices of budget administration.

Knowledge of financial management and fiscal planning procedures.

Knowledge of property management principles to include leasing and renting procedures.

Knowledge of personnel management and supervision principles as needed to manage department employees at all levels to include delegation, evaluating performance, counseling and assigning human resources.

Knowledge of cost analysis principles as needed to perform organizational and procedural studies.

Knowledge of fleet management principles.

Knowledge of emergency management principles.

Skill in oral communication as needed to explain policies and procedures, discuss problems, and to address civic groups or the media.

Skill in written communication as needed to prepare or review written documentation, develop policies and procedures and prepare reports or correspondence.

Ability to organize, plan, assign and direct the activities of a large group of diverse employees performing a variety of administrative and service activities.

Ability to direct the operations of multiple city departments as needed to ensure all departments are functioning effectively and efficiently.

Ability to maintain discipline and earn the respect and confidence of subordinates.

Ability to establish effective working relationships with staff, City, County and State officials and dignitaries and the public.

Ability to plan and implement short and long range plans as needed to reach established goals.

Ability to establish and implement effective community/public relations programs.

Ability to identify needs in terms of staff development programs and to establish and implement effective employee relations and staff development programs.

Ability to read and understand complex legal and technical material such as laws, regulations, and manuals.

Ability to make difficult decisions under time constraints to ensure the best procedure is implemented.

Ability to gather information and facts, analyze information and staff input and to make decisions regarding City general services policies and procedures, operations and long range plans.

Ability to consider the facts in order to make fair decisions or take appropriate action without interference or personal bias.

Ability to identify legal concerns and to analyze the legal and practical implications of decisions and actions and to make difficult decisions regarding City operations while ensuring compliance with local, state and federal laws or guidelines.

Ability to balance competing interests and to make decisions which will benefit the City.

Ability to enforce rules and regulations and to administer disciplinary action to include counseling employees on expected job performance or firing employees.

Ability to garner support and cooperation from staff and volunteers in order to implement the policies and programs aimed at improving the City's services.

Ability to handle multiple projects and tasks simultaneously.

Ability to prioritize projects and tasks as needed to accomplish goals and meet deadlines.

Ability to be diplomatic in handling irate citizens as needed to resolve complaints and problems.

Ability to coordinate City department efforts as needed to complete projects and plan for special events.
Bachelor's degree in business administration, public administration, or a related field and five (5) years of general services managerial experience to include policy and procedure development and administration or an equivalent combination of education and experience.
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