The Public Works Department is seeking a Management Analyst III who will provide high level administrative support in the Building Systems and Fleet Management Division (BSFMD). This position is responsible for building maintenance warehouse and inventory management, asset and fleet management system optimization and analysis, budget/financial analysis, program/organizational analysis, project management, legislative analysis and development, personnel administration, space management, asset control and contract administration for this division.
IDEAL CANDIDATE The ideal candidate will have strong analytical skills, attention to detail, and interpersonal skills to work with individuals at various levels. The successful candidate will have business acumen to understand specific details of various functional areas of the division and aligns with other Public Works divisions in meeting departmental goals and objectives, and have the ability to solve problems and provide creative solutions.
The major responsibilities of this position are listed below. For more detailed information, please review the job description.
Plans and directs the asset management systems for operations at BSFMD
Directs the building’s warehouse operational activities and related projects; manages and directs the work of section staff including vendors, subcontractors and City personnel.
Develops structure and process for the building warehouse.
Maintains, assesses, and enhances both asset and fleet management software systems and controls.
Oversees the implementation of the building’s physical inventory, inventory control, materials purchase negotiations, equipment specifications, materials planning coordination, disposition of hazardous substances, product salvage operations, modernization and maintenance of the warehouse.
Ensures safe operations, cost effectiveness, and compliance with regulations relating to hazardous materials and waste management including procurement, storage and disposal;
Plans, schedules, organizes and directs the work of subordinates engaged in preparing requisitions, receiving and filling orders, storage, and record keeping related to equipment, materials, and supplies used in departmental operations.
Supervises and evaluates the work performance of section personnel; provides section or division staff training and development programs; provides counsel and administers discipline to subordinate staff.
Prepares and coordinates a variety of work reports, standard operating procedures and records in support of and in collaboration with the building Superintendents and their operations; attends meetings; establishes and maintains cooperative working relations with the general public, vendors, contractors, and City staff.
Prepares and monitors the annual budget for the BSFMD’s Building Warehouse and Systems Management Section and assists with these functions for the Department budget; conducts revenue and expenditure forecasting and research.
Evaluates the section’s operational needs including analyzing current staffing, equipment and space utilization, product/supply levels, equipment/tool needs, deliveries and shipments.
Researches contract services and supply needs; develops and negotiates contract terms; monitors contract compliance and mediates user/provider complaints.
Analyzes, interprets and explains City policies and procedures; confers with members of the public to explain procedures and policies.
Investigates and prepares reports on specific requests and complaints pertaining to Division and Department activities.
Supervises subordinate staff and prepares performance evaluations.
Conducts research and analyzes statistical and other data; makes recommendations on administrative and operational problems, policies and procedures.
Performs other related duties as assigned.
COMPETENCIES The following list represents the core competencies needed for success in this position.
Actions & Results Focus - Initiating tasks and focusing on accomplishment.
Professional Integrity & Ethics - Displaying honesty, adherence to principles, and personal accountability
Self- Management - Showing personal organization, self-discipline, and dependability
Informing - Proactively obtaining and sharing information
Involving Others - Engaging others for input, contribution, and shared responsibility for outcomes.
Business Process Analysis - Defining, assessing, and improving operational processes and workflow
Teamwork - Collaborating with others to achieve shared goals.
Professional & Technical Expertise - Applying technical subject matter on the job
Mechanical Insight - Comprehending how mechanical, electrical, and structural systems operate and interact
EDUCATION AND EXPERIENCE Minimum Qualifications
Bachelor's degree in business or public administration, finance or a closely related field, and;
Three years of progressively responsible analytical or administrative experience, one year of which is at the journey level.
Previous inventory controls experience within a facilities and fleet environment. .
Previous Analytical experience within a facility maintenance asset system.
Experience in asset and fleet management system configuration, process workflow development and training.
SELECTION PROCESS The selection process may consist of a training and experience evaluation, written test of analytical skills, interview panel, and department-level interviews.
VACANCY INFORMATION There is currently one vacancy in the Building Systems and Fleet Management Division of the Public Works Department.
The resulting eligibility list from this recruitment may be used to fill this vacancy and similar vacancies in the future.
Candidates selected for this position are subject to a one year probationary work period.
Possession of or ability to obtain a Class C California driver's license and a satisfactory driving record, may be required for some assignments.
As of September 3, 2021, anyone hired with the City of Pasadena must be fully vaccinated for COVID-19 before starting work. The City encourages applicants to get a free vaccination at a place of their choice or at walk-in clinics in Pasadena. A candidate’s vaccination status will be reviewed as part of the post-offer pre-employment physical examination. Exemptions to the mandatory vaccination policy may be available for a medical, disability, or sincerely held religious belief.