Director of General Services

City of Portsmouth; Portsmouth (VA); On-site; USD 90,000 - 130,000; Full time

Job summary

City of Portsmouth in Virginia is seeking an experienced executive to oversee the city’s vehicle fleet services and properties management. The role reports to the City Manager and is an appointed position, requiring strategic leadership across multiple divisions to meet regulatory and city objectives.

The successful candidate will guide budget development, policy creation, and coordination with City Manager and City Council, ensuring timely reports and compliance with federal, state, and local

Responsibilities

• Provides leadership and strategic direction through subordinate staff for overseeing the vehicle fleet services and properties management functions of the city; develops policies and procedures to meet overall city needs and objectives; ensure that regulatory requirements are in place to meet legal requirements of federal and state agencies; promotes cost effectiveness in departmental operations.
• Responsible for overall management of the department through subordinate staff; including budget research, development, preparation and monitoring to ensure cost effectiveness; ensures that purchasing and financial transactions are properly conducted in accordance with city administrative policies and procedures.
• Develops proposals and reports as requested by City Manager and City Council and presents recommendations to City Management, City Council and to other groups; responsible for coordinating with City Manager items for placement on City Council Agendas and Work Sessions; and ensures reports, studies, and plans are appropriately processed in accordance with federal, state, and city laws and ordinances.
• Responds and resolves customer complaints; works closely with contractors, vendors, other city departments and other agencies to identify and resolve critical issues and coordinate delivery of operational services.
• Provides information to the general public; keeps abreast of current and future issues and trends; may review plans prepared by contractors to ensure compliance with city codes, Federal and State regulations.
• Performs other related work as required. Individual assignments will be determined by supervisor based on current workload and department needs.

Job description

GENERAL STATEMENT OF JOB

Under general supervision, this position oversees vehicle fleet services, and properties management services of the city. This position is an appointed position and serves at the pleasure of the City Manager.Reports to the City Manager or his designee.

ESSENTIAL JOB FUNCTIONS

Provides leadership and strategic direction through subordinate staff for overseeing the vehicle fleet services and properties management functions of the city; develops policies and procedures to meet overall city needs and objectives; ensure that regulatory requirements are in place to meet legal requirements of federal and state agencies; promotes cost effectiveness in departmental operations.

Responsible for overall management of the department through subordinate staff; including budget research, development, preparation and monitoring to ensure cost effectiveness; ensures that purchasing and financial transactions are properly conducted in accordance with city administrative policies and procedures.

Develops proposals and reports as requested by City Manager and City Council and presents recommendations to City Management, City Council and to other groups; responsible for coordinating with City Manager items for placement on City Council Agendas and Work Sessions; and ensures reports, studies, and plans are appropriately processed in accordance with federal, state, and city laws and ordinances.

Responds and resolves customer complaints; works closely with contractors, vendors, other city departments and other agencies to identify and resolve critical issues and coordinate delivery of operational services.

Provides information to the general public; keeps abreast of current and future issues and trends; may review plans prepared by contractors to ensure compliance with city codes, Federal and State regulations.

Performs other related work as required. Individual assignments will be determined by supervisor based on current workload and department needs.

PERFORMANCE INDICATORS

Knowledge of Job: Has thorough knowledge of local, State and federal laws, ordinances, rules and regulations governing waste collection, vehicle services, and properties management services. Has thorough knowledge of policies, procedures, rules and regulations. Has considerable knowledge of the principles of supervision, organization and administration. Has general knowledge of the principles, methods, and techniques of public administration. Is able to plan, direct and coordinate the work of subordinate employees. Is able to use common office machines. Is able to compile technical information from a variety of sources and prepare clear and concise reports. Is able to exercise considerable initiative and independent judgment in analyzing and applying standards to a variety of situations. Is able to exercise considerable tact, courtesy and discretion in contact with city officials and the general public. Is able to establish and maintain effective working relationships as necessitated by work assignments.

Quality of Work: Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication and interacts within department and division, and with co-workers and the general public.

Quantity of Work: Maintains effective and efficient output of all duties and responsibilities as described under "Essential Job Functions."

Dependability: Assumes responsibility for doing assigned work and meeting deadlines. Completes assigned work on or before deadlines in accordance with directives, city policy, standards and prescribed procedures. Accepts accountability for meeting assigned responsibilities in the technical, human and conceptual areas.

Attendance: Attends work regularly and adheres to city policies and procedures regarding absences and tardiness. Provides adequate notice to higher management with respect to vacation time and time? off requests.

Initiative and Enthusiasm: Maintains an enthusiastic, self-reliant and self-starting approach to meet job responsibilities and accountabilities. Strives to anticipate work to be done and initiates proper and acceptable direction for completion of work with a minimum of supervision and instruction.

Judgment: Exercises analytical judgment in areas of responsibility. Identifies problems or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to problems or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Seeks expert or experienced advice and researches problems, situations and alternatives before exercising judgment.

Cooperation: Accepts supervisory instruction and direction and strives to meet the goals and objectives of same. Questions such instruction and direction when clarification of results or consequences are justified, i.e., poor communications, variance with city policy or procedures, etc. Offers suggestions and recommendations to encourage and improve cooperation between all staff persons within the department.

Relationships with Others: Shares knowledge with supervisors and staff for mutual and departmental benefit. Contributes to maintaining high morale among all department employees. Develops and maintains cooperative and courteous relationships with department employees, staffers and managers in other departments, representatives from organizations, and the general public so as to maintain good will toward the department and project a good departmental image. Tactfully and effectively handles requests, suggestions and complaints from other departments and persons in order to maintain good will within the city.

Coordination of Work: Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with sound time-management methodology. Avoids duplication of effort. Estimates expected time of completion of elements of work and establish a personal schedule accordingly. Attends meetings, planning sessions and discussions on time. Implements work activity in accordance with priorities and estimated schedules. Maintains a calendar for meetings, deadlines and events.

Safety and Housekeeping: Adheres to all safety and housekeeping standards established by the city and various regulatory agencies. Sees that the standards are not violated. Maintains a clean and orderly workplace.

Planning: Plans, directs and uses information effectively in order to enhance activities and production of the department. Knows and understands the expectations of the city regarding the activities of the department and works to see that these expectations are met. Designs and formulates ways, means and timing to achieve the goals and objectives of the department. Within the constraints of city policy, formulates the appropriate strategy and tactics for achieving division and departmental objectives. Organizes, arranges and allocates manpower, financial and other designated resources in an efficient and effective way so as to achieve the goals and objectives of the division and department.

Organizing: Organizes work and that of subordinate staff well. Ensures that staff members know what results are expected of them and that they are regularly and appropriately informed of all city and department matters affecting them and/or of concern to them.

Staffing: Works with other department officials and management to select and recommend employment of personnel for the department who are qualified both technically and philosophically to meet the needs of the division and the department. Personally directs the development and training of division personnel in order to ensure that they are properly inducted, oriented and trained.

Leading: Provides a work environment, which encourages clear and open communications. Has a clear and comprehensive understanding of the principles of effective leadership and how such principles are to be applied