PROPERTY SERVICES MANAGER

FINAL FILING DATE:  Applications will be received on a continuous basis or until a successful candidate has been identified.  First review will be:  July 27, 2012.                        

THE POSITION:  Under general direction and where applicable in accordance with City Council specially approved operational policies,  plans, organizes, oversees, coordinates, and reviews the City’s property services which may include the following: facility maintenance, fleet maintenance and operations, public property rentals, cycle park property and concession, and airport; administers current and long-range City facilities planning activities; manages the effective use of the City's resources to improve organizational productivity and customer service; provides complex and responsible support to the Deputy City Manager/Administrative Services Director in areas of expertise; and performs related work as required.

EXAMPLES OF JOB DUTIES:  Coordinates the implementation of goals, objectives, policies, procedures, and work standards for the property services division; maintains, within city policy, appropriate service and staffing levels. Assist with the full management responsibility for all Property Services Division assets and activities, including facility maintenance, fleet maintenance, public property rentals, cycle park and cycle park concession contract, airport and the winding down of the City’s redevelopment agency. Contributes to the overall quality of the department’s service by developing, reviewing, and implement policies and procedures to meet legal requirements and City needs; monitors and evaluates the efficiency and effectiveness of service delivery methods and procedures; assesses and monitors the distribution of work, support system, and internal reporting relationships; identifies opportunities for improvement; oversees the implementation of change. Plans, organizes, directs and manages the appraisal, acquisition, rental, disposal, management, maintenance and control activities of the Property Services division, to include the creation and maintenance of all required documentation to include.  Processes, reviews and records legal instruments for property acquisition, disposition, management and use.  Writes scope of services, requests cost/hours quotes, authorizes payment of invoices for property acquisition, relocation and property management consulting contracts; negotiates, administers, and manages consulting contracts. Clarifies, interprets, and ensures compliance with, Personnel Rules and Regulations, City policies and procedures, Memoranda of Understanding (MOU), and other pertinent rules and regulations.  Explains and interprets Property Management Services, policies, and activities; helps to negotiate and resolve sensitive, significant, and controversial issues. Coordinates the Property Services Division work plan; meets with management staff to identify and resolve problems; monitors projects and programmatic areas of responsibility; reviews and evaluates work methods and procedures. Coordinates all aspects of the wind down of redevelopment to include interaction with the oversight committee, county staff, state department of finance, outside legal counsel, and city staff.   Conducts a variety of organizational studies, investigations, and operational studies; recommends modifications to Property Services Division programs, policies, and procedures as appropriate; assists with the formulation of long term programs of public improvements.  Provides staff assistance to the Deputy City Manager/Administrative Services Director in conducting and presenting administrative studies; develops long range and short term property services objectives; prepares financial analysis and service objectives reports; develops plans to meet future service needs.  Reviews and assists with the preparation of property services division budgets and controls expenditures of allocated funds; assists in preparing and monitoring the department’s annual budget that includes general and enterprise funds; prepares and recommends funding sources for long range capital improvement plans; prepares and implements budgetary adjustments.  Prepares, reviews, and completes various reports, including special management reports requested by the Deputy City Manager/Administrative Services Director, City Manager, City Council, and related documentation.  Manages and participates in the development and implementation of goals, objectives, policies, and priorities for the Property Services Division; recommends within departmental policy, appropriate service and staffing levels; recommends and administers policies and procedures. Evaluates divisional policies, procedures, and services to determine effectiveness; implements changes to increase effectiveness and productivity and to meet department objectives; monitors cost accounting system to ensure integrity of data. Develops and standardizes procedures and methods to improve the efficiency and effectiveness of assigned programs; continuously monitors and evaluates the efficiency and effectiveness of service delivery methods and procedures; assesses and monitors workload, administrative and support systems, and internal reporting relationships; identifies opportunities for improvement and recommends to the Deputy City Manager/ Administrative Services Director.  Manages and coordinates the work plan for the assigned Divisions; meets with staff to identify and resolve problems; monitors work flow; reviews and evaluates work products, methods, and procedures.  Evaluates assigned personnel; provides or coordinates staff training; works with employees to correct deficiencies; recommends discipline and termination. Prioritizes and allocates available resources; reviews and evaluates service delivery, makes recommendations for improvement, and ensures maximum effective service provision. Develops and reviews staff and regulatory reports related to the property services division; assists with reports presented to the City Council and other commissions, committees, and boards; performs a variety of public relations and outreach work related to assigned activities. Provides complex staff assistance to the Deputy City Manager/Administrative Services Director; prepares and presents staff reports and other necessary correspondence.  Conducts a variety of organizational studies, investigations, and operational studies; recommends modifications to assigned programs, policies, and procedures, as appropriate.  Implements adopted operations plans, policies, and standards.  Prepares documents for property and equipment procurement; participates in informal bid processes for purchase of property, equipment and supplies as necessary.  Makes presentation to the City Council and a variety of boards and commissions; attends and participates in professional group meetings; stays abreast of new trends and innovations in the field assigned to include but not be limited to Property and Fleet Management, Redevelopment, Cycle Park and Airport. Monitors changes in regulations and technology that may affect operations; implements policy and procedural changes after approval. Receives, investigates, and responds to problems and complaints in a professional manner; identifies and report findings and takes necessary corrective action.  Coordinates the department’s safety training and works with departments to meet compliance with risk management programs.  May act as the Deputy City Manager/Administrative Services Director in his/her absence.

MINIMUM QUALIFICATIONS:

Knowledge of: Administrative principles and practices, including goal setting, program development, implementation and evaluation, project management, and supervision of staff, either directly or through subordinate levels of supervision. Principles and practices of budget administration. Principles and practices of human resources management, risk management, and labor relations, in a municipal setting. Applicable Federal, State, and local laws, codes, and regulations pertaining to the appraisal, relocation, acquisition, disposal and management of real properties. Methods and techniques used in the appraisal, acquisition and management of real properties. Principles and techniques for the review of engineering, subdivision and development plans and property legal descriptions. Legal requirements, instruments, forms and procedures for the transfer, sale, lease of real property and property rights. Principles and practices of employee supervision, including work planning, assignment, review and evaluation, and the training of staff in work procedures. Principles and practices of contract administration and evaluation.

Organization and management practices as applied to the development, analysis, and evaluation of programs, policies, and operational needs of the assigned Divisions. Safety principles, practices, and procedures of Property Management, including equipment and hazardous materials. General principles and techniques related to the continuous improvement of processes and projects within the division, such as LEAN/Six Sigma or other disciplined improvement techniques. General principles of risk management related to the functions of the assigned area. Recent and on-going developments, current literature, and sources of information related to the operations of a Property Services Division. Safety principles and practices. Record keeping principles and procedures.  Modern office practices, methods, and computer equipment. Computer applications related to the work. English usage, grammar, spelling, vocabulary, and punctuation.  Techniques for dealing effectively with the public, vendors, contractors and City staff, in person and over the telephone. Techniques for effectively representing the City in contacts with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations. Techniques for providing a high level of customer service to the public and City staff, in person and over the telephone.

Ability to:  Recommend and implement goals, objectives, and practices for providing effective and efficient services. Manage and monitor complex projects, on-time and within budget. Map, monitor, evaluate and re-design repetitive processes within the division to optimize the value delivered from those processes. Direct and negotiate the transfer, sale, lease, acquisition and disposal of real property and property rights. Plan, organize, schedule, assign, review, and evaluate the work of staff. Train staff in work procedures. Evaluate and develop improvements in operations, procedures, policies, or methods. Research, analyze, and evaluate new service delivery methods, procedures, and techniques. Prepare clear and concise reports, correspondence, policies, procedures, and other written materials. Analyze, interpret, summarize, and present administrative and technical information and data in an effective manner. Interpret, explain, and ensure compliance with City policies and procedures, complex laws, codes, regulations, and ordinances. Conduct research projects, evaluate alternatives, make sound recommendations, and prepare effective technical staff reports. Effectively represent the department and the City in meetings with governmental agencies, community groups and various businesses, professional, and regulatory organizations and in meetings with individuals. Establish and maintain a variety of filing, record keeping, and tracking systems. Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet time deadlines. Operate modern office equipment including computer equipment and specialized software applications programs. Use English effectively to communicate in person, over the telephone, and in writing. Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines. Establish and maintain effective working relationships with those contacted in the course of the work.

Education/Training: Equivalent to graduation from a four-year college or university with major coursework in public administration, business administration, planning, urban planning, civil engineering, or a related field is desired. Five (5) years of responsible experience in property management, right-of-way appraisal, acquisition and management or conducting the sale or transfer of real property, including three (3) years of supervisory or management experience is required. Though not required, having a working knowledge of the principles and tools employed in continuous process improvement techniques such as LEAN/Six Sigma is preferred.

License/Certificates:  Possession of, or ability to obtain, an appropriate valid California’s driver’s license.

APPLICATION PROCEDURE:  Prospective employees must submit an original City of Tulare application and required attachments, as outlined in the announcement, by the closing time specified on the final filing date.  Final filing dates and times are listed on the front of each announcement.  Separate original applications must be submitted for each recruitment/position applied for.  Full job descriptions are available in the Human Resources Department. 

MANAGEMENT BENEFITS:

ØMembers of the California Public Employees’ Retirement System (PERS) 2.5% at 55 formula.  Employee pays all of the 8% employee PERS contribution.

ØCity pays a portion of the employee and dependent coverage costs of group medical, dental, vision, and life insurance (based on annual salary).  An opt-out plan is also available.

ØShort and Long term disability insurance.

Ø10 days vacation per year.                                                                     

Ø12 days sick leave per year.

Ø13 holidays per year.

ØManagement Leave per fiscal year              

SELECTION PROCESS:

        ØApplicants must submit an official City of Tulare Application.  Applicants who clearly appear to be most qualified in terms of experience and training will be invited to a job related oral interview.

ØA medical evaluation and background investigation will be conducted prior to employment.

ØThe City of Tulare will require each applicant to provide proof of U.S. citizenship, alien registration or authorization to work in the United States at time of appointment.

ØPosition will include a one year probationary term.

EMPLOYMENT POLICY:  It is the policy of the City of Tulare not to discriminate because of race, color, religion, sex, age, national origin, ancestry, handicap, sexual orientation or marital status.   The provisions of this announcement do not constitute an expressed or implied contract.  Any provision contained in this announcement may be modified or revoked without notice.