About the Department

The City of Richmond Department of Social Services is seeking a highly qualified candidate to fill the position of Maintenance and Operations Facilities Manager in the Finance & Administration Division. The incumbent is responsible for providing oversight to fleet and mail operations, performing supply chain procurement and management functions, and supervising and delegating duties to assigned staff.

Position Duties

Overseeing the operations, receipt, storage, distribution and record keeping of the mailroom, fleet and supply areas;
Managing staff including selecting or recommending selection, training, assigning and evaluating work, counseling, disciplining, and performance management, or recommending termination;
Developing Key Performance Indicators (KPIs) for staff;
Cross-training employees so that the mailroom staff understand basic standard operating procedures for all job responsibilities;
Maintaining and ensuring that Social Services fleet is well managed and maintained in accordance with safety standards and Public Works fleet policy by tracking vehicle maintenance schedules, fuel efficiency, and coordinating repairs to minimize downtime;
Developing, modifying and enforcing policies and procedures;
Maintaining and updating the capital assets listing;
Responding to DSS fleet car accidents and ensuring that proper city forms are completed related to car accidents/car maintenance;
Ensuring proper maintenance, inspection and repairs with regards to the 300 E. Franklin Street site and liaise with property manager an vendor personnel to get necessary facilities maintenance work done and followed up on in a timely manner;
Ensuring that agency mail is delivered properly and on-time;
Inspecting quantity and quality of materials to ensure conformity to predetermined specifications;
Accepting or rejecting goods as indicated and approving invoices for payment or credit;
Receiving mail and goods on behalf of the agency and ensuring that staff distributes goods to their appropriate business areas;
Preparing or reviewing requisitions for stock replacement;
Ensuring that copy machines are in working order and properly maintained;
Developing efficient storage methods, including the allocation and arrangement of bins and storage spaces; Maintaining inventory records;
Inspecting and supervising storeroom cleaning activities;
Managing aspects of the procurement process including receiving, reviewing requisitions for stock replacement, inventory control, accuracy, recordkeeping ,and process improvements;
Managing all levels of customer counter operations;
Attending and managing special projects and community events outside normal business hours: Facilitating and attending staff meetings;
Developing and implementing procedures and plans to ensure availability of materials for city's current and upcoming projects;
Assisting with setup and take down of the emergency shelters activation/deactivation;
Performing as primary lead during shelter activation, assisting the shelter manager and staff with assignments in real-time;
Creating a fair, rotating “On-Call” roster that ensures 24/7 coverage for facilities emergencies without burning out the team;
Work on call position that requires working some nights, weekends, holidays, and during inclement weather.

**City of Richmond Department of Social Services employees are considered essential personnel may be required to work during inclement weather and times of declared emergencies.**

Minimum Qualifications

KNOWLEDGE, SKILLS, AND ABILITIES:

Considerable knowledge in supervisory/management practices; recruitment; program development and delivery; management plan development; customer service principles and techniques; and completing forms and understanding document/workflow.

Demonstrated skills in computer proficiency in Microsoft Office Suite; effective oral/written communication; customer service; leadership; facility and grounds maintenance; visual inspection; and scheduling third-party contractors.

Demonstrated ability to speak publicly; supervise trade positions; and organize.

MINIMUM TRAINING AND EXPERIENCE:

One year of college education with courses in a related field or vocational training;
Associate's degree is preferred;
Five years of related experience;
An equivalent combination of training and experience (as approved by the department) may be used to meet the minimum qualifications of the classification.

PREFERRED TRAINING AND EXPERIENCE:

Bachelor's Degree in Business, Liberal Arts, or a related field;
Experience with mailroom and fleet operations;
Experience with inventory management;
Certified Facility Manager (CFM) Certification or Facility Management Professional (FMP);
Five (5) years supervisory/management experience.

LICENSING, CERTIFICATIONS, and/or OTHER SPECIAL REQUIREMENTS:

A valid Driver's License with a satisfactory driving record;
A valid Commonwealth of Virginia Driver's License within 30 days of hire;
Some assignments may require one or more of the following: a valid Commonwealth of Virginia Commercial Driver's License;
Some assignments may require a certification in a skilled trade related to the assignment.