Deputy Public Works Director

SUMMARY: Assists the Director of Public Services in the planning and directing of municipal activities for public services maintenance and improvements. Responsible for the overall operations of the city’s Public Services Department in the absence of the Public Services Director. Performs duties delegated by Public Services Director to include planning and monitoring the department budget (program monitor), interfacing between the public and department services, monitoring of department’s contracts, managing the department’s training program, and producing department correspondence. Plans, coordinates and directs outsourced contractor activities for Public Services maintenance, repair and improvements as directed by the Public Services Director. Serves as the City’s Work Order Manager and Assistant Emergency Manager.

ESSENTIAL DUTIES AND RESPONSIBILITIES: The following are not to be construed as an exclusive or all-inclusive listing of skills and abilities required to perform the job. Management may delegate other responsibilities as required.

• Demonstrates commitment to Team Destin and our mission, vision, values, and goals and represents the city in a professional, dignified manner at all times both in actions and appearance.
• Contributes to the development and accomplishment of home team work-plans.
• Prepares annual evaluations and mid-year reviews completed on-time for those supervised.
• Identifies the KEY FUNCTIONS of the Public Services Department.
• Develops a cyclical process for each KEY FUNCTION using the PDCA methodology.
• Deploys each KEY FUNCTION PROCESS to relevant staff within the division/organization.
• Implements the department’s KEY FUNCTION PROCESSES.
• Systematically evaluates, and if appropriate updates, each KEY FUNCTION PROCESS.
• Demonstrate competent knowledge of all applicable policies, codes, ordinances, regulations and statutes.
• Coordinates with Public Services Director daily regarding all Public Services issues.
• Provides researched recommendations for strategic decision making to include road repair, drainage, right-of-ways, and sidewalks.
• Prepares the Public Services budget.
• Monitors Public Services expenditures, prepares a monthly report.
• Monitors expenditure of funds for outsourced activities in support of Public Services projects.
• Acts as Public Services Director in absence of the Director.
• Serves as the Project Manager for all outsourced projects designated by Public Services Director.
• Ensures projects are completed in accordance with required quality standards, milestones and deadlines.
• Creates, monitors or ensures compliance of all support documents for assigned projects such as flowcharts, milestone indicators, budget projections, permits, certificates of occupancy, payment and performance bonds, insurance certificates, notices to proceed, etc.
• Monitors contracts, projects and problems to include electrical power, water, sanitation, gas, telephone that services city’s population.
• Ensures that contractual services are delivered in a timely and cost-effective manner. Field verifies work ensuring that materials and quantities match what is invoiced. Prepares contract approval and renewal requests (agenda items) for Council’s consideration.
• Researches established contracts (state, municipalities, and professional organizations) using a variety of mediums such as Internet, telephone contact and professional associations.
• Determines specifications based upon environmental impact, safety, public perception, cost, maintainability and supportability.
• Obtains necessary quotes from a multitude of vendors to satisfy ordinance and City policy requirements.
• Negotiates price, warranties and shipment delivery methods, timelines and costs.
• Prepares and presents proposals to staff and elected officials.
• Coordinates with the Director of Public Services and contractors to review work requirements, report updates and implement appropriate action to facilitate the timely accomplishment of the project.
• Interacts daily with employees to solve grievances, provide leadership, enforce safety standards and interpret city guidance.
• Schedules and directs activities of contractors in accomplishing assigned projects to ensure efficient, safe conditions exist for the public.
• Drafts and understands bids, simple contracts, memorandums of agreement, etc. by which agencies and/or contractors provide services to the city.
• Prepares and analyzes production, quality control, and maintenance reports and statistics to plan, modify and track contract administration and project activities.
• Plans, develops, and implements new methods and procedures designed to improve outsourced support to city operations, minimize operating costs, and obtain a greater utilization of contractor / professional services.
• Confers with City Departments and citizens to resolve issues affecting quality or level of service rendered or administered by contractors.
• Develops and oversees strategic planning of anticipated use of outsourced services based on future requirements in Public Services.
• Creates and briefs audiences on project plans and status.
• Generates and maintains comprehensive and detailed files on all assigned projects and outsourced contracts.
• Interfaces with the public regarding public services.
• Responds to phone calls and other correspondence generated by private citizens; logs service requests/concerns and passes requests to Field Crew Supervisor.
• Produces department correspondence and reports.
• Demonstrates strategic, visionary approach to keep the Public Services Department in pace with the growing demands of the city.
• Performs key emergency management responsibilities as assigned including pre-event contract management of debris removal contractor, debris removal staging, and post event debris removal management. Responds to FEMA and the Okaloosa County Emergency Services in the event of an emergency, assists in the coordination of staff activities within a 24-hour operation; advises field personnel of service problems and sends service or repair crews to work location; coordinates in-house and contractor services in clearing roadways and other related recovery tasks; performs emergency dispatch duties to transmit, receive and relay information to field personnel regarding work assignments; compiles correspondence, reports, charts and applicable forms, e.g., FEMA reimbursement forms; and assists with monitoring resources and budget and enforce emergency management policies and procedures.
• Serves as the city’s work order manager properly assigning external work orders to the appropriate department for completion.
• Performs other related duties as assigned.
• Responsible for all security measures in all City Facilities to include locks, badges, keys, cameras, camera operations and applications, and security systems and coordinating with law enforcement officials.

SUPERVISORY RESPONSIBILITIES: Directly supervises assigned employees in the Public Service Department. Responsible for all Public Services employees in the absence of the Public Services Director. Carries out supervisory responsibilities in accordance with the organization’s policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

Responsible for all Public Services employees in the absence of the Public Services Director.

Knowledge, Skills and Abilities:

• Knowledge of general construction blueprints, minor road repair, water drainage systems, building maintenance, excavation, and lawn maintenance.
• Skill in the use small office equipment, including copy machines or multi-line telephone systems.
• Skill in using computers for data entry.
• Skill in using Microsoft Word and Excel.
• Ability to supervise, communicate, and organize effectively.
• Ability to compare and/or judge the readily observable functional, technical, structural, compositional or identifiable characteristics (whether similar to or divergent from obvious standards) of data, people or things.
• Ability to communicate with people to convey or exchange professional information.
• Ability to be politically astute regarding the bureaucratic process involving an elected decision-making body.
• Ability to read a variety of professional, technical and administrative documentation, directions, instructions, methods and procedures.
• Ability to produce reports with proper format, punctuation, spelling and grammar, using all parts of speech.
• Ability to learn and understand subject matter principles and techniques.
• Ability to make independent judgments in absence of supervision within the scope of respective job duties and tasks.
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedural manuals.
• Ability to acquire and expound on knowledge of topics related to primary occupation.
• Ability to utilize mathematical formulas; add and subtract, multiply and divide totals; determine percentages; and determine time and weight and interpret same as may be appropriate.
• Ability to inspect items for proper length, width and shape.
• Ability to differentiate colors and shades of color.
• Ability to interact with people (staff, supervisors, general public and elected officials) beyond giving and receiving instructions to include tactfully mediating conflicts and achieving positive results.
• Ability to perform under maximum stress when confronted with short deadlines, heavy workloads, conflicting interests and high customer demand.

CAREER DEVELOPMENT:

• Continuing Education (seminars, job-related coursework at post-secondary institutions, continuing education credits/CEU’s)
• Training (Either as participant or trainer)
• Involvement in relevant professional or technical associations
• Serving on city committees
• Volunteering to take responsibility for special projects, cross training

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