Asset Management Program Manager

SOUTH COAST WATER DISTRICT

 

ASSET MANAGEMENT PROGRAM MANAGER

DEFINITION

The incumbent plans, develops, implements, coordinates and oversees District’s Asset Management Program performing difficult and complex professional, technical and office support related to all programs and activities of Asset Management including: management of assets related to domestic and recycled water production and distribution systems, advanced water and recycled water treatment facilities, sanitary sewer collection and pumping systems, wholesale potable water transmission system, equipment fleet and physical facilities including buildings and structures; implements and oversees the District’s asset management system; implements, integrates and manages District’s Computerized Maintenance Management System (CMMS); provides guidance and oversight to the District’s GIS Analyst; and performs related work as required.

 SUPERVISION RECEIVED AND EXERCISED

This position reports to the Engineering Manager. Exercises direct supervision over the Asset Management section which includes the GIS Analyst. Provides technical and functional direction to interdepartmental staff, consultants, and contractors.

 CLASS CHARACTERISTICS

This is a non-merit system, contract position. The title is Asset Management Program Manager. The position is a program management classification that manages the District’s Asset Management section activities that include management of assets relating to water distribution, wastewater collection, water transmission systems, recycled water systems, and advanced treatment facilities. Responsibilities include performing diverse, specialized, and complex work involving significant accountability and decision-making responsibility. The incumbent organizes and oversees all necessary day-to-day asset management activities. Successful performance of the work requires an extensive professional background as well as skill in coordinating division work.

The incumbent ensures that her/his activities are aligned with and support the South Coast Water District’s policies, mission, vision, core values, core strategies, and annual action items as well as performance measures.

 EXAMPLES OF ESSENTIAL JOB FUNCTIONS

Duties may include, but are not limited to, the following:

·        The Asset Management Program Manager will plan, develop, and implement the District’s Asset Management Plan (AMP) that provides best management practices (BMPs) for efficient management of all District physical infrastructure assets.

·        The AMP will recommend the implementation of certain asset management life cycle activities tailored to the needs of the District and as proposed by The Institute of Asset Management (IAM).

·        This individual will supervise, train, mentor and evaluate direct report team members as well as provide training and mentoring for other District staff with respect to asset management systems and practices.

·        In addition, develop and maintain the AMP system, to utilize existing District information and technology systems including geospatial system (ESRI ArcGIS). Maintain the integrity and accuracy of asset database by identifying asset needs, tracking asset acquisition, tracking asset operations and maintenance, tracking asset replacement/decommissioning, and managing associated replacement costs and condition assessment to assist in planning and scheduling.

·        The individual will also develop, implement and maintain a comprehensive and responsive, predictive, preventive, and corrective maintenance program for District assets. Assist in developing and maintaining maintenance plans and Capital Improvement Programs (CIPs) for all infrastructure asset groups. Research and make recommendations on best and appropriate practices for asset management and maintenance systems.

·        The individual will also prepare reports for internal use and make presentations to advisory committees, executive management and Board of Directors providing status reports on maintenance activity and Key Performance Indicators (KPIs) for operations activities.

·        Readily responds to Information Requests regarding District assets and assists other departments with requests for system facility data and information.

·        Reviews and updates District analytical data, KPIs such as asset inventory, maintenance program tracking asset life cycle and replacement schedules and costs, and metrics and makes suggestions for improvement and additional tracking methods as warranted.

·        Develops and implements clear and concise asset management practices and strategy for overall District assets.

·        Participates in the development and implementation of goals, objectives, practices and priorities for the asset management section; recommends the following within the section: appropriate service and staffing levels; and administration of policies and procedures.

·        Develops and standardizes procedures and methods to improve the efficiency and effectiveness of assigned programs; continuously monitors 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 Engineering Manager.

·        Manages and coordinates the work plan for the assigned section; meets with staff to identify and resolve problems; assigns work activities, projects and programs; monitors work flow; reviews and evaluates work products, methods and procedures.

·        Participates in the selection, trains, motivates, and evaluates assigned personnel; provides or coordinates staff training; works with employees to correct deficiencies; implements discipline and termination procedures.

·        Develops and reviews staff reports and other necessary correspondence related to assigned maintenance and operations asset management activities and services; presents reports to the Board of Directors and various commissions, committees and boards; performs a variety of public relations and outreach work related to assigned areas.

·        Manages and participates in the development and administration of division budgets; oversees the budget for the assigned divisions.

·        Provides highly complex staff assistance to the Engineering Manager.

·        Conducts a variety of organizational studies, investigations, and operational studies; recommends modifications to assigned programs, policies, and procedures, as appropriate.

·        Implements adopted utilities maintenance and operations plans, policies and standards.

·        Attends and participates in professional group meetings; stays abreast of new trends and innovations in the field of water and wastewater asset management; researches emerging products, enhancements, and their applicability to District needs pertaining to asset management.

·        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 reports findings and takes necessary corrective action.

·        Performs other duties as assigned.

QUALIFICATIONS:

Knowledge of:

·        Thorough knowledge of asset management theory, principles and techniques as they apply to large, complex potable/recycled water and/or wastewater systems through either formal training or related experience is highly desirable.

·        Extensive knowledge of government/utility agency infrastructure asset management processes, procedures and practices including familiarity with PAS-55 and/or ISO 55000 on Asset Management or other asset management programs and software is preferred.

·        Administrative principles and practices, including goal setting, program development, implementation and evaluation, and project management.

·        Principles and practices of budget development and administration.

·        Principles and practices of employee supervision, either directly or through subordinate levels of supervision, including work planning, assignment, review and evaluation and the training of staff in work procedures.

·        Applicable Federal, State, and local laws, codes and regulations to the assigned Division.

·        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 Division.

·        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 the division.

·        Safety principles and practices.

·        Record keeping principles and procedures.

·        Modern office practices, methods and extensive experience in use of computer equipment and programs utilizing EAM software, analytical tools and statistical evaluation.

·        Techniques for dealing effectively with the public, vendors, contractors and District staff.

·        Techniques for providing a high level of customer service to public and District staff.

Ability to:

·        Recommend and implement goals, objectives, and practices for providing effective and efficient services within the Asset Management section.

·        Manage and monitor complex projects, on time and within budget.

·        Plan, organize, schedule, assign, review and evaluate the work of staff; train staff in work procedures.

·        Research, analyze, evaluate and develop improvements in new service delivery methods, operations, procedures, policies, methods 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 District policies and procedures, complex laws, codes, regulations and ordinances.

·        Conduct complex research projects, evaluate alternatives, make sound recommendations and prepare effective technical staff reports.

·        Effectively represent the department and the District 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 Asset Management 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 critical 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.

EXPERIENCE AND TRAINING GUIDELINES

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Experience: 

·        Eight (8) years of progressively responsible experience in Asset Management programs related to operation, repair, replacement and maintenance of domestic water supply, water distribution systems, sewer collections and pumping facilities, recycled water systems, reverse osmosis treatment facilities or a major public works operation and fleet and facilities

·        Four (4) years of supervising the functions listed above

Education: 

·        Bachelor’s degree from an accredited college or university in engineering, public or business administration, water technology or a related field is required,

·        A Master’s Degree is desirable

Education Substitution: 

Six (6) years of relevant training and experience in developing, maintaining and improvement of Asset Management programs related to the operation, repair, replacement and maintenance of domestic water supply water distribution and pumping systems, sewer collections and pumping facilities, recycled water systems, reverse osmosis water treatment facilities or a major public works operation may be substituted for the education requirement, combined with at least three (3) years of supervisory experience supervising these functions.

License or Certificate:

·        Valid California class C driver’s license with good driving record.

·        Valid certification from one of the following organizations preferred:

·        Institute of Asset Management (IAM)

o  IAM Certificate, and/or IAM Diploma

·        Asset Management Council      

o  Certified Associate in Asset Management (CAAM), and/or Certified Practitioner in Asset Management (CPAM)

PHYSICAL DEMANDS

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to inspect various District infrastructure, development, field operations and work sites; and to operate a motor vehicle and to visit various District and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter and retrieve data using a computer keyboard, typewriter keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects weighing up to 25 pounds.

ENVIRONMENTAL ELEMENTS

Employees work in an office field environment with moderate noise levels and controlled temperature conditions, although there may be occasional exposure to inclement weather conditions, noise, dust and potentially hazardous materials. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

WORKING CONDITIONS

Must be willing to work weekends, holidays, and off-hour shifts for emergency callback response.

The specific statements shown in each section of this classification description are not intended to be all-inclusive. They represent the essential functions and minimum qualifications necessary to successfully perform the assigned functions. Management reserves the right to add, modify, change or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.