Utility Assistant Director Planning

DESCRIPTION OF DUTIES AND RESPONSIBILITIES

Lead the system planning, development services, project engineering, and construction utility work functions and teams, where the Utility Division currently has a five-year CIP exceeding $500 million. Employees in this classification function at the upper management level and are responsible for daily operations of the department as well as ensuring compliance with all County, City, State and Federal laws and regulations applicable as well as personnel policies. The Assistant Director should understand all utility functions and be effective in collaborating with Operations, Customer Service, Asset Management, Finance, Human Resources, and Information Technology, and fill in all duties of the Utility Director when assigned.

The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. It is not necessarily descriptive of any one position in the class. The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position.

• Assists Director in overseeing utility system planning assessments, reports, engineering and construction projects; makes recommendations concerning system plant, distribution and collection system changes as appropriate; prepares correspondence and technical memorandum as required; develops, updates, reviews utility operational reports; monitors, regulatory permit requirements; produces analysis and prepares presentations; hires and develops staff and performs various administrative tasks.

• Lead and provides technical oversight of water/wastewater system master planning including water supply planning and wastewater system capacity analysis, treatment plant process designs and effluent plans, biosolids plans, and hydraulic modeling; development reviews, process and communication with community stakeholders; engineering plans and specifications prepared by Engineering Consulting firms; oversees Construction contracts; coordinates with Utility Operations; leverages GIS and leads the Utility in the functional requirements needs of GIS, coordinates with and collaborates with adjacent utilities and agencies for potential interlocal agreements; and conducts field reviews for water/wastewater projects.

• Leads the Utility capital budget planning and the full spectrum of capital project delivery processes, assists with development of utility fiscal budgets and preparation of budget requests; reviews, approves and processes invoices; develop grant strategies and oversees the preparation of grant applications; reviews permit applications.
• Coordinates activities involving capital improvement projects including; RFP and evaluation of engineering design firms proposals including scope, resource capability and fees; oversees the preparation of technical specifications for capital improvement projects; reviews engineering firms resource plans to deliver designs; reviews engineering consultants bid documents including plans and specifications and opinions of probable cost for capital improvement projects; makes recommendations concerning financial impact and cost/benefits of capital projects; prepares and administers construction contracts; coordinates bid phase of construction projects; reviews contract submittals; supports Manager of Project Engineering and Construction who oversees activities of construction management, including field inspector for capital improvement and development projects.
• Consults with Utility Director, staff and consultants to review technical reports, resolves problems, receives advice and direction and provides recommendations with executive summaries; attends City Council meetings as required.
• Communicates with Director, City officials, employees, other divisions, other departments, contractors, consultants, vendors, suppliers, the public, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, resolve problems, or give/receive advice/direction.
• Assists senior management with various administrative duties; attends various management meetings for dissemination of information.
• Provides recommendations related to construction bids, projects, contracts, or other issues; responds to routine questions or complaints, research problems and initiates problem resolution.
• Receives, reviews various forms, reports, correspondence, invoices, budget reports, contract documents, contracts, laboratory reports, technical reports, operational reports, permits, engineering drawings, construction plans, specifications, maps, operational guides, manuals, directories, catalogs, reference materials, or other documentation; reviews, completes, processes, and provides executive summaries as appropriate.

• Oversees the preparation or completes various forms, reports, correspondence, technical memos/reports, executive summaries, charts, graphs, spreadsheets, presentations, budget requests, permit applications, field reports, contract documents, engineering drawings, technical specifications, performance reviews, or other documents.

• Supervises, directs and evaluates assigned staff, processing employee concerns and problems, directing work, counseling, disciplining, and completing employee performance appraisals. Ensures the accomplishment of departmental schedules, goals and objectives.

• Coordinates daily work activities, organizes, prioritizes, and assigns work; monitors status of work in progress and inspects completed work; consults with assigned staff, assists with complex problem situations and provides technical expertise.

• Performs a wide variety of administrative supervisory duties, e.g., coordinates with other departments and management; budget and cost control functions; provides professional advice and assistance as needed.

• Evaluates, recommends and implements departmental policies and procedures to promote maximum office efficiency and effectiveness

• Maintains a comprehensive, current knowledge of applicable laws/regulations; maintains and awareness of potential future regulatory requirements, new procedures, practices, technologies, trends and advances in profession; reads professional literature; maintains professional affiliations; attends conferences, workshops and training sessions as appropriate.

• Keep informed regarding pending industry changes, trends, and best practices and assess the potential impact of these changes on organizational processes. Design or implement improvements in communication, monitoring, or enforcement of compliance standards.
• Assists in ensuring departmental compliance with all applicable codes, laws, rules, regulations, standards, policies and procedures; monitors work environment and use of safety equipment to ensure safety of employees and other individuals. Disseminate written policies and procedures related to compliance activities. File appropriate compliance reports with regulatory agencies.
• Conduct periodic internal reviews or audits to ensure that compliance procedures are followed.Conduct or direct the internal investigation of compliance issues. Identify compliance issues that require follow-up or investigation.
• Verify that all City and regulatory policies and procedures have been documented, implemented, and communicated. Direct the development or implementation of compliance-related policies and procedures throughout an organization.
• Consult with city attorneys as necessary to address difficult legal compliance issues. Discuss emerging compliance issues with management or employees. When applicable, provide Human Resources with information and reports.
• Advise internal management or business partners on the implementation of regulatory compliance driven projects and programs. Prepare management reports regarding compliance operations and progress. Provide employee training on compliance related topics, policies, or procedures.
• Maintains files/records of project records, drawings, contracts, and other documentation.
• Verify that software technology is in place to adequately provide oversight and monitoring in all required areas.
• Operates a computer to enter, retrieve, review or modify data; verifies accuracy of entered data and makes corrections; utilizes word processing, spreadsheets or other computer programs.
• Performs related duties as directed.

MINIMUM TRAINING, EXPERIENCE, LICENSES, OR CERTIFICATIONS

Bachelor's degree in civil, environmental, mechanical engineering, or related field required; supplemented by ten (10) years progressively responsible experience in water/wastewater engineering with a utility department, consulting firm, or within a similar government or private organization. Experience should include a minimum of (5) years of related supervisory or project management leadership, or an equivalent combination of education, training, and experience. Master's degree in engineering, business, or related field is a plus.

Professional Engineering License required and must obtain licensing in the State of Florida within six (6) months of employment.

Must possess and maintain a valid Florida Driver's License during employment.

Expected starting salary to be $135,000 to $160,000 depending upon qualifications and experience.

KNOWLEDGE, SKILLS, AND ABILITIES

• Ability to understand and follow written and oral instructions.

• Ability to adhere to prescribed routines and practices.

• Ability to carry out assignments with minimal instructions.
• Ability to establish and maintain effective working relationships with supervisors.
• Ability to work independently to carry out assignments to completion.
• Ability to perform duties with a professional and cooperative work ethic.
• Ability to work flexible hour's necessary for the efficient operation of the department.
• Ability to interpret a variety of instructions in written, oral, diagram, or schedule form.

PHYSICAL REQUIREMENTS

• While performing the essential functions of this job the employee is regularly required to stand, walk, use hands to finger, handle, or feel, reach with hands and arms, climb or balance, stoop, kneel, crouch, or crawl, and lift and/or move up to 50 pounds.

• While performing the essential functions of this position the employee is frequently exposed to fumes or airborne particles, and toxic or caustic chemicals, work near moving mechanical parts, and risk of electrical shock.

The City of Palm Coast, Florida is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, The City of Palm Coast, Florida will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer. The City of Palm Coast participates in E-Verify.

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