HomeMy WebLinkAboutStaff Report 4.D 05/20/2013 Agent a .I teem'#F. L7
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DATE: May 20, 2013
TO Honorable Mayor and Members of the City Council through City Manager
FROM Dan St. John, FACE- DirectoriPublic Works and Utilities
Pamala Stephens, Human Resources Manager
SUBJECT: Resolution Amending the,Classificationiand Compensation Plan by Establishing
the New Classifications and Pay'fRangesof Environmental Services Manager and
Operations Manager, Abolishing the Classification of Water Resources and
Conservation Engineering Manager, and Authorizing the Position Allocations of
Environmental Services'Manager and Operations Manager and Eliminating the
Positions of Water Resources and Conservation Engineering Manager and
Engineering Manager in the Public Works and Utilities,Department.
RECOMMENDATION
Approval of the Resolution-Amending the Classification and Compensation Plan by Establishing
the New Classifications and Pay Ranges of Environmental Services;Manager and Operations
Manager, Abolishing the Classification of Water Resources and Conservation Engineering
Manager, and Authorizing the-Position Allocations of Environmental Services Manager and
Operations Manager and Eliminating the Positions of Water Resources and Conservation
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Engineering Manager and.Engineering Manager in the Public Works-and Utilities Department.
BACKGROUND
The Public Works-and Utilities Department,is responsible'.for the development, management and
implementation of capital improvement projects; development engineering;transit, harbor and
airport operations;parks and facilities>maintenance;•operation, maintenance, and repair of
utilities, storm drains, streets,sidewalks, and signs and;striping; fleet,and equipment
maintenance; permit compliance;:'operation;and.maintenance of wastewater treatment and sewer
pumping facilities;'water quality control laboratory; solid waste and stormwater management;
and water conservation. With the merger of the Public'Works Department and.Department of
Water Resources and Conservation, the Director of Public Works and Utilities currently has six
divisions under its direction. The Utility'Manager classification is responsible for managing the
installation, maintenance, repair, operations, expansion; and relocation of water:supplies and
distribution systems, surface-water management systems, wastewater collection systems and
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Agenda Review.
City Attorne Finance'Dir. tor / ity Manager 1
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water recycling programs;,meter reading;;testmg;and repair;^backflow prevention and testing;
utility.mapping,andhydrantrepair and maintenance: The'Water Resources and Conservation
Engineering Manager, whichsis currently vacant, supervised the developmentof professional
engineer-ing-and-enviioninental studies; oversees planning''forr future needs of the water, surface
water management, and wastewater treatment and recycling systems; and coordinated the
preparation of capital improvement programs and budgets. The incumbent currently allocated to
the Utility Manager is retiring and the Water Resources and Conservation Engineer Manager
position is currently vacant.
DISCUSSION
Bryce Consulting (Bryce) was:retained by the City of Petaluma,to conduct a classification study
of select positions within the,Public Works and.Utilities Department. Due to a pending
retirement and a current vacancy; the two positions included inthisstaff report were separated
from the larger study because the;Department has a need to recruit:and'fill the positions as soon
as possible. Bryce revised and developed classification descriptions and recommended salaries
for the proposed Environmental,Services Manager and'Operations Manager classifications,
based on a review of internal alignment.
The Department has a need for a,position that focuses on regulatory issues including,NPDES
permit compliance and ensuring that wastewater treatment plant, sewer pump stations and
recycled water system activities meet:regulatory requirements. In,addition, the position will
manage the water quality control laboratory and industrial wastewater discharge program as well
as the stormwater system, water conservation, and solid waste management programs. Bryce is
proposing a new classificationnof Environmental Services Manager,_recommending the Water
Resources and Conservation:Engineering classification,be.abolished.. The new classification
does not require registration as:Professional Engineer, but rather abackground and knowledge in
environmental and regulatory compliance as well as project:and contract,management and
strategic planning of water and wastewater improvements It is recommended that the salary for
the Environmental Services Manager be set 15% above the Environmental Services Supervisor,
which is the highest paid subordinate, for a maximum of$9,825-and-month or$117,902 per year
This recommendation ensures that'there is not compaction between the manager and highest
level supervised and provides a recommendation that is consistent with the respective
occupational family.
The Department currently has a Parks and Landscaping,Manager classification in addition to the
Utility Manager classification. The Parks and Landscaping Manager is:responsible for
overseeing the maintenanceand operation of the City parks, landscaped and recreational areas.
In addition, the City has a Public Works Manager position, currently vacant, that had previously
been responsible for overseeing streets, signs, striping and fleet maintenance. The Department
has a desire to combine the functions currently under the Parks and Landscaping Manager,
Public Works Manager and the Utility Manager into one division. This organizational change
will reduce the number of direct reports to the Director of Public Works and Utilities and.
combine functions that rely on similar resources, personnel, equipment and materials with the.
hope of creatinga more efficient and streamlined division and'one that can more readily share
resources. Bryce is=recommending the classification of Operations;Manager, with responsibility
for managing the division to include the operation, repair and maintenance of utilities,,streets;
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sidewalks, signs, and striping,•fleet; parkssanWbuildings., The,position currently allocated to the
Parks and Landscaping:Manager classification.is part of the larger revieW of positions within the •
Department, with the recomtrtended organizational change taken into consideration. It is
recomfriended;that the salary for the Operations Manager $9,603 per month or$115,232 per
year, which:is approximately 10%below the Engineering Manager and City Engineer and 12%
above the Parks:;and Landscaping Manager.
The recommendation represents acost-effective means:to provide:the;Department with the.
management support and expertise necessary to comply-withancreasingregulatory requirements
as well as to share=resources. Therefore, it is respectfully recommended that,the City Council
approve the classifications and position allocations of Environmental Services Manager and
Operations Manager and authorize the abolishment of the Water Resources and Conservation
Manager classification and eliminate the positions of Water Resources and Conservation
Manager and Engineering Manager. At some point after the incumbent Utility Manager retires
staff intends to request that,the classification ofiltility Manager be abolished and the position be
eliminated.
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Staff anticipates advertising forthe recruitmentlof the two new positions immediately upon
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authorization by City Council. The recruitment process is,expected to take six months from the
point the positions are advertised until'the successful candidates'assume their new positions
taking,into consideration the,time necessary to advertise, review applications, initial screening,
detailed testing and interviews, and relocation time.
FINANCIAL IMPACTS
The top step salary for Water Resources and Conservation Engineering,Manager and
Engineering Manager is $126,755 and the recommended top step salary for Environmental
Services Manager is $117,902p The current top'step salary for Utility Manager is $102,523 and
the recommended top step salary for Operations Manager is.$115,232.'The department has
adequate funding in the:budgetto cover the difference between the existing positions, Water
Resources and Conversation Engineering Manager and'-Utility Manager, and the proposed
respective positions of Environmental ServicesNanager and.Operations Manager.
ATTACHMENTS
1. Resoliitiomand.Exhibit A and B
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Attachment 1
AMENDING THE CLASSIFICATION-AM/COMPENSATION PLAN BY
ESTABLISHING THE NEW CLASSIFICATIONS AND PAY RANGES OF
ENVIRONMENTAL SERVICES MANAGERAND OPERATIONS MANAGER,
ABOLISHING THE CLASSIFICATION OF WATER RESOURCESAND
CONSERVATION,ENGINEERING MANAGER,AND AUTHORIZING THE
POSITION,ALLOCATIONS OF ENVIRONMENTAL SERVICES MANAGER
AND OPERATIONS.MANAGER AND ELIMINATING THE POSITIONS OF
WATER RESOURCES AND CONSERVATION'.ENGINEERING MANAGER
AND ENGINEERING`MANAGER'IN THE PUBLIC WORKS:AND UTILITIES
DEPARTMENT
WHEREAS, the City,wishes to keep current its Classification and Compensation
Plan; and amendments and'orrevisions to the Classification and Compensation,Plan are
effective upon approval by the City Council; arid,
WHEREAS,the CityManager/Personnel Officer has determined that certain
duties and responsibilities are:appropriately allocated to the classifications,of
Environmental Services Manager and Operations Manager(as attached:hereto and
marked Exhibit A and Exhibit B);.and,
WHEREAS, the pay ranges for the classification of Environmental Services
Manager and Operations Manager as listed below, is hereby recommended, effective with
the adoption of this Resolution;Ind,
Environmental Services Manager $8,084.42 to $9,826.67
Operations Manager $7,900.14 to $9,602.67
WHEREAS, the classification of Water Resources and Conservation Engineering
Manager is found to-be unnecessary at the present tithe and for the foreseeable future;
and,
• WHEREAS, the 'positions of Water Resources and Conservation Engineering
Manager and Engineering:Manager are vacant and will not be used at the present time
and for the'foresaeable future.
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WHEREAS, a need-,exists in the Public Works and Utilities Department for the
positions of Environmental Services Managerand Operation's Manager.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of
Petaluma:
1. Approves the amendments to the Classification and Compensation Plan as
written in this Resolution including the amendment in the Competitive
Service of the Personnel.
"System.
2. Takes this action pursuant to Personnel Code 3.04:020 and.Personnel
Rules and Regulations;(Rule IV-Classification and Rule V—
Compensation)'and, that the notice ofthis:action has been properly posted.
3. Abolishes°the classification of Water Resources and Conservation
Engineering Manager.
4. Authorizes the:position allocations ofEnvireninental Services Manager
and Operations,Manager and eliminates the positions of Water Resources
and Conservation Engineering Managerand Engineering Manager in the
Public Works and'Utilities Department effective with the adoption of this
Resolution.
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Exhibit A
w�e'.L U4. CITY.OF-PETALUMA
tr• pyu e .CLASS.SPECIFICATION
Date:
ca' .
'la se; kb-Class:
Environmental Services Manager
Summary'
To„plan, organize, direct, and coordinate activities of the Environmental Services Division within,the
Public Works and Utilities Depattuient including permit.compliance, operation of wastewater
treatment and sewer pumping facilities, recycled water,delivery, water quality control laboratory,
solid waste and storniwater management, and water conservation; to coordinate Environmental
Services activities with other divisions. and departments, to manage and oversee facilities master
planning; and to provide highly complex staff assistance to the Director of Public Works and
Utilities.
Class`Characteristics'
General direction is provided by the Director of Public Works and.Utilities; responsibilities include
the direct and indirect supervision of supervisory, professional, technical and support: services
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positions.
This position is'distinguished from the Environmental ;Services Supervisor and Water Recycling
Plant Operations Supervisor by its management responsibilities for division operations, staff and
activities, whereas the latter are responsible for supervising the operations of a section or group
within the division.
Essential Duties, Skills,and Demands of the:Position
The duties, skills, and demands described here are representative of those that must be met by an
emploYee to successfully perform the essential functions of this job.. Reasonable accommodations.
may be made to enable individuals with a disability to perform the essential duties, skills, and
demands.
Duties:
Develop and implement divisional goals, objectives, policies and procedures.
Plan, organize and direct Environmental Services activities including permit compliance; operation
of wastewater treatment facilities, sewer pump stations, and recycled water system; water 'quality
control:laboratory; industrial wastewater discharge; stormwater system; water conservation; and solid
waste management..
Direct, oversee and participate in the development of the Environmental Services Division •Work •
plan; assign workcactivities,projects and programs; monitor work flow; review and evaluate work
products`, methods, -and procedures.
Preparesthe Environmental,Ser.vices Division budget; assist in budget implementation; participate in
the forecast.of additional funds needed for staffing; equipment, materials and supplies; administer the
approved budget.
Recommend the appointment of personnel; provide or coordinate staff training; conduct performance
evaluations;. implement discipline procedures as required; maintain discipline and high standards
necessary for'the efficient and.professional.operation of the department.
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Environmental Services Manage
Provide;oversight,and directiOnirelaredJQNPDES MS4 permit,compliance for;stormwater discharge;,
develop and implement plans-for the implementation of stormwater utility and other dedicated
funding,sources. .
Review water usage reports and track progress of water conservation program; direct and oversee the
modification of program to meet regulatory requirement.
Prepare, oversee and administer solid waste hauling and other service contracts; identify and resolve
issues with contractor compliance and performance.
Provide land and permit management support to supervisory staff including obtaining environmental
clearance for use of dredge spoils'area.
Oversee master plan updates for wastewater facilities; stomiwater, utility district, rate reviews,.
ordinance changes, and program improvements.
Prepare a variety of reports, forms, correspondence and related documentation on division
operations; ensure all mandated forms and reports are properly'completed and filed in a timely •
manner.
Coordinate with outside•agenciestrelated'to the'operation of the City's wastewater treatment plant,
permit compliance, water conservation, and solid.;waste management.
Serve as a member of the department's executive team and participate.,in discussion and decisions
related to'department-wide activities impacting personnel,.facilities, quality goals and budgets.
Build and maintain positive working relationships with,co-workers, other City employees and the
public using principles of good customer service.,
Represent the division and department to outside agencies and organizations; participate in outside
community and professional"groups and committees; provide technical assistance as necessary.
Perform related duties as assigned.
Skills/Abilities:
Organize and direct activities associated with permit compliance, water quality, wastewater
treatment, water conservation,stormwater and solid waste.
Analyze-problems, .identify, alternative .solutions, project'. consequences of proposed.actions and
implement recommendations.in-support of goals.
Gain cooperation through discussion and persuasion.
Interpret and applyCity'and department policies,'procedures,'rulestand regulations:
Prepare and administer division budget.
Ensure division compliance with operational and mandated regulatory requirements.
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Environmental Services Manager
Manage, oversee and effectively:resolve issues'associated with complex environmental permitting
programs;•process improvements,and water supply issues:„
Manage complex projects, master plan updates, energy,audits and program improvements utilizing
• available resources effectively.
Read and interpret:financial reports in the monitoring of expenses,revenues and budget.
Interpret and understand,construction plans and basic engineering principles as they related to areas
of operation.
• Respond to inquiries or complaints,from customers, regulatory agencies; or members of the business
community.
Effectively present information to senior management, public groups, and/or City Council.
Prepare and present clear and concise technical and administrative reports.
Establish and maintain effectrve',working relationships with those contacted in the course of work.
Communicate clearly and concisely, both orally and in writing.
Physical Demands and Work Environment:
While performing the duties of this job, the employee is regularly required to use hands to finger,
handle, or feel;,reach with,hands and arms; and talk Or hear. The employee frequently is required to
stand, walk, and sit. The employee is occasionally required to climb or balance; stoop, kneel, crouch,
or crawl; and taste or smell. The employee must occasionally lift and/or move up to 50 pounds.
Specific vision abilities required by this job include .close vision distance vision, color vision,
peripheral vision, depth perception, and ability to adjust focus. While performing the duties of this
job, the employee is occasionally exposed to wetland/or humid conditions, moving mechanical parts,
fumes, or airborne particles,'toxic or caustic chemicals, outside weather conditions, and vibration.
The noise level in the work;environment is usually moderate.
Qualifications
Knowledge of
Principles and practices associated with the management and administration of environmental
programs including permit compliance, water quality, wastewater treatment, • solid waste
management, stormwater ntanagement,,and water conservation.
Principles, practices, and scientific theory associated with wastewater collection and treatment,
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permitting, industrial waste discharge, water recycling, stormwater management and solid waste
collection and recycling.
Advanced principles and practices of project management and contract administration.
Basic laboratory and field sampling procedures.
Principles and practices of leadership, motivation, team building and conflict resolution,
Pertinent local, State and Federal rules, regulations and laws.
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Environmental SeNices Manager
Modern office procedures and,,cotnputer equipment including asset management, data management,
customer request and work ordersystems.
Principles and practices oforganizational analysisand-manag"einent..
Budgeting procedures and techniques.
Practices and procedures of local government, regulatory agencies, and grant agencies.
Principles and practices of supervision, training and personnel management.
Education and Experience
Any combination equivalent to the education and:experience likely to_provide.therequired knowledge
and abilities would be qualifying. A typical way of gaining such knowledge and abilities would be:
Education:
A Bachelor's degree froth an accredited college or university with major work in environmental
sciences, chemistry, biology, engineering, or related field. A Master's degree and/or MBA are
desirable.
Experience:
Five years of increasingly responsible experience involving environmental services operations
including regulatory compliance and project management; at least two years of experience must
include project management and supervisory experience.
Licenses/Certifications:
Possession of Registration,as a.Professional Engineer within the State of California or other State
and/or Wastewater TreatmentOperator.'s certificate is desirable.
Possession of a valid California Class C,driver's license:
Established:
Resolution #: •
Department: Public-Works and Utilities
FLSA Status: Exempt
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Exhibit B
<VI%I Uet? CITY OF PETALUMA
CLASS SPECIFICATION
Date:
X8se- Job Class:
Operations Manager
Summary
To plan, organize, direct, and coordinate activities of the Operations Division within the Public.
Works and Utilities Department including the operation, repair, and maintenance of utilities,
stormdrains, streets, sidewalks, signs and striping, fleet,; parks and buildings; to coordinate
Operations activities with other divisions and departments; to participate in the planning,
development and implementation,of public works infrastructure systems that,meet the needs of the
community; to ensure compliance,with-..regulatory agency standards and operational and maintenance
requirements; and to provide highly complex staff assistance to the Director of Public Works and
Utilities.
Class Characteristics
General direction is provided"by the Director of Public Works,and Utilities; responsibilities include
the direct and indirect supervision of supervisory,'technical and support services positions.
This position is distinguished from the Utility Operations Supervisor- by its management
responsibilities for, division, operations, staff and activities, whereas the latter is responsible for
supervising the operations of asection or group within the division.
Essential Duties,Skills, and Demands of the Position
The duties, skills, and demands:described here are representative of those:that must be met by an
employee to successfully perform the essential functions of this job. Reasonable accommodations
may be made to enable individuals with a disability to perform the essential duties, skills, and
demands.
Duties:
Develop and implement divisional goals, objectives, policies and procedures.
Plan, organize and direct operations, maintenance and repair activities involving water distribution
and storage systems, sewer collection, stormwater conveyance; .streets and sidewalks, signs and
striping, fleet equipment, parks, and building facilities.
Direct, oversee and participate in the development of the Operations Division work plan; assign work
activities, projects and programs; monitor workflow; review and evaluate work products, methods,
and procedures.
Prepare the Operations Division budget, assist in budget implementation; participate in the forecast
of additional finds needed for staffing, equipment, materials and supplies; administer the approved
budget.
Recommend the appointment of personnel; provide or coordinate staff training; conduct performance
evaluations; implement discipline procedures as required; maintain discipline and high standards
necessary for the efficient and professional operation of the:department.
Develop and implement plans for public works and utilities improvements and modifications; serve.
as project director ensuring the needs of the City are met:and project conforms to City standards,
expectations, timeline, and budget.
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Operations Manager -
Oversee the,maintenance and'-utilization of an asset management;:flood monitoring, customer service
. -request,and work order systems to ensure,the efficient and effective completion of tasks associated
with the maintenance.of public works infrastructure;"accurately;track-costs and asset condition data.
Develop and implement a safety and emergency response program for field operations and. the
department; monitor program effectiveness.and make adjustments as required.
Interpret and provide direction on new regulatory requirements and their impact on operations;
ensure that any required operational changes are communicated to technical staff and higher-level.
management.
Prepare a variety of reports; forms, correspondence- and ,related documentation on division
operations; ensure all mandated forms and reports are;properly completed and filed in a timely
Manner.
Prepare specifications and.make recommendations;for new'equipment,and supplies; recommend the
purchase of new equipment and supplies as necessary; prepare and manage contracts.
Coordinate with outside agencies related to the, installation, repair, maintenance and operation of
public works infrastructure;review and resolve operational issues.
Oversee utility billing, meter reading, and backflow prevention systems; manage rate reviews and
updates.
Serve as a member of the department's executive team and participate in discussion and decisions
related to department-wide activities impacting personnel, facilities, quality goals and budgets.
Build and maintain positive working relationships with co-workers, other City employees and the
public using principles of good customer service.'
Represent the division and department to outside agencies and organizations; participate in outside,
community and professional-groups and committees; provide technical assistance as necessary.
Perform related duties asl assigned.-
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Skills/Abilities: •
,Organize and direct.activities associated with the operation, maintenance, installation and repair of
public-Works infrastructure.
Analyze problems; identify -alternative solutions, project consequences of proposed actions and
implement recommendations in support of goals.
Gain cooperation through discussion:and persuasion.
Interpret'and apply City and department policies, procedures,.rules and regulations.
Prepare and administer division budget including related elements of capital improvement-plan
budget.
Ensure division compliance with operational and mandated regulatory requirements.
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Operations Manager
Interpret and:understand construction plans and basic"engineering principles asatheyrelate to areas of
operations. -
,Interpret,prepare,.amend and manage contracts related;to-areas:of operation.
Manage:a'variety of projects related''to the operations, maintenance, installation and repair of public
works infrastructure.
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Read and interpret financial reports in the monitoring of expenses, revenue and budget.
Respond to inquiries orcomplaints from customers, regulatory agencies, or members of the business
community.
Effectively present information to senior management, public groups,and/or City Council.
Prepare and present clear and.concisetechnical and administrative reports.
Establish and maintain effective workingrelationships with'those contacted in the course of work.
Communicate clearly and•concisely, both orally and in writing.
Physical Demands and Work Environment:
While performing the duties,of this job, the employee is regularly required to use hands to finger,
handle, or feel; reach with hands and anus; and talk or hear. The employee frequently is required to
stand, walk, and sit. The employee is occasionally required to climb or balance; stoop, kneel, crouch,
or crawl; and taste or smell. The employee must occasionally lift and/or move up to 50 pounds.
Specific vision abilities required by this job include close vision, distance vision, color vision,
peripheral vision, depth perception, and ability to adjust.focus. While performing the duties of this
job, the employee is occasionally,exposed to'wet,and/or humid conditions, moving mechanical parts,
fumes, or airborne particles, toxic or caustic chemicals, outside weather conditions, and vibration..
The noise level in the work environment is usually moderate.
Qualifications
Knowledge of
Principles and practices associated,with the maintenance and operations of water distribution and
storage, sewer collection, stormwater conveyance, street pavement, signs and striping, fleet
equipment, parks and building;:systems.
Principles and practices of water"distribution and water'quality including sources of supply, water
quality methods, and'disinfecting techniques.
Advanced principles and practices of project management and contract administration.
Principles and practices of leadership, motivation, team building and conflict resolution.
Pertinent local, Stateand Federal rules, regulations and laws.
Modern office procedures and computer equipment including; the use of a comprehensive asset
managernentsystem., customer request management system and work order system.
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Exhibit B
Principles:and practices of organizational'
Budgeting procedures and,techniques;
Methods and techniques, of developing and iinpleinenting a comprehensive ;emergency response
program.
'Occupational health,and safety standard practices.
Methods and'techniques'ofanalyzing.and inte'rpretingdata and statistics.
Principles and practices:of supervision; training and personnel
management:
Education and Experience.
Any equivalentto,,theeducation and experience likely to provide the required knowledge
and abilities wouldbe qualifying:A;typical:way'of gaining suck:knowledge and abilities would be:
I Education: •
A Bachelor's degree from an accredited college or university with major work in engineering,
construction management, environmental sciences, public administration, business administration, or
related field. A Master's degree;is highly desirable.
Experience:
Five years of increasingly responsible experience involving the,operation, maintenance, installation,
and!repair of a variety of public works infrastructure; at least two years of experience must include
project and supervisory experience.
Licenses/Certifications:
Possession of a valid California Class C driver's license.
Possession of a California Department of Health Services Grade 5 Water Distribution Operator's
Certificate may be required.
Registration as a Professional Engineer.within the State of California or other State is desirable:
Established:
Resolution#:
Department: Public Works'and Utilities
FLSA Status: Exempt
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