CS-214 Position Description Form



CS-214Rev 11/2013Position CodePHYPSPV2State of MichiganCivil Service CommissionCapitol Commons Center, P.O. Box 30002Lansing, MI 48909POSITION DESCRIPTIONThis position description serves as the official classification document of record for this position. Please complete this form as accurately as you can as the position description is used to determine the proper classification of the position. 2.Employee’s Name (Last, First, M.I.)8.Department/AgencyHealth and Human ServicesKalamazoo Psychiatric Hospital3.Employee Identification Number9.Bureau (Institution, Board, or Commission)Hospitals & Centers4.Civil Service Position Code Description10.Division Physical Plant Supervisor-2 (13)Facilities Services Administration5.Working Title (What the agency calls the position)11.SectionFacility Services ManagerFacilities Maintenance6.Name and Position Code Description of Direct Supervisor12.UnitGordon Norris, Administrative Service DirectorPhysical Plant7.Name and Position Code Description of Second Level Supervisor13.Work Location (City and Address)/Hours of WorkJill Krause, Hospital Director1312 Oakland Drive, Kalamazoo, MIMonday-Friday / 7:30 am – 4:00 pm14.General Summary of Function/Purpose of PositionDirect and assess the operation of the Maintenance Department while supervising and planning the work of the Hospital’s maintenance staff. Also manages the Safety Department.15.Please describe the assigned duties, percent of time spent performing each duty, and what is done to complete each duty.List the duties from most important to least important. The total percentage of all duties performed must equal 100 percent.Duty 1General Summary of Duty 1% of Time 25Provide leadership to the maintenance crew leaders/employees, plan the project maintenance efforts, and achieve the completion of maintenance responsibilities through the department’s crew leaders.Individual tasks related to the duty.Plan, organize and direct facility maintenance activities.Ensure that all Joint Commission and CMS requirements are met in regards to facility changes that need to be made.Inspect buildings, grounds and facilities for proper maintenance, needed repairs and improvements.Identify maintenance issues to be resolved.Identify maintenance projects which will improve the quality of care or environment provided to Hospital consumers.Evaluate and assess the required resources necessary for the completion of established work responsibilities.Maintain an organized identification of all requested/pended Hospital projects, including project resource/cost estimation.Coordinate development of the necessary planning documentation for Hospital maintenance projects, including definition of project scope, determination of maintenance implications, estimate of project resource/cost needs, construction drawings, etc.Provide information to maintenance staff on the building construction and occupational/safety/health hazard standards and codes needed in the conduct of maintenance responsibilities.Interpret and maintain the facility in compliance with applicable building health, safety, fire and environmental codes and regulations; initiating required corrective action as necessary.Establish and promote the performance of quality workmanship by maintenance staff during the performance of their responsibilities.Propose new maintenance alternatives which improve the appearance and functional operation of the Hospital, or reduces that maintenance/operational cost of the Hospital.Determine the training requirements for the maintenance staff in order that they may attain proficiency in their responsibilities.Train maintenance staff as required to achieve a high level of staff competency.Assess/analyze the completion of routine maintenance work orders, considering how uncompleted work orders will be addressed.Provide counsel and leadership relative to the attitude and conduct of the maintenance staff.Approve time and attendance for the maintenance staff.Approve overtime utilization by the maintenance staff.Formulate policies, procedures and standard operating practices for maintenance employees.Interview, select and assign staff as necessary to maintain the Hospital’s maintenance operation.Duty 2General Summary of Duty 2% of Time25Directly supervise the Hospital’s maintenance crew leaders/employees in the performance of their duties.Individual tasks related to the duty.Review and assess the crew leader’s prioritization of the Hospital’s routine maintenance needs.Evaluate and assess the efficient utilization of maintenance staff in the conduct of work responsibilities.Supervise the conduct of scheduled projects to ensure timely completion.Supervise the conduct of scheduled preventative maintenance efforts by maintenance staff.Ensure that performed maintenance work is of the highest quality and efficiently performed.Oversee the conduct of contract vendor work to ensure acceptable and quality workmanship.Inspect in-house and contract work projects for conformance with job specifications, applicable building standards/codes and the department’s standard operation practices.Evaluate maintenance staff performance with the input of the department’s crew leaders, and conduct/document annual performance evaluations.Document employee competency assessment.Conduct an annual risk assessment of the hospital buildings and grounds and assign appropriate staff to make necessary repairs.Duty 3General Summary of Duty 3% of Time25Manage the Maintenance Department.Individual tasks related to the duty.Meet with Hospital department/office directors on matters related to the provision of requested/required service.Meet and confer with union representation on matters affecting the maintenance operation.Authorize the purchase of supplies and materials necessary for the conduct of Hospital maintenance responsibilities.Prepare contracted maintenance specifications and documentation necessary for obtaining contract vendor service.Follow all DTMB guidelines in regards to purchasing, bidding, proposals and service contracts.Propose new work methodologies and/or staffing assignments which may be necessary to achieve efficiency and effectiveness in the provision of maintenance services to the Hospital.Identify and propose departmental policy/procedure for quality maintenance operations.Evaluate and assess the required resources necessary for the completion of established work responsibilities, i.e., routine maintenance, scheduled projects, preventative maintenance, etc.Evaluate and assess methods of increasing the amount of maintenance resource hours available for the conduct of projects.Regularly identify maintenance projects which will improve the quality of care or environment provided to Hospital consumers.Regularly report to Hospital administration on the progress of scheduled projects.Regularly report to Hospital administration on the status of requested routine maintenance work.Regularly provide reports necessary to support the Hospital’s preventative maintenance efforts.Maintain an efficient maintenance office which allows for accurate and organized record keeping, i.e., status of ordered supplies necessary for the completion of scheduled work, facility drawings, etc.Assess the maintenance staff’s performance of their preventative maintenance and utility management responsibilities.Maintain a process to access all Hospital equipment in order to determine the appropriateness of inclusion into the Hospital’s Preventative Maintenance/Utility Management Program.Assist the Administrative Officer in the automation of the Preventative Maintenance Program.Meet with Hospital department/office directors on matters related to asbestos abatement in their areas of responsibility.Oversee the functioning of the Hospital’s Key Coordinator, who is charged with maintaining the KPH Key Control Program.Manage a Maintenance Department Budget and monitor the expenditures authorized to be charged against the budget and determines the facility’s maintenance budgetary needs.Represent the Hospital at construction meetings involving Department of Management & Budget, Office of Facilities staff and contract vendors.Attend and participate in monthly administrative staff meetings.Represent the Maintenance Department on the Environment of Care Committee.Perform related work as assigned.Oversee patient transport to scheduled appointments state wide.Oversee hospital equipment and inventory.Oversee hospital space utilization.Duty 4General Summary of Duty 4% of Time 5Prepare all documentation required in the determination of the Hospitals capital outlay needs, and in the preparation of an annual capital outlay budget.Individual tasks related to the duty.Identify and propose capital outlay needs for the Hospital.Conduct an annual review of facility buildings and systems, for determination of conditions and changes in such.Prepare documentation estimating the scope and cost of proposed capital improvement projects.Meet with design people, engineers, DTMB project coordinators and contractors in the preparation and completion of projects.Duty 5General Summary of Duty 5% of Time 15Manage the Safety Department.Individual tasks related to the duty.Ensure all Joint Commission, CMS, MIOSHA, local Fire Marshall, and other regulatory agencies safety standards and guidelines are adhered to.Make sure all internal Hospital policies regarding safety, are being followed.Generate and implement new ideas that will make the hospital safer.Hold regular meetings with the FSO Supervisor, and staff, when necessary, to maintain communication, boost morale, and confirm that the Safety Department workflows are adequate and efficient.Duty 6General Summary of Duty 6% of Time 5Establish parameters for utilities received from the Power Plant for the efficient operation of the hospital’s utility system.Individual tasks related to the duty.Work with the Power Plant superintendent for a consistent supply of utilities to the Hospital.Make adjustments to utilities when needed to keep consistent supply to the Hospital.Contact Power Plant supervisor or operator when changes are needed.Oversee repairs needed to the utility infrastructure connecting the Power Plant and Hospital. Trouble shoot and assign necessary repairs in the event of the disruption of any of the utilities supplied to the Hospital.Assess condition of equipment and assign necessary repairs or replacement/upgrades when needed such as replacement of electrical transformers and switchgears.Oversee soft water generating system that was installed in the Hospital as backup to the Power Plant.16.Describe the types of decisions made independently in this position and tell who or what is affected by those decisions.Set priorities in order to meet all deadlines. Plan and analyze the utilization of maintenance resources. Conduct the Hospital’s Preventative Maintenance Program. Coordinate maintenance activities for the Hospital, and assist departmental directors and managers in the establishment of their maintenance needs.Coordinate with the Power Plant superintendent for a consistent supply of utilities to the Hospital.The decisions of this position with the Power Plant affect the entire Hospital community.17.Describe the types of decisions that require the supervisor’s review.Changes in established standard operating practices in the Maintenance and Safety Departments, or implementation of major policy or process changes. When policy decisions affect departments beyond Maintenance and Safety, or when the decisions are likely to result in negative responses.18.What kind of physical effort is used to perform this job? What environmental conditions is this position physically exposed to on the job? Indicate the amount of time and intensity of each activity and condition. Refer to instructions.Extensive walkingClimbing ladders and working in heightsWorking in attics, roofs or tunnelsOccasionally working in extreme heat or coldExtensive use of personal computerExposure to steam, electricity and waste water19.List the names and position code descriptions of each classified employee whom this position immediately supervises or oversees on a full-time, on-going basis. (If more than 10, list only classification titles and the number of employees in each classification.)NAMECLASS TITLENAMECLASS TITLEJohannes KoldenhofGeneral Office Assistant E (6)Nine (9)Maintenance Mechanic E (9)Doug BaileyElectrician Master Licensed A (11)Two (2)Motor Vehicle Operator E (6)Eric SandersMaster Licensed Plumber A (11)James CraneFSO Supervisor 1 (9)Leroy HoardMaintenance Mechanic A (10)Two (2)Electrician Master Licensed E (10)20.This position’s responsibilities for the above-listed employees includes the following (check as many as apply):XComplete and sign service ratings.XAssign work.XProvide formal written counseling.XApprove work.XApprove leave requests.XReview work.XApprove time and attendance.XProvide guidance on work methods.XOrally reprimand.XTrain employees in the work.22. Do you agree with the responses for Items 1 through 20? If not, which items do you disagree with and why?Agree23.What are the essential functions of this position?Provide leadership to the Maintenance and Safety employees.Plan the Hospital’s project maintenance efforts.Supervise the maintenance employees in the performance of their duties.Assess/analyze the maintenance operation.Manage the Maintenance and Safety Departments.Coordinate with the Power Plant to maintain an efficient utility management system.Ensure that the hospital environment is safe for patients, staff and visitors.24.Indicate specifically how the position’s duties and responsibilities have changed since the position was last reviewed.The Facilities Services Supervisor now has complete responsibility to create and submit the annual Capital Outlay budget.25.What is the function of the work area and how does this position fit into that function?The Maintenance Department is charged with improving the Hospital’s physical appearance, functional operation and safety through quality maintenance efforts, as well as, maintaining the Hospital’s Preventative Maintenance Program in a manner acceptable to the Joint Commission for Accreditation of Hospital Organizations.This position provides the planning necessary to establish a predictable maintenance direction for the Hospital, as well as, the leadership to, and supervision of, the maintenance staff during the conduct of their responsibilities in support of the department’s function. Additionally, this position provides the oversight of the Hospital’s Preventative Maintenance Program.The Safety Department is charged with ensuring that the Hospital operates in a safe manner. This position has overall responsibility for safety procedures, concerns and issues related to the Hospital.26.What are the minimum education and experience qualifications needed to perform the essential functions of this position?EDUCATION:Education typically acquired through completion of high school.EXPERIENCE:Three years of experience as a supervisor of two or more skilled building trades; i.e., buildingconstruction, alteration, maintenance, and/or repair, including one year equivalent to a Building TradesSupervisor 11.ORTwo years of experience equivalent to a Power Plant Supervisor 11 or Maintenance MechanicSupervisor 11.OROne year of experience equivalent to a Physical Plant Supervisor 12.ORSix years of power plant operator or maintenance mechanic experience, including three yearsequivalent to a Power Plant Operator 10 or Maintenance Mechanic 10; six years of building tradesexperience, including three years equivalent to a Building Trades Crew Leader E10; or six years ofskilled trades experience, including three years of crew leader experience equivalent to the 10 level instate service.KNOWLEDGE, SKILLS, AND ABILITIES:Thorough knowledge of:Principles, methods and practices used in building construction and building maintenance.Installation, operation and maintenance of motors, pumps, pressure systems, water systems, etc.Building construction standards and codes.Construction labor and cost estimation practices.Occupational, safety and health hazard standards, and precautionary work practices.Personnel practices and union agreements.How electronic inventory systems work.Ability to:Plan, organize and coordinate facility maintenance programs.Plan, design and layout work projects.Prepare drawings and specifications.Create spreadsheets and word processing documents.Collect, organize and interpret data and prepare accurate reports.Present data/information in a clear and understandable manner.Solve difficult and complex mechanical municate effectively with others.Maintain favorable public relations.Understanding of Life Safety codes.Understanding of Power Plant operations and requirements.CERTIFICATES, LICENSES, REGISTRATIONS:None requiredNOTE: Civil Service approval of this position does not constitute agreement with or acceptance of the desirable qualifications for this position.I certify that the information presented in this position description provides a complete and accurate depiction of the duties and responsibilities assigned to this position. Supervisor’s SignatureDateTO BE FILLED OUT BY APPOINTING AUTHORITYIndicate any exceptions or additions to statements of the employee(s) or supervisors.I certify that the entries on these pages are accurate and complete. Appointing Authority SignatureDateTO BE FILLED OUT BY EMPLOYEEI certify that the information presented in this position description provides a complete and accurate depiction of the duties and responsibilities assigned to this position. Employee’s SignatureDateNOTE: Make a copy of this form for your records. ................
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