Internal Services Manager

Salary: $106,346.00 - $149,639.00 AnnuallyLocation : Winnetka, ILJob Type: Full-timeJob Number: 20250218Department: Public WorksOpening Date: 02182025 General PurposeThe Internal Services Manager plans, assigns, directs and oversees day-to-day, emergency and training activities for the Fleet and Facilities Divisions, performs administrative work related to the operations of both divisions and oversees the Department's overall safety and training programs. This position is a 'working' supervisor where the incumbent may at times perform work alongside employees supervised. Repair and maintenance activities include the Village's entire fleet (including but not limited to vehicles, and equipment such as small generators, saws, etc.) and the structural, mechanical and miscellaneous systems of each facility assigned. This position oversees contractual work as needed. Essential Functions:Assist the Director and Assistant Director in strategically planning, organizing, and directing Fleet and Facilities related programs and operations of the Department.Assist in the development and administration of the Division's annual operating and capital improvement budget, forecast operating funds needed for staffing, equipment, materials, and supplies, monitor and approve operating expenditures and recommend adjustments as necessary. Identify and make recommendations for administering the Department's workload, programs, resources, and projects in Fleet and Facilities divisions. Evaluate and recommend new procedures andor best applications to maximize efficiency of operations, control costs, and more effectively utilize labor, equipment, and material resources to enhance service delivery. Manage the services of the Fleet and Facilities Division activities and operations including, but not limited to planning, assigning, inspection, and providing high level oversight of the work of crews as needed. Review daily work assignments of Fleet Division and prepare daily assignments for the Facilities Division as necessary. Carry out supervisory responsibility for Fleet and Facilities divisions in accordance with policies, procedures, and applicable laws, including interviewing, recommending hiring decisions, and training staff; planning, assigning, and directing work; establishing deadlines; appraising performance; rewarding and disciplining employees; coordinating, developing, and approving staff training; and addressing complaints and resolving problems. Assist in administration of collective bargaining agreement as applicable.Participate in andor assist with union contract negotiations and assist the Director with labor relations matters as needed. Ensure compliance with all applicable Federal, State, and local laws, rules and regulations regarding the operation, maintenance and repair of Fleet and Facilities.Receive and resolve complaints and concerns pertaining to Public Works Fleet and Facilities activities evaluate and determine nature of issue, required personnel, equipment, and materials to resolve issue(s) in accordance with Village department policies and procedures. Refer major problems, complaints, or policy issues to the Director andor Assistant Director as necessary.Ensure workforce preparedness for Fleet and Facilities emergencies; assess emergency situations to determine and direct actions to be taken in response.Ensure best utilization of Village resources and determine when to call in private contractors or other personnel to undertake or complete Fleet and Facilities projects.Confer with suppliers, sellers, and consultants; place orders for andor recommend contract awards for equipment, materials, improvements, supplies, and services.Monitor the condition of facilities via scheduled inspection and address routine maintenance items. Assure all Village life safety equipment such as first aid kits, fire extinguishers, and AED's are stocked and functional.Develop maintenance schedules for facilities and oversee the work completed by staff andor contractors to ensure conformance to standards. Gather and analyze computerized maintenance management system data and service requests to establish overall Fleet and Facility maintenance, major maintenance and preventative maintenance programs and schedules.Serve as project manager in planning, organizing and coordinating capital project activities for facility capital projects, including but not limited to negotiating contracts, and coordinating with consultants and construction contractors regarding various projects.Learn and maintain knowledge of procedures and proper equipment operation to assure a safe work environment, according to local, state and federal requirements. Ensure compliance with OSHA mandated safety training. Make recommendations on the departmental safety program including procedural, equipment, and operational function to improve Departmental safety.Manage delivery of safety programs for the Division including but not limited to action planning for safety programs.Serve as Departmental general training coordinator to ensure staff are properly trained to perform duties as assigned. Coordinate training logs with Customer Service Representative (CSR) and manage related training records. Assess staff education and development needs and plan and implement instructional or development programs to meet those needs including in-house and external programs.Monitor Division "Right to Know" documentation and software. Distribute to appropriate staff.Provide excellent customer service, respond to citizen inquiries, investigate complaints, and explain work situations and activities.Prioritize and address issues as identified in the facility assessment study to achieve effective and efficient management of Village facilities as determined by the Public Works Director.Perform public works activities related to snow and ice control, leaf collection, material loading, hauling, fleet and facility operations, and respond to emergency calls as needed.May serve as acting Director or Assistant Director as needed.Attend and participate in professional group meetings, staying abreast of new trends and innovations in the fields of Fleet, Facility and Safety Operations.Perform other duties as assigned. Desired Minimum Qualifications Graduation from high school or GED equivalent.Ten (10) years' minimum work experience in the Public Works field with a preference for fleet or facilities focus and or any combination of training, work experience, and education.Certified Facilities Manager (CFM) preferred. Must obtain certification within eighteen (18) months of hire.Valid State of Illinois Commercial Driver's License (CDL) Class A with air brake endorsement preferred. Other Requirements Read, clearly speak, and legibly write the English language.Thorough knowledge of the methods, materials, tools, and standard practices of the automotive mechanic trade, facilities technician, andor relevant field.Demonstrated skill and aptitude in the use of mechanical tools and various diagnostic equipment and machines.Ability to interpret diagrams, blueprints, catalogs, and work orders.Working knowledge of the hazards and safety precautions common to fleet maintenance and repair activities.Working knowledge of the practices, methods, materials, and tools used in modern equipment maintenance.Exercise resourcefulness and tact in solving problems.Evaluate, prioritize, and process multiple, diverse, short and long-term projects.Considerable knowledge of general public works labor activities.Excellent customer service skills.Ability to establish and maintain satisfactory and collaborative working relationships with subordinates, consultants, contractors, vendors, other operating departments, municipalities, and the general public.Working knowledge of Microsoft Word, Outlook, and Excel, and the ability to learn Fleet Analysis and Work Order software.The weekly work schedule is normally 40 hours in duration, Monday through Friday 7:00 a.m. to 3:30 p.m., but may be extended in the event of emergency, disaster, workload, administrative obligations, or work in progress. Position Range: $106,346 - $149,639 annual, DOQ. Note: This is a non-union, exempt position. Village of Winnetka For questions or assistance, please contact Ann Eriksson, Human Resources Manager, at (847) 716-3546 or Benefits Effective 112025 BlueCross BlueShield Health Insurance - PPO Plan 1 Highlights: Deductible: $400 (per person, in-network) Office Visit: $20 Co-Insurance: 90% (in-network), 70% (out-of-network) Employee Rate (24 pay checks): Employee Only: $59.13 Employee + 1: $118.25 Family: $168.81 BlueCross BlueShield Health Insurance - PPO Plan 2 Highlights: Deductible: $5,600 (per person, in-network) Office Visit: Deductible applies, then $0 Co-Insurance: 100% (in-network), 80% (out-of-network) Employee Rate (24 pay checks): Employee Only: $45.47 Employee + 1: $90.95 Family: $129.83 BlueCross BlueShield Health Insurance - HMO Highlights: Deductible: Unlimited Office Visit: $20 Co-Insurance: 100% (in-network) Employee Rate (24 pay checks): Employee Only: $43.53 Employee + 1: $87.08 Family: $124.27 Delta Dental PPO: Deductible: $50 (per person) Annual Maximum: $1,500 (per person) Employee Rate (24 paychecks) Single: $0 Employee + 1 Dependent: $20.74 Family: $47.47 EyeMed Vision Insurance: Annual Eye Exam Co-pay: $0 Annual Frame Allowance: $200, plus 20% off the balance over $200 Annual Lens Allowance: $200 Employee Rate (24 paychecks) Single: $0.00 Employee + 1 Dependent: $4.24 Family: $8.44 Securian Life Insurance: All employees receive Village-paid basic term life coverage valued at 1x base salary and Employee Assistance Program (EAP) services Optional Life Insurance with Accidental Death and Dismemberment (AD&D) Coverage for Employees, Spouses, and Children is available for purchase (100% Employee-Paid) National Conference on Public Employee Retirement Systems (NCPERS): Voluntary life insurance for Illinois Municipal Retirement Fund (IMRF) employees (optional for purchase) Discovery Benefits Flexible Spending Accounts (FSA): Pre-tax dollars the employee may allocate to pay for qualifying out-of-pocket medical, dental, and vision expenses and for the care of dependents Securian Accident, Critical Illness, & Hopsital Indemnity plansRetirement Savings Plans Illinois Municipal Retirement Fund (IMRF): Mandatory pension plan for non-sworn public employees. Employees Contribute 4.5% of their wages bi-weekly (26 paychecks) Voluntary Additional Contribution savings plan available ICMA Retirement Corporation: Optional 457 Deferred Compensation Plan (pre-tax savings) Optional Roth 457 Plan (post-tax savings) Optional Roth IRA Plan (post-tax savings) Nationwide Retirement Solutions: Optional 457 Deferred Compensation Plan (pre-tax savings) Paid Leave Sick Leave: 12 sick days per year Maximum sick leave accrual is 180 days Vacation Earning Schedule: 1st - 4th year: 10 days 5th - 7th year: 1 additional day (14 days at 8th year) 9th year: 15 days 10th - 13th year: 1 additional day (20 days at 14th year) 15th - 21st year: 21 days 22nd year: 22 days 23rd year: 23 days 24th year: 24 days 25th & subsequent: 25 days Employees can carry over one year's earning of vacation days Personal Days: 5 personal days each calendar year (cannot be carried over year-to-year) Village Holidays: New Year's Day Memorial Day Independence Day Labor Day Thanksgiving Day Day After Thanksgiving Christmas Day Other Benefits Commuter Benefits Employees utilizing public transportation to commute to work may use pre-tax dollars to pay for transit passes and qualifying rideshare expenses 01 Please describe your experience with buildingfacility maintenance. 02 Please describe your experience with fleet management. 03 Please describe a project which you have managed, including the project goals, outcomes, and your responsibilities. 04 List any additional skills, certification(s), andor training that you have relevant to the Internal Services Manager position: 05 How did you learn of this position? Village of Winnetka Website ILCMA Website WCMA Website Indeed Newspaper Ad School Website Referral The Blue Line Other 06 If you selected 'Other' please state how you learned of this position otherwise type NA. 07 The Village of Winnetka is committed to remaining a Drug-Free Workplace. I understand the Village's pre-employment process involves drug testing (including cannabis) and the Village retains the right to rescind a conditional offer of employment due to a positive test result for cannabis. Yes No Required Question

Created: 2025-02-28