Asset Management Coordinator

Responsible for performing technical work to assist in the development, implementation, management, and operations related to asset management for the City’s Water and Sewer Department and other Public Services Departments.

An employee in this class is responsible for the management of infrastructure assets in the water and sewer systems and other public services departments. The employee will support the asset management effort through maintenance of the configuration and reporting functions of the asset management and work order system (Cityworks), asset evaluation, and other essential business processes. Implement and improve systems that deliver timely, reliable data upon which management can make informed decisions about short- and long-term care of capital assets and maintenance resources. Work involves technical knowledge and public contact and requires tact, courtesy, customer service orientation, and teamwork to accomplish the duties. Accuracy and attention to detail in creating data is critical in performing the work. Work is performed under supervision of the Utilities Technology Manager and performance is evaluated based on attainment of specific performance objectives, personal observation, feedback from department managers and employees. 

ESSENTIAL JOB FUNCTIONS

• Collaborates with vendors and various departments and participates in database development by gathering information for assets and associated information needed to allow asset and work order management software to function effectively; implements and maintains database and hard files; generates reports and data runs.
• Works with staff and leadership, develops standard naming nomenclatures for data entry activities; creates new asset codes and modifies asset characteristics such as cost, group, type, area, or criticality codes and descriptions.
• Reviews equipment records, equipment histories, asset record data, and similar information for accuracy and completeness, and makes corrections to assure data quality.
• Participates in the development of procedures to collect and maintain data records, including assignment of asset codes, asset data catalogs, and similar information describing the equipment in the database asset software package. Writes, updates, and maintains standard operating procedures regarding asset management.
• Working with other internal staff, duties, defines, compiles, and incorporates maintenance activities in the asset and workorder management systems.
• Assists the Utilities Technology Manager, Utilities Director, Public Works Director, and other members of departmental management with the continued development, implementation, and management of asset applications and systems.
• Performs queries and analysis to create reports and dashboards to support decision making.  
• Develops and expands the asset data to integrate and work more efficiently with the City’s various systems.
• Coordinates information exchange, according to established protocol and procedures, with the City’s Utilities Technology Manager and GIS Division.
• Provides training and technical assistance to City users in asset management systems and procedures. 
• Uses computer and clerical supplies, drafting tools, small hand tools. Uses customized software.
• Interacts and communicates with immediate supervisors, co-workers, other City department heads and personnel, various other government agencies, engineers, contractors, sales representatives, surveyors, attorneys and the general public.
• Performs other related job duties as assigned. 

QUALIFICATIONS

Education and Experience:

Bachelor’s or associate degree in public or business administration, Finance or Accounting, Information Technology, Engineering, GIS, or related field; and two (2) years of experience in the management of assets utilizing a computerized maintenance management system; or an equivalent combination of education and experience. 

Special Qualifications:

• Possession of a valid driver’s license to operate a motor vehicle.  Requirement exists at the time of hire and as a condition of continued employment.

Knowledge, Skills and Abilities: 

• Principles and practices of a comprehensive asset management program.
• Methods and techniques of evaluating materials and equipment and assigning asset codes consistent with approved nomenclatures.
• Operational characteristics of the processes, materials and equipment used in the production, treatment, storage, transmission, and distribution of water, the collection of wastewater, and the operation of treatment facilities or similar industrial processes.
• Knowledge of the basic practices, procedures, and nomenclature used in engineering or vendor drawings and blueprints.
• Knowledge of the principles of project management to facilitate own work in small group processes.
• Principles and practices of complex record keeping. 
• Ability to obtain accurate and complete information from users to identify their needs and develop responses and solutions.
• Ability to organize work, set priorities, meet critical deadlines, and follow up on assignments with direct supervision.
• Ability to recognize and resolve standard discrepancies in attribute data.
• Ability to communicate effectively both orally and in writing.
• Ability to establish and maintain effective working relationships with other staff, management, the general public, and others encountered in the course of work.
• Familiarity or experience with Geographic Information Systems (GIS) is preferred.

PHYSICAL DEMANDS

Work in this classification is defined as light work requiring the physical exertion of and/or in excess of 10 pounds of force frequently to move objects. Physical demands require climbing, crouching, crawling, standing, walking and lifting. Vocal communication is required for responding to inquiries, expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels. Visual acuity is required for extensive reading, to prepare and analyze written or computer data, determine the accuracy and thoroughness of work, and observe general surroundings and activities.

WORK ENVIRONMENT

Work is primarily performed in both a climate-controlled office environment as well as outside environments causing the employee to shout in order to be heard above the ambient noise level and subjecting employee to hazards including proximity to moving mechanical parts, moving vehicles and exposure to heat and cold.