The City of San Mateo Public Works Department is seeking a Maintenance Planner

Why Join our Department?

When you join the Public Works Department, you will work among collaborative and energetic colleagues who share a passion for serving our San Mateo citizens and improving the community in which we live and work. Our team is comprised of individuals with diverse talents and experience in various fields. We will provide you with a wide range of opportunities in a team-based collaborative environment while helping you achieve your professional goals. Sharpen your skills amidst our organization’s professional work culture. The learning curve is great and hard work is appreciated. Join an environment where friendships develop and where the work is interesting, meaningful, and enables you to enjoy a balanced life.

What You’ll Do

The Maintenance Planner will operate, maintain, and serve as administrator for the Computerized Maintenance Management System (CMMS) software and related databases in support of the operation and maintenance of City assets (including but not limited to: city buildings and facilities, wastewater treatment plant, sewer/storm infrastructure, etc., depending on assignment).This position will also plan and schedule maintenance, installation, overhaul, and repair of equipment and obtain quotes and bids for software, equipment, and support services. Proactively work with staff from various work units to develop, implement, and oversee preventative maintenance plans for various assets. Duties may include, but are not limited to, the following:

Serve as the system administrator for the Computerized Maintenance Management System (CMMS) for city assets and infrastructure; troubleshoot and perform tests to ensure the computerized program is working properly and to ensure the consistency of data output.
Coordinate with operations and maintenance personnel to identify maintenance needs to include in a comprehensive preventative maintenance program; obtain technical information, plans, sketches, and written instructions to assist with defining project scope and estimating time, labor, equipment, and material needs as well as safety equipment, permits, and plans for specific maintenance projects.
Develop repair plans by reviewing work orders, clarifying intent with originators, determining scope of work for each job, and ensuring that repair parts and materials are received prior to commencement of jobs; coordinate and schedule jobs with other outside vendors and/or contractors prior to commencement of work.
Collect details pertaining to installation, maintenance and repair history and other information to ensure a current and complete record of work and site documentation; interpret, prepare, and update a variety of charts, graphs, records, correspondence, and reports.
Develop failure analysis and preventative and predictive maintenance plans and requirements for equipment by researching the manufacture’s maintenance recommendations; define, compile, and incorporate these maintenance activities in the CMMS.
Guide the issuance and distribution of materials, supplies, parts, tools, and equipment; maintain the warehouse inventory and non-inventory items by preparing purchase orders for department signature; order materials and supplies via open purchase order system; coordinate and organize contracted services.
Participate in the preparation of plans and specifications for parts, materials and services related to the repair and modification of city assets and equipment; participate in the selection of contractors and vendors; and participate in the review of submittals for compliance with various Federal, State, and local regulations and requirements.
Train users of the CMMS, including customer familiarization with system capabilities, functionality, and ad hoc reporting.
Maintain current records and accurate inventory regarding City equipment and facilities; take appropriate action when new or retired equipment is acquired.
Plan work orders and suborders to include, but not limited to, description of work, methods, special instructions, printed materials, spare-parts list, special tools, equipment, prerequisite activities, technical support, estimated man-hours and estimated durations of work order.
Prepare routine reports identifying potential problem areas, recommendations for equipment overhauls, potential equipment modifications, and other issues.
Compile cost estimates on major equipment repair/overhaul. Provide budget support as it relates to future year maintenance.
Verify asset location and attribute details through field visits as needed.

Who You Are

Knowledge and abilities include, but are not limited to, the following:

You have knowledge of the principles and practices of asset management systems administration, including preventative and predictive maintenance systems; purchasing and procurement procedures common to a public agency; principles of inventory and contract management; principles of project management; modern office equipment and methods including use of applicable computer applications; principles and practices of safety management; pertinent local, State and Federal laws, codes, ordinances, City functions, policies, rules and regulations; research methods and techniques; computer software-word processing, database, spreadsheet and accounting applications; arithmetic, basic mathematical calculations and statistics and statistical methods.
You have the ability to perform technical duties related to the development, implementation, and maintenance of a comprehensive preventative maintenance management program; understand, interpret, and explain department policies and procedures and work orders; explain operations and jobs to staff; read, interpret, and follow contract drawings, blueprints, and equipment diagrams; interpret and explain pertinent preventative maintenance standards and department policies and procedures; estimate labor and materials required to correct mechanical problems; effectively research and recommend the purchase of various materials and equipment necessary to maintain City assets and facilities; effectively monitor contracts and the work of contractors to ensure the City’s interests are met; operate a personal computer utilizing spreadsheet, word processing and database software at an intermediate to advanced level; interpret, apply, and explain laws, rules, code and City policies and procedures; understand and translate City policies and practices into everyday working practices.

What You Bring

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Two years of responsible experience involving the maintenance and repair of a wastewater treatment facility system, Or Two years’ experience in computerized maintenance management system operation and inventory control.
Equivalent to an Associate’s degree from an accredited college or university with major course work in civil, mechanical, or electrical engineering technology or a related field.

License or Certificate

Possession of, or ability to obtain, a valid California driver’s license.
Possession of a valid CWEA Mechanical Technologist certification is desirable if assigned to the WWTP.

Bonus Points (highly desirable)

Previous work experience with either Maintenance Connection or Cartegraph Asset Management software

What We Offer

Salary:$9,140 - $10,428/month

Comprehensive benefits package including generous paid leave and health benefits.
CalPERS retirement (2% @ 55 for classic members; 2% @ 62 for new members). Classic employees contribute 8.34% to CalPERS and New members contribute 7.50% to CalPERS.
Participation in the Social Security Program.
Deferred Compensation: City will contribute 1.0% and will match an additional 0.5% of base salary.
City contribution of 0.75% of base salary to Retirement Health Savings Account.
Free Fitness classes through City of San Mateo Parks and Recreation, Employee Assistance Program and Credit Union Membership.
Bilingual Diff: $195 monthly (if applicable).
For more information, please refer to the SEIU Maintenance Unit benefit summary document.
This classification is represented by the SEIU Unit.

Are You Ready? Apply.

Submit an online application, résumé (recommended), and supplemental questionnaire at www.calopps.org or to the Human Resources Department, City of San Mateo, 330 W. 20th Avenue, San Mateo, CA 94403, (650) 522-7260.

Application Deadline

Recruitment will close on January 31, 2025, at 5 p.m. or upon receipt of the first 50 applications, résumés, (recommended) and supplemental questionnaires, whichever occurs first.

Examination Process

All applications, résumés (recommended) and responses to supplemental questionnaires received will be reviewed for minimum qualifications. A fully completed application is required; a resume does not replace the information required on the employment application, including work history. Applications with "see résumé" as a substitution for the work experience description, those with none or unclear current/past employment information, or those with insufficient information to evaluate possession of minimum qualifications will not be considered; missing information cannot be assumed. A limited number of the most highly qualified applicants will be invited to participate in the examination process, which may consist of an oral panel interview, written exercise, training and experience application review, or in the form of a practical demonstration of skill and ability, or any combination of these; a Zoom oral panel interview is tentatively scheduled for February 19, 2025.