Computerized Maintenance Management System - Program Specialist II

About the role

This position works in the Department of Public Work's Utilities Bureau, ensuring the Computerized Maintenance Management System (CMMS) asset inventory, maintenance records, workflow, equipment attributes, and spare parts database are complete and current for Bureau assets. The role involves generating reports to support asset management activities and upper management KPIs, providing training and division reporting, and interfacing with the VueWorks Administrator to assist with CMMS software issues.

The incumbent will perform field data collection, data entry, and related activities for process plant equipment maintenance management, including mechanical, electrical, and instrumentation associated with water and wastewater plants, pumping stations, and facilities. The position also involves training others in CMMS systems, managing and analyzing asset/work order data, and interpreting historical cost data for budgeting, condition analysis, and contract procurement.

Responsibilities

• Audit CMMS data to verify business processes produce high-quality data for management purposes.
• Build custom reports, queries, and dashboards from the CMMS database to support management decision-making.
• Develop graphical Key Performance Indicators (KPIs), metrics, and screen layouts as required.
• Support supervisors and managers in reporting capabilities and utilizing metrics in day-to-day operations.
• Coordinate the planning, design, and establishment of data entry standards for the CMMS, including policies and SOPs.
• Enforce data standards to ensure data normalization across the CMMS.
• Analyze the effectiveness and efficiency of existing systems and develop improvement strategies.
• Assist with CMMS troubleshooting, problem resolution, and vendor coordination for patches and upgrades.
• Recommend and prioritize projects to improve operational stability based on business impact.
• Support, motivate, and utilize team members on project initiatives.
• Perform field data collection, including entering wastewater wet wells, vaults, and climbing ladders while using personal protective equipment.
• Determine requirements for CMMS applications, file sharing, equipment, and data communications.
• Install, configure, upgrade, and troubleshoot hardware, software, and data communications, ensuring security and operational efficiency.
• Test systems for integrity and performance, and resolve computer problems in network/telecommunications and stand-alone environments.
• Provide technical support, training, and assistance to CMMS users, ensuring adherence to policies and procedures.
• Perform plant site visits to inventory process equipment and verify nameplate data for CMMS accuracy.
• Operate, monitor, and manage mobile devices, peripheral equipment, and data network equipment for CMMS users.
• Schedule and conduct backups of large equipment and spare parts data files.
• Maintain preventive maintenance guidelines and CMMS Standard Operating Procedures (SOPs).
• Diagnose and resolve CMMS-related computer and network system problems.
• Review, prepare, and migrate legacy and web system applications and documentation into production environments.
• Monitor and ensure the integrity and validity of all production environments.
• Provide input for CMMS divisional policies, standards, and procedures governing operations, maintenance database quality assurance, and security.
• Track and monitor PC and CMMS software problems to ensure timely resolution.
• Assist end users with troubleshooting hardware, software, data entry, and data communications issues.
• Provide user training and documentation for hardware and CMMS applications.
• Assist with creating and maintaining documentation for standard procedures and policies related to PC setup, installation, and problem diagnosis.
• Set up peripheral equipment for the CMMS system and ensure system security consistent with county policies.

Requirements

• Graduation from an accredited four-year college or university with major course work in public or business administration or a related field.
• Two or more years of experience in program management or using CMMS software in a plant or facilities maintenance environment.

Preferred Qualifications

• Five or more years of experience using CMMS software in a plant or facilities maintenance environment.
• Four or more years of hands-on experience performing maintenance on process plant equipment/systems or facilities engineering.

Skills

• Knowledge of water and wastewater treatment plant maintenance or facilities engineering principles and practices.
• Knowledge of computer science principles and practices, including relational database systems, structured design and programming, data communications, quality assurance, and information technology security.
• Knowledge of micro, mini, and personal computer hardware and software, including system setup and troubleshooting.
• Knowledge of PC LAN system design and operation, and a variety of office automation systems.
• Knowledge of the organization and operation of business departments or the ability to rapidly acquire such knowledge.
• Knowledge of Quality Assurance and Information Technology security principles and practices.
• Knowledge of computerized maintenance management systems (e.g., VueWorks, Maximo, SAP) and web application development tools (e.g., WebSphere) and JCL (Job Control Language).
• Skill in migrating and implementing application software from development to production stages.
• Skill in developing and maintaining operational documentation for production applications and processes for technical and non-technical staff.
• Proficiency in using spreadsheets, word processing, graphics, communications, database management systems, and integrating data between diverse systems.
• Ability to use and interpret technical manuals and blueprints.
• Ability to install IS components, software, and perform testing.
• Ability to understand and apply basic quality assurance, computer/network security practices, and departmental IT security policies.
• Ability to work with and provide assistance and training to non-technical staff, including clerical, professional, and managerial personnel.
• Ability to work independently and follow standard operating procedures and departmental policies.
• Strong verbal and written communication skills.

Work Environment

Employees will work closely with maintenance, operations, and IT teams to ensure the CMMS system functions effectively. Work is performed under general supervision and reviewed for effectiveness in meeting objectives. The role may involve:

• Bending, climbing, lifting, and moving boxes.
• Walking, standing, or sedentary work in an office environment.
• Operation of a County vehicle for equipment pickup/delivery and fieldwork.
• Adherence to confined space regulations, lockout/tagout, electrical safety, and other critical procedures within the Bureau of Utility Operations.