Principal Supervisor

CUSTODIAL SUPV 1 (005187)

UCPath Position ID: MI-DPT342500-JC005187-PD168759

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1103817

Approved Date:

6/24/2024 3:54:17 PM

Date Last Edited:

6/24/2024 3:54:14 PM

Last Action Effective Date:

2/8/2024

Organization Details

Business Unit (Location):

LACMP

Organization Code:

5000O

Organization:

ADMINISTRATIVE VICE CHANCELLOR         

Division Code:

5901D

Division:

ADMINISTRATION                         

Department:

342500 - CUSTODIAL MAINTENANCE & GROUNDS

Position Details

UCPath Position Number:

MI-DPT342500-JC005187-PD168759

Position Description ID

168759

UC Payroll Title:

CUSTODIAL SUPV 1 (005187)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 18

Job Code FLSA:

Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

Employee Relations Code:

C: Supervisor - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40038459

Reports to Payroll Title:

CUSTODIAL SUPV 1

UCPath Department Head Position Number:

40199693

Department Head Payroll Title:

SKLD CRAFTS AND TRADES MGR 1

SUPERVISION - Indicates that the incumbent performs a variety of routine duties within established policies and procedures or by referral to the supervisor’s guidelines.

5116

Senior Custodian

~75

5113

Lead Custodian

~2

POSITION SUMMARY

Under the general direction of the Sr. Superintendent (s) and or Asst. Director, manage all aspects of custodial and special services for buildings campus wide (approximately 12M/sq. feet). Assist in planning, evaluating and administering goals and objectives, prepare administrative and technical correspondence when needed, interact with University clients at all levels concerning on-going and long range maintenance projects. Conduct ongoing inspections of buildings to ensure structures are properly maintained. Supervise work activities of approx. four Lead Custodians and up to 75 full time Senior Custodians. Hire and train new employees on housekeeping/custodial techniques, performance standards and work rules. Coordinate work assignments and monitor job performance. Coach, counsel, and when necessary, apply progressive disciplinary action. Conduct periodic employee performance evaluations. Implement and monitor department's safety awareness programs. Order and maintain adequate levels of housekeeping/custodial supplies and equipment, totaling approximately $5K. Manage approximately $2M of operational budget.

We provide Custodial Services for UCLA’s over 12.5 million combined state supported and client requested square footage. We cater to all areas of our University, including specialized areas such as vivarium, recreational facilities, wet and dry laboratories and patient care areas. To make this all run smoothly, it takes a team of dedicated and trained custodians to provide our customers with the highest level of service while meeting their needs 7 days a week.

Maintenance Operations

1. Plan, organize, schedule, and coordinate all aspects of custodial maintenance services for approximately ten campus buildings. Schedule cleaning activities per Clients requests, Departmental standards, and or operational needs. Manage the staff responsible for the appearance and cleanliness of the Campus Buildings. Frequently review inspections of buildings, restrooms and stairwells. Respond to Building Coordinators' requests, complaints and problems. (E)   2. Proceed with work when authorization is received from Supervisor and Client. Incumbent has responsibility for Client contact and providing excellent customer service. (E)   3. Plan, organize and direct the activities of the custodians and custodial staff. Supervise custodial staff activities on all work shifts involved in routine custodial maintenance within a specific group of buildings on and off campus, including but not limited to offices, classrooms, laboratories, bathrooms, and library facilities, etc. (E)  4. Conduct work site inspections on an on-going basis to ensure project meets specifications. Proactively discuss work status with subordinates; determine progress of work project; and assess quality of workmanship. Ensure all work projects and special work orders are completed according to schedule and University and departmental standards. Resolve problems on site and mitigate issues efficiently by addressing mitigating factors to various stakeholders as needed. (E)   5. Report to Sr. Superintendent, Asst. Director, Director, and other Sr. Management any problems or issues, progress of projects, and recommendations. (E)  6. Respond to emergency/non-emergency calls by assigning appropriate personnel. If required, coordinate employee assignments with other supervisors to assure adequate coverage of the entire campus. Mitigate issues on site and resolve efficiently by addressing mitigating factors to various stakeholders as needed. (E)  7. In coordination with Sr. Superintendent,  Asst. Director, Director, Chief Operating Officer, and or Departmental HR unit resolve disputes, conflicts, and problem as quickly as possible. As necessary maintain various stakeholders informed of situation. (E)  8. Ensure campus buildings have been properly opened, secured, unlocked and or locked in a timely manner. (E)  9. Monitor operational budget and address any potential overdrafts or overruns. Address concerns with  Sr. Superintendent, Assistant Director, and or Sr. management. (E)

30%

Managerial & Administrative

1. Develop work schedules, procedures, and material and equipment selection. (E)  2. Conduct analyses of the work activities of all subordinates to assure efficient distribution of workload and prevent (and minimize) duplication of effort. (E)   3. Resolve customer problems/complaints regarding quality of unit service and take remedial action to prevent re-occurrence within reasonable timeframe. Maintain communication with client and various stakeholders (as needed) of issues and the mitigating factors. (E)  4. Maintain excellent customer service by communicating with Clients, Building Coordinators, and or building occupants of issues within their buildings. (E)  5. Verbally discuss and or provide written reports/updates of maintenance activities to keep Asst. Director, Sr. Management, and or  Sr. Superintendent informed of progress and or operational concerns and situations that may arise. (E)  6. Monitor staffing levels. Request staff replacements and train custodial maintenance staff. Provide continuous training in new/revised work methods, techniques and procedures. (E)   7. On a daily basis, review Kronos computerized timekeeping systems and make appropriate edits. Consult with Lead Custodians to verify timekeeping information and process requests for vacation, sick leave, jury duty, family sick leave, leave of absences, etc. (E)  8. Provide daily input of data into Maximo's computerized project management system to produce various reports to determine status of projects. (E)  9. Conduct staff and safety meetings with Leads, Senior Custodians, and provide safety training, leadership, direction, and guidance, sharing of information, etc. (E)  10. Attend regular meetings with Superintendent(s), Leads, and or Sr. Management to review current and future projects, schedules, and workload. (E)  11. Distribute Master Key Rings to subordinates per Departmental protocol and procedures. (E)

20%

Budget/Finance

1. Maintain and control supply inventory. Monitor inventory levels to assure that materials and equipment used on daily basis are available to subordinates. (E)  2. Analyze supply, materials, tools, equipment, and human resources requirements for maintenance and enhancement projects. Assist Sr. Superintendent or Asst. Director in the preparation of staff, supply equipment and fiscal requisitions. Responsible for inventory of equipment, supplies and materials and submitting status report to Asst. Superintendent. (E)  3. Responsible for the inventory of equipment, supplies and materials and submitting status reports to Sr. Superintendent. (E)   4. Ensure timely posting of Facility Service Request charges and other work order information. (E)  5. Address billing issues within a reasonable timeframe. (E)  6. Regularly monitor operational budget, analyze data for accuracy, promote cost efficiencies, and practice fiscal responsibility. Communicate any potential issues and concerns with supervisor, Sr. Superintendent, Assistant Director, and other Sr. Management as required. (E)  7. Create reports to reflect trends, patterns, and analytics to support work flow, proposals, and performance metrics. (E)  8. Prepare or review budgetary reports, analyze potential cost overruns and surpluses and prepare reports concerning corrective courses of action. (E)

15%

General Tasks

1. Operate and maintain a variety of tools related to custodial tasks. Effectively train custodians to safely operate tools and equipment. (E)  2. Ensure and transport materials, equipment and personnel to and from job sites as required. (E)  3. Follow established safety procedures at all times including inspecting tools and equipment for signs of damage, malfunction or deterioration on a regular basis. (E)  4. Upon completion of work, ensure the return of equipment, materials, tools, radios, pagers, and Kronos wands to designated storage areas. (E)  5. Respond to off-hour emergencies as required. (E)  6. Perform miscellaneous job-related duties as requested by supervisor. (E)

5%

Emergency Response

1. Advise Sr. Superintendent(s), Assistant Director, and or Sr. Management of the need to initiate the Facilities Management Disaster Initial Response Team (DIRT). (E)  2. Assume command of DIRT and Facilities Management Emergency Operations Center until relieved by Director, Asst. Directors, and or Sr. Management. (E)  3. Coordinate Facilities Management emergency response with appropriate campus personnel (EH&S, UCPD, etc..) and external emergency response agencies and public utilities until relieved by Director, Assistant Directors, and or other Sr. Management. (E)  4. Ensure that appropriate safety precautions are followed. Exercise discretion as necessary to restrict access to or evacuations of potentially hazardous buildings or campus areas. (E)  5. Communicate, to the extent possible, with affected campus community regarding the problem and measures being taken. Utilize Trouble Call Dispatchers to assist in relaying information to concerned campus personnel. (E)   6. Ensure that all necessary follow-up (clean up, repairs, possible preventive solutions) is communicated to appropriate FM personnel. (E)   7. Ensure that necessary communications to the building coordinator and or emergency contact has taken place, informing them of the nature of the emergency, the response, the impact on the building, and the follow up, if necessary. (E)

5%

Human Resources

1. Manage the recruitment, selection, placement, orientation and job training of custodial personnel. (E)   2. Establish priority of work projects and implement contemporary work methods. (e.g., team cleaning) to ensure optimal utilization of staff. (E)   3. Administer performance appraisal processes through development of clear job standards and performance expectations, feedback sessions and formal evaluations sessions. Provide Assistant Director and Sr. Superintendent with verbal and or written reports regarding the same. (E)   4. Initiate and participate in human resources conflict resolution to resolve disputes, conflicts and problems in a timely manner. Take appropriate action in accordance with collective bargaining agreements. (E)  5. Prepare incentives, written counseling memorandums, and disciplinary actions, as well as provision of supporting documentation. (E)  6. Develop and administer on-the-job training programs, utilizing contemporary state-of-the-art custodial maintenance techniques, equipment, products, or methods. (E)  7. Administer effective safety program. Document employee participation and ensure compliance with current State and Federal regulations. Administer training module for staff working in special areas (i.e., laboratories, research facilities, classrooms, and office areas.) Work with EH&S, Sr. Superintendent, and management to mitigate safety issues, employee concerns, improve safety program and reduce injuries within the division. (E)

25%

•

Performs other duties as assigned.

•

Complies with all policies and standards.

•

Complies with the University of California, Los Angeles (UCLA) Principles of Community.

•

This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization.

QUALIFICATIONS

High School Diploma

Required

Supervisory

Five years of custodial experience including two years of supervisory experience; or an equivalent combination of education and experience. College degree or equivalent work experience.

Required

Safety

Knowledge of OSHA health and safety-operations law as it pertains to custodial maintenance, including MSD sheets and safety meetings. Knowledge of current custodial standards

Preferred

Technology

Demonstrated working knowledge and proficiency within a Windows environment including the use of Microsoft Office applications (Word, Excel, PowerPoint, Visio, etc.).

Required

Computerized Systems

Working knowledge of computerized Facilities maintenance systems (Maximo, Dashboard, Kronos, or similar software systems) highly desirable.

Preferred

 Must possess California Driver's License, Class C, and ability to drive a University truck or other light vehicle in the course of duties.

100

Preferred

Skill in supervising, leading, and applying supervisory and human resources management principles to a unionized workforce sufficient to conduct performance evaluations, counseling, feedback sessions, implementation of progressive discipline. Lead small individuals to successfully accomplish tasks.

Required

Ability to follow-up and coordinate with clients, Senior Superintendent(s), and or managers in areas of custodial responsibilities.

Required

Skill in scheduling and coordinating work assignments, directing and inspecting work of subordinates, and resolving problems related to job performance.

Required

Ability to ensure the highest quality of custodial service at a level consistent with University and Departmental standards.

Required

Ability to monitor and maintain adequate inventory of supplies, materials, and equipment to ensure availability to subordinates on daily basis.

Required

Excellent communication skills to communicate using grammatically correct English effectively on a one-to-one basis, over the telephone, or in a group setting to obtain information; explain policies, procedures etc to all levels of management and employees’ from multicultural and ethnic backgrounds.

Required

Excellent writing and editing skills to compose and proofread professional level copy of letters, proposals, invitations and announcements as required. Including reading and writing technical instructions related to custodial tasks in order to comprehend written work instructions.

Required

Ability to comprehend equipment operating instructions, and/or other documents related to the job function. Outstanding grammar, typing, and proofreading skills.

Required

Ability to work collaboratively, proactively, and cooperatively as a management team member and in support of the Department's goals and directives.

Required

Ability to plan, organize and implement safety-training programs and develop and keep records pertaining to safety meetings and practices.

Required

Ability to review budgetary reports, analyze potential cost overruns and surpluses, and prepare reports concerning corrective courses of action.

Required

Knowledge of University policies and procedures, as well as labor contracts.

Preferred

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

Pre-Placement Physical: Employment is contingent upon the completion of a satisfactory physical examination.

COVID and Flu Vaccinations: The position is subject to providing evidence of inoculation.

Driving Record: The position is subject to the California DMV "Pull Notice System" and continued employment is contingent upon proof of a satisfactory driving record.

0%

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Campus Wide

Standing/Walking

X

X

Sitting

X

X

Bending/Stooping

X

X

Squatting/Kneeling

X

X

Climbing

X

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

X

Lifting/Carrying/Push/Pull over 50 lbs

X

X

Physical requirements other

X

X

Other Physical Requirements

If "Physical requirements other" was selected above, please explain (e.g., ability to differentiate color):

Ability to stand, crawl, walk and stoop; push, pull and lift or lower objects weighing up to 50 lbs. Ability to work indoors and, occasionally outdoors, in wet or humid weather, and in fluctuating and/or extreme temperatures. Ability to work under adverse situations and conditions (e.g., dirty, noisy, etc.)

Ability to work extended hours, weekends, and or various shifts.

Chemicals, dust, gases, or fumes

X

X

Loud noise levels

X

X

Marked changes in humidity or temperature

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

X

X

Exposures other

X

Sustained attention and concentration

X

X

Complex problem solving/reasoning

X

X

Ability to organize & prioritize

X

X

Communication skills

X

X

Numerical skills

X

X

Mental demands other

X

X

Other Mental Requirements

If "Mental demands other" was selected above, please explain:

Skill in analyzing information, problems, situations, practices, or procedures to define the problem or objective; identify concerns or factors, patterns, relationships; formulate logical and objective conclusions; and recognize alternatives and their implications.

Skill in planning, organizing, staffing, reporting, monitoring budget, and coordinating human resources in the accomplishment of a comprehensive custodial services program. 

Ability to perform effectively under conditions of fluctuating workload, frequent changing priorities, interruptions, distractions, deadlines or emergencies.

Skill in the use of basic mathematical computations such as multiplication, subtraction, addition and division as it pertains to budget preparation, custodial materials and equipment purchases, and estimating special requests from the Client, including but not limited to estimating material and labor requirements to accomplish task.

Ability to establish and maintain cooperative working relationships with peers, Department/University personnel, subordinates, clients, visitors, outside agencies and the general public. Including the ability to provide professional services to the UCLA community, vendors, and outside agencies.

Skill in prioritizing assignments to complete work in a timely manner, achieve a high level of productivity and quality under rigid deadlines, frequent changes in workload, assignments, deadlines, and competing requirements.

Ability to exercise sound time management skills and control of administrative projects and work proactively to mitigate complications that may jeopardize deadlines.

X

Classification 1: Position in which required tasks routinely involve a potential for mucous membrane or skin contact with blood, body fluids or tissues, potential spills, and splashes. Use of appropriate measures is required for every employee in this position.