CITY OF SANTA MONICA ESSENTIAL FUNCTIONS …...An essential functions job analysis (EFJA) describes the classification/position and not the work of an individual person. It is a critical

City of Santa Monica Transit Mechanic Supervisor – November, 2015

Essential Functions Job Analysis © Shaw HR Consulting, Inc

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CITY OF SANTA MONICA 1685 MAIN STREET, SANTA MONICA, CA 90401

ESSENTIAL FUNCTIONS JOB ANALYSIS

Frequency Definitions: Never = Does not occur ever, or may not ever occur for some incumbent; Infrequent = May occur, but not on a daily basis; Seldom = Occurs less than 30 minutes per shift; Occasional = Occurs 31 minutes to 2.5 hours per shift; Frequent = Occurs 2.6 to 5.5 hours per shift; Continuous = Occurs more than 5.6 hours per shift

Introduction An essential functions job analysis (EFJA) describes the classification/position and not the work of an individual person. It is a critical tool to use when determining if or how a candidate’s or employee’s work restrictions may impact the traditional physical/mental/emotional demands of the position. The EFJA assists the parties to determine where discussions relating to reasonable accommodation need to begin. It is intended to be a straightforward document providing the reader with the following: 1) core purpose for the position, 2) essential functions which are critical or fundamental to the successful performance of the position, 3) work environment and conditions where the essential functions are performed, 4) listing of skills and abilities that an individual must possess to perform the essential functions, and 5) the mental and emotional demands required to successfully perform the essential functions. EFJAs are also key documents to provide to physicians to ensure that they understand the position and can identify specific work restrictions or activities that may not be safe for an individual to perform.

JOB TITLE DEPARTMENT TRANSIT MECHANIC SUPERVISOR BIG BLUE BUS

I. Classification/Position Summary: Supervises entry and journey level maintenance and mechanic staff and oversees maintenance and repair activities for a mixed fleet of buses. Ensures that buses are properly repaired, serviced, cleaned and prepared for service.

Type of Employment Full time; Hourly

Work Hours / Hours per Week Shifts are typically from 4:30 a.m. to 1:00 p.m., 12:30 p.m. to 9:00 p.m., 5:30 p.m. to 2:00 a.m. and 8:30 p.m. to 5:00 a.m. May vary depending on project or assignment; 8 hours per day; 40 hours per week

Days of the Week Sunday to Thursday or Tuesday to Saturday

Overtime /Holidays Required Yes, as assigned and preapproved

Paid / Unpaid Breaks Two paid 15-minute rest breaks and one unpaid 30-minute meal break taken at assigned times; break schedule may change depending on workload, emergency projects and staffing levels

Work Pace / Pressure Medium to High Pace / Medium Pressure

Position represented by a Collective Bargaining Agreement?

Yes; Supervisory Team Associates

NOTES: Job description revisions: Personnel Board 9/26/13 (rev.); 8/21/07 (rev.); 8/23/95 (rev.); 8/11/81 Works under the general supervision of the Transit Maintenance Officer, arranging, planning and performing routine assignments independently. Detailed instructions are regularly provided work is periodically reviewed. Exercises general and technical supervision over assigned staff making detailed work assignments, frequently reviewing work in progress, and carefully reviewing completed work. It was clarified that incumbent supervises Transit Maintenance Mechanics I/II and Motor Coach Cleaners.



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II. Essential Functions of Classification/Positions: Essential functions are the basic job duties that an employee must be able to perform, with or without reasonable accommodation. The following functions have been determined to be essential only after carefully evaluating them and determining: the function is the primary reason for which the position was established; removing the function would fundamentally change the position, or eliminate the need for the position; there is a lack of qualified employees available to perform such a function; and for some functions, there are severe consequences if the position is not required to perform the function and the function requires specialized expertise. Essential Functions will be reviewed for each incumbent and the above criteria will be evaluated to ensure that a particular function remains essential for a particular candidate or employee in need of accommodation.

Essential Job Functions and Duties Actual assignment hours may vary. This document is based on a 9-hour day and 80 hours per two-week schedule.

# Description of Essential Function Percent of Shift / Notes

1

LEAD DUTIES: Oversees and supervises repair and maintenance activities during assigned shifts, including the detailed work assignments of Transit Mechanics, Electronic Comm/Farebox Technicians, Motor Coach Cleaners, and other assigned staff performing work on-site; assists in training and instructing employees on functions related to their job assignment. Supervises, coaches and motivates employees to perform their duties efficiently and safely and improve their job performance and knowledge; documents employee conduct and performance to ensure that appropriate coaching is applied; coordinates unfinished work activities with other shift’s personnel and dispatchers, making sure that buses in need of immediate repairs are scheduled out-of-service and ready to be worked on

by the following work shift assignment; performs other related duties, as assigned. It was clarified in interviews that incumbent oversees and provides work direction and guidance to assigned staff; creates and coordinates work orders and preventative maintenance to City buses; schedules buses to be out of service for maintenance; ensures proper fueling and cleaning of Motor Coaches; may assign by type of work to be completed; may receive special requests requiring immediate attention from Supervisor; receives phone calls directly from dispatch for emergency repair situations; coordinates with vendors regarding bus pick up and deliver; assists with addressing repair situations and/or assigning staff to conduct the work; manages absences by realigning staff and assisting crew as needed throughout shift to provide sufficient coverage for work. It was further clarified that incumbent inspects cleanliness of work environment; ensures proper and sufficient one on one work training and work safety measures of assigned crew; participates in setting daily or weekly goals and objectives for the crew; manages social situations in which crew members may be engaged; evaluates any adjustments or changes that need to be made to assignments or approach; provides ongoing assistance and troubleshooting to assist crew as required; reports situations that may need disciplinary action or termination to Supervisor; writes performance evaluations of assigned staff and meets with them accordingly; may provide input to promotions. Clarification was provided that incumbent directs crews in the safe and proper use of a variety of mechanic tools and equipment; directs and assists in the repair and preventative maintenance of assigned vehicles; troubleshoots repair issues with assigned Mechanics; reviews completed work for accuracy, completeness and compliance with established procedures and Original Equipment Manufacturer (OEM) recommendations.

100% of the shift, concurrent with all other essential functions



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2

REPAIR / SERVICE MONITORING: Utilizes the Advanced Fleet Management Systems (AFMS) and Trapeze Yard Management System to monitor street bus operations related to repair and maintenance and to dispatch field service technicians to resolve equipment performance problems; analyzes and sets work load priorities, prepares work repair orders, and arranges workforce assignments and work shift priorities; utilizes the Equipment Asset Management (EAM) fleet management system to generate work orders and monitor work in progress; performs other related duties, as assigned. It was clarified in interviews that incumbent oversees and assists with monitoring bus maintenance, availability and repair throughout shift; opens and closes work orders regarding buses; monitoring can take place in office or maintenance shop via Trapeze Yard Management, Equipment Asset Management and Advanced Fleet Management Systems (AFMS); manages placing buses on and off maintenance holds; may receive and dispatch messages to drivers concerning malfunctioning buses and related information affecting bus operation. It was further clarified in interviews that incumbent analyzes repair work for completion time estimates; assesses reasons for repetitive malfunctioning of buses (i.e. driver coach operation, defective parts, etc.); receives and assesses reports from Motor Coach Operators as to why a bus stop experienced a malfunction while in service; takes photographs of potential issues; requests recommendations from mechanics; reports findings and recommendations to Supervisor when needed; closes work orders and creates reports.

45% to 60% of the shift, concurrent with essential functions #1,3,5,6,7,9,10

3

BUS REPAIR / MAINTENANCE: Supervises and assists employees engaged in the daily repair and service of buses, vehicles and related equipment; assists mechanics with diagnosing complex problems with air-conditioning, exhaust and electrical systems; alternative fueling systems; hybrid and electric drive systems; ignition, emission and hydraulic systems; and

related computer controlled equipment; performs other related duties, as assigned.

It was clarified in interviews that incumbent supervises and assists assigned staff with performing daily maintenance and repairs on all components of City maintained buses; assists with repairs of electrical systems, engines, transmission, differentials, air conditioning systems, radiators, compressors, etc.; may replace hoses and performs tune-ups; may replace starters, generators, and alternators; assists with replacing batteries; may adjust brakes and install brake system components; assists with repairing or replacing pumps, valves, hydraulic and engine hoses, two way radio equipment, lights, fans, filters, etc.; conducts necessary tune ups; performs all necessary maintenance and repairs to ensure effective and efficient turnover. It was further clarified that incumbent may participate in assisting crew with maintenance and repair of bus fareboxes, head signs, onboard surveillance systems, fuel island operations and motor coach fueling and cleaning.

6% to 12% of the shift, concurrent with essential functions #1,2,4,5,6,7,8,9,10



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4

EMERGENCY FIELD REPAIR DUTIES: It was clarified in interviews that incumbent may assist with road calls on surface streets to assist City buses; sets up cones and other emergency

awareness devices to ensure worker safety; may perform immediate repairs when possible; arranges for irreparable buses to be transported back to maintenance shop for further repair diagnosis; prepares vehicles for towing by third party; absorbs oil and fuel spills dispersed on City streets; collects, tags and stores absorb fuel and oil for pickup.

Zero to 18% of the shift, concurrent with essential functions #1,3,5,6,7,9

5

DRIVING: It was clarified in interviews that incumbent typically only drives motor coaches in and out of maintenance bays; maintains same credentials as Transit Maintenance Mechanic I/II and Motor Coach Operators, with the ability to operate a motor coach up to 60-feet with passengers; drives City-vehicle within and outside City limits (approximately 25 square miles) to perform essential functions of the job and conduct emergency field repair; may drive to vendors as needed. It was further clarified in interviews that incumbent must exhibit solid judgment, regularly and reliably follow all traffic and safety rules, remain nimble and prepared, exhibit good reaction skills and be able to safely and professionally maneuver buses within a busy, urban city environment filled with pedestrians, skateboarders, bicyclists, etc.

Zero to 25% of the shift, concurrent with essential functions #1,2,3,4,6,9

6

TOOLS / EQUIPMENT OPERATION AND MAINTENANCE: It was clarified in interviews that incumbent utilizes mechanic hand tools (i.e. wrenches, punches, hammers, etc.); pneumatic tools (i.e. impact wrenches, drills, etc.); specialty tools for the units and engines; engine specific tools; lathe; drill press and band saw; battery testing equipment; tool boxes; bus hoists; electrical diagnostic equipment; fluid exchanger; flushers; various fuel, oil and fluid hoses; cleaners; brooms; shovels; mops; bus washer; fuel pumps. Incumbent utilizes cell phone and 2-way radio; computer and peripherals; hand trucks, dollies and pallet jacks; operates buses; drives forklift; drives City-vehicle to emergency calls.

Up to 75% of the shift, concurrent with all other essential functions

7

COMMUNICATION / COLLABORATION: Confers with and makes recommendations to the Transit Maintenance Officer on problems, equipment, training, or other pertinent matters

that will improve the efficiency and/or safety of the maintenance operation; performs other related duties, as assigned. It was clarified in interviews that incumbent will coordinate work with a wide variety of partners including assigned crew members, cross-functional/cross-trade partners, external contractors, inspectors, supervisors, on-site assigned staff, etc.; respond to frequent interruptions from the staff with questions; answer phone calls and emails regarding City bus issues; communicate with bus operators, divisions and departments concerning necessary repairs; communicate closely with Supervisor in regards to progress of repair work; work closely with Storekeeper in regards to ordering and receiving parts in a timely fashion; coordinate with vendors regarding warranty repairs; respond to inquiries or complaints in a tactful and effective manner; maintain positive work environment among crew members; is responsible to represent the City in a positive manner throughout the shift through words, appearance and actions.




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8

REPORTS / LOGS / RECORDS: Prepares reports using applicable software applications and maintains a variety of records; prepares requisitions for materials and supplies, keeps accurate records, investigates accidents and accident damages; prepares detailed repair cost estimates and performs special quality control inspections on a regular basis; performs other related duties, as assigned. It was clarified in interviews that the incumbent will be responsible to maintain checklist records and notes (i.e. percent of tires or brakes, what was repaired, additional findings, etc.) of maintenance on buses; generates work orders for repairs; documents all work performed on buses on a daily basis; writes notes for future repairs and preventative maintenance inspection; maintains and closes work order assignments and reports; reviews and closes work orders on computer for each assignment; maintains vehicle service records; submits lists of parts needed to warehouse; completes form for new parts not in inventory; writes emails; completes and forwards to supervisor all safety incident reports; completes accident investigation reports when required; signs receipt of new laws, rules and regulations provided by Human Resources and/or bargaining unit (Supervisory Team Associates) to acknowledge receipt; coordinates trainings for safety meetings, prepares and facilitates shift change meetings.

6% to 25% of the shift, concurrent with essential functions #1,2,3,7,10,11

9

COMPLIANCE / RULES AND REGULATIONS: Follows and enforces applicable federal, state, local and department rules, regulations and procedures including applicable safety rules and regulations; ensures that employees are trained in workplace safety practices involving tools, chemicals and equipment, and enforces safety practices and procedures; interprets and applies provisions of the Memorandum of Understanding (MOU) as well as the department’s policies and procedures performs other related duties, as assigned.

It was clarified in interviews that incumbent remains current on all City policies and procedures affecting duties performed independently and by assigned crew members; communicates policy and procedure changes to crew immediately; ensures all crew members are following established policies and procedures for work environment, equipment and fluids; ensures safety of work environment; ensures safety vests are consistently worn in bus yard and addresses violations as they occur; makes recommendations to Supervisor regarding concerns; maintains level of quality and productivity of assigned work. It was further clarified that incumbent oversees compliance and activities of assigned employees associated with union issues; ensures procedures follow the memoranda of understanding; manages implementation of contract terms of assigned staff, ensuring understanding and compliance of terms.


10

SPECIAL PROJECTS: It was clarified in interviews that incumbent coordinates and approves plans for special projects effecting fixed City buses; participates in commissioning and decommissioning City buses; plans and coordinates projects exchanging various bus features and parts (i.e. new bike racks, etc.); plans and coordinates unscheduled bus or yard maintenance projects (i.e. painting, etc.)

Zero to 33% of the shift, concurrent with essential functions #1,2,3,4,6,7,8,11



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11

MEETINGS / TRAININGS: It was clarified in interviews that incumbent conducts daily staff tailgate meeting to discuss work orders and safety concerns; attends weekly supervisor meetings to provide work order status updates; conducts performance evaluation meetings; meets with Supervisor on current work assignments; any other meetings or trainings required by the City; maintains Class B and forklift license with endorsements. It was further clarified that incumbent participates in a variety of Trukspect safety trainings every four to eight weeks on various subjects (i.e. safe/defensive driving, proper lifting techniques, blood borne pathogens/biohazards, tools of the trade, etc.); may attend trainings regarding new software, equipment and technology; may conduct safety meetings on various topics as required; attends any OSHA-mandated trainings for position.

10 to 12 hours per month, and as needed or required

III. No Marginal/Non-essential Job Functions / Duties

IV. Physical Demands:

Activity Performed

Frequency /Range

Maximum (at one time)

Functions Affected Notes/Examples

Weight Bearing

Standing

Seldom to Occasional

15 Minutes

1,2,3,4,6,7,8,9,10,11 Assisting with bus maintenance and repair work on engines, radiators, fuel systems, hydraulic systems, valves, etc.; installations and inspection work; speaking with co-workers; performing safety inspections; running diagnostic equipment; conducting shift change meetings and training; computer work at podium; troubleshooting bus when hoisted

Walking

Occasional to Frequent

10 Minutes

1,2,3,4,6,7,8,9,10 Will walk while performing most functions, retrieving items from storage and gather parts and tools necessary for work; to and from vehicle; coordinating and inspecting bus repairs; walking around maintenance yard; performing emergency field duties; overseeing, inspecting and auditing work of Mechanics; talking on cell phone



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Activity Performed

Frequency /Range



Walking on uneven terrain

Occasional 10 Minutes

1,2,3,4,6,7,8,9,10 Will walk while performing most functions, retrieving items from storage and gather parts and tools necessary for work; to and from vehicle; coordinating and inspecting bus repairs; walking around maintenance yard; performing emergency field duties; overseeing, inspecting and auditing work of Mechanics; talking on cell phone. Surfaces include shop floor and other varied surfaces including cement, gravel, grass, dirt, asphalt

Running

Never* N/A N/A *Emergencies only in situations such as fire, earthquake, unexpected brake released on equipment and other safety concerns

Jumping

Never N/A N/A N/A

Climbing ladder, stairs, stools

Seldom 30 Seconds 1,2,3,4,6 Climbing in and out of buses; using A-frame and rolling ladders; step ladders; using stairs in multi-story buildings; climbing on top of bus

Balancing above ground

Seldom 5 Minutes 1,2,3,4,6 Climbing in and out of buses; using A-frame and rolling ladders; step ladders; using stairs in multi-story buildings; climbing on top of bus

Bending at the waist

Seldom

2 Minutes

1,2,3,4,6,10 Assisting with diagnostic, maintenance and repair duties; picking up dropped items; cleaning up spills; retrieving tools; assisting with removing and replacing tires; overseeing, inspecting and auditing work of Mechanics; placing hoist bars under vehicle

Twisting at waist side to side


Seconds Repetitively

1,2,3,4,5,6,7,8,9,10,11 Assisting with diagnostic, maintenance and repair duties; picking up dropped items; disposing of waste; cleaning up spills; retrieving tools from tool cart; removing and replacing tires; installing light or sound equipment; reaching for tools or paperwork; addressing a co-worker; observing multiple bus work bays; maneuvering at office desk; overseeing, inspecting and auditing work of Mechanics

Stooping slight bend at knees


2 Minutes

1,2,3,4,6 Inspecting under hoisted bus; performing maintenance and repair duties; assisting with installs; inspecting engine and fuel systems; performing safety inspections; working under hoisted vehicles

Squatting

Infrequent to Seldom

2 Minutes 1,2,3,4,6 Repairing, inspecting buses at a low level; performing diagnostic work; repairing or installing tires; maintenance work to farebox; overseeing, inspecting and auditing work of Mechanics; placing hoist bars under vehicle



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Activity Performed

Frequency /Range



Seated / Non-Weight Bearing

Sitting


2 Hours 1,3,4,5,6,7,8,11 Driving; performing computer work; doing research; preparing reports; test driving buses; writing performance reviews; sitting on step stool to perform work

Driving

Infrequent to Occasional

30 Minutes 5,6 Driving to and from field work to assist in the repair or towing of buses; test driving for safety; driving vehicles and equipment in and out of maintenance shop; driving to vendors

Kneeling one or both knees


2 Minutes 1,2,3,4,6 Repairing, inspecting buses at a low level; performing diagnostic work; repairing or installing tires; maintenance work to farebox; overseeing, inspecting and auditing work of Mechanics; placing hoist bars under vehicle

Crawling on hands and knees

Never N/A N/A N/A

Lying Down back, side or stomach

Never N/A N/A N/A

Arm Movement

Pushing


3 Minutes Repetitively

1,2,3,4,5,6,9,10 Opening and closing doors and drawers; pushing carts, pallet jack and hand trucks; using most mechanic hand tools; putting floor jack into place; installing and removing various parts; utilizing diagnostic equipment; maneuvering tires; opening bus engine hood and compartments

Pulling


3 Minutes Repetitively

1,2,3,4,5,6,9,10 Opening and closing doors and drawers; pushing carts, pallet jack and hand trucks; using most mechanic hand tools; putting floor jack into place; installing and removing various parts; utilizing diagnostic equipment; maneuvering tires; utilizing fluid/oil hoses; operating bay door chain

Reaching – above shoulder level

Seldom

Seconds

1,2,3,4,6,7,9 Working under bus on the hoist; accessing items on a high shelf or cabinet; driving; opening bay doors; climbing in and out of buses; guiding vehicle in reverse; climbing ladders; opening bus engine hood and compartments

Reaching – at shoulder level


10 Minutes

1,2,3,4,5,6,7,8,9,10 Accessing tools and equipment on shelves and in cabinets; operating controls on hoist; climbing in and out of buses; talking on cell phone; climbing ladders; opening bus engine hood and compartments; filing papers



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Activity Performed

Frequency /Range



Reaching – below shoulder level

Frequent 2 Hours 1,2,3,4,5,6,7,8,9,10,11 Performing diagnostic, maintenance and repair work on buses; working in an engine or on a part or piece of equipment; performing paperwork; researching and computer work, generating, reviewing and closing work orders; overseeing, inspecting and auditing work of Mechanics; driving; using hand and power tools; conducting and attending meetings and trainings; accessing battery compartment on bus

Steering


30 Minutes

1,2,3,5,6 Pushing and pulling carts, hand trucks, dollies; steering vehicle and bus while driving; operating forklift

Neck Movement

Extension of the neck looking upward


5 Minutes 1,2,3,4,5,6,9 Assisting with diagnostic, maintenance and repair duties on undercarriage of vehicles when hoisted; accessing items on a high shelf or cabinet; installing lights and sound equipment; climbing on top of bus; opening bay doors; climbing in and out of buses; overseeing, inspecting and auditing work of Mechanics; having conversation while sitting

Flexion of the neck looking downward


30 Minutes 1,2,3,4,5,6,7,8,9,10,11 Assisting with diagnostic, maintenance and repair duties on buses; researching and monitoring information on the computer or in manuals; retrieving parts and tools; speaking to a co-worker from a ladder or stairway; getting off of buses; overseeing, inspecting and auditing work of Mechanics; driving; writing informational pieces and performance reviews

Twisting of the neck side to side


Seconds Repetitively

1,2,3,4,5,6,7,8,9,10,11 Assisting with diagnostic, maintenance and repair duties on buses; researching information on the computer or in manuals; searching for and retrieving parts and tools; safety checks while driving; speaking to a co-worker or vendor; getting on and off bus; observing multiple bus work bays; overseeing, inspecting and auditing work of Mechanics; speaking with others from desk and referencing computer/paperwork

Hand Activities



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Activity Dominant Hand

Non Dominant

Hand


Functions Affected

Notes/Examples

Fine Manipulation


Occasional 30 Minutes

1,2,3,4,6,7,8,9 Work orders; handwriting on notepad; checklist sheets; screwing on and off bolts, performing installations; conducting diagnostic work; using hand tools; completing paperwork, dialing telephone; electronic wiring; cell phone / 2-way radio button use; unlatching hoods

Keyboarding / Typing



25 Minutes

7,8 Use of computer to research information and monitor bus repairs; utilizing email; running reports; writing and closing work orders; write informational pieces and performance reviews

Simple Grasp


Occasional 30 Minutes 1,2,3,4,5,6,8, 9,11

Operating office equipment; filing; manipulating tools and parts while performing maintenance and repair duties; using diagnostic equipment; driving; handwriting on notepad; using mouse; using cell phone / 2-way radio; paperwork; using camera; utilizing security access card

Up & Down Flexion of Wrist


Seldom Seconds Repetitively

1,2,3,4,5,6,7 Using a wrench, ratchet and other specialty tools, opening and closing covers, hammer, manual jacks, hand tools, installations and removal of parts; computer mouse usage

Side to Side Motion of Wrist



1,2,3,4,5,6,7,8,11

Use of wrench; hand tools; installing parts; inspection work; cleaning duties; computer keyboard usage; handwriting on notepad

Turning / Rotation of Wrist or Hand



1,2,3,4,5,6 Operating ratchet, screwdrivers, wrenches, small hand tools, etc.; performing installations, repairs and inspection work; utilizing keys and locks

Gross Manipulation



30 Seconds 1,2,3,4,6,10 Parts and materials, installations, removal of parts, repairs, inspection work; moving hoist arms into place; carrying boxes of supplies or files; lifting battery compartment on bus; utilizing pallet jack, dolly and hand trucks

Powerful Grasp/ Tight Grasp



30 Seconds 1,2,3,4,6,10 Installation and removal of parts and equipment; utilizing hand tools; pneumatic tools (i.e. impact wrenches); lifting battery compartment on bus; utilizing pallet jack, dolly and hand trucks



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V. Lift/Carry Weight Requirements:

Weight Lifted (lbs.)

Frequency (Range)

Height Lifted

Distance Carried

Notes/Examples Functions Affected

1 to 10

Frequent to Continuous

Above Shoulder

100 Yards Hand tools; small parts; keys; diagnostic tools; clamps; writing utensils; flashlight; supplies / materials; nuts and bolts; paperwork; notepads; catalogues; cell phone / hand held 2-way radio; debris/trash; pad locks; office equipment

1,2,3,4,6,7,8,9, 10,11

11 to 25


To Chest 20 Yards Air impact wrench (20#); various engine parts and components; engine and vehicle doors; small tires; tool boxes; large hand tools; diagnostic equipment; scrap metal; boxes of motor coach cleaning supplies

1,2,3,4,6,10

26 to 50


To Waist 5 Yards 10 foot ladder (40#); truck alternator (50#); jack stand (20# - 35#); various vehicle parts; seat assemblies; bags of absorbent; batteries; miscellaneous inventory items; rolling tires; starters; boxes of parts; bellows

1,2,3,6

51 to 75


Below Waist 1 Yard Bus battery; starters; valve assembly; transmission; maneuvering tires; generator; batteries

1,2,3

75 plus


Below Waist 1 Yard Miscellaneous inventory parts; pumps (70-80#); rotors (110#); push / pulling battery

1,2,3

NOTES: According to the job description, incumbent must be able to lift, carry and move heavy objects up to and including 75 lbs.

VI. Equipment or Machinery Operated:

Item Description Frequency of Use Item Description Frequency of Use

Electrical diagnostic equipment

Infrequent to Occasional Power and pneumatic tools (i.e. lathes, saws, impact wrench, etc.)


City vehicles and buses

Infrequent to Occasional Battery testing equipment Infrequent to Seldom

Floor jack


Hand Tools (i.e. wrenches, punches, hammers, etc.)


Vehicle hoist

Infrequent to Occasional Fluid exchanger and flushers Infrequent to Occasional

Office equipment (i.e. stapler, 3-hole punch, etc.)

Seldom to Occasional Specialty tools for buses


Computer equipment and peripherals (Printer, Fax, Copier)

Occasional to Frequent Step stool / A-frame ladders Infrequent to Occasional

Bus washer Infrequent to Seldom

Shovels / rakes / brooms




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Cleaning supplies (i.e. spray bottle, rags, etc.)

Infrequent to Seldom Two-way radio / cell phone Occasional to Frequent

Fuel pumps Infrequent to Occasional

N/A N/A

VII. Environmental Exposures:

Brief Description: Majority of work is performed in maintenance yard / garage environment. Indoor work environment creates

exposure to noise, dust, oil and hydraulic fumes, and cleaning solvents. Incumbent is also required to drive motorized City buses to various locations, as well as supervise fuel island and bus washer, requiring outdoor exposure. Outdoor work environment may consist of asphalt, concrete, tile, sidewalks, dirt, uneven work surfaces and grass.

Work Environment/ Situations/Exposures

Frequency of Exposures

Example of Environment / Exposure

Indoors Frequent to Continuous

In open air, non-climate controlled service bay performing maintenance on buses; in offices; meeting and training rooms; City-owned vehicles and buses. Frequency depends on work order needs.

Outdoors Seldom to Frequent

At City sites performing emergency service to buses; test driving/operating buses; walking around Big Blue Bus; fuel island. Frequency depends on work order needs.

Contact with Customers, End Users, General Public

Continuous Site staff; coworkers; City employees; general public; vehicle operators; outside vendors; police and fire personnel

Smells/Scents – e.g., fragrances, synthetic odors, toiletries, food smells

Frequent to Continuous Bodily odors; perfumes/colognes; dirt; outdoor plant life; exhaust; gasoline; aerosols; hydraulic and oils; adhesives; green waste; plant materials; cleaning solvents; grease; urine/feces; vomit; ocean air

Traffic – e.g., to be in traffic to perform an essential function

Infrequent to Occasional Test driving City buses; to and from vendor sites; performing emergency field duties; pulling vehicles in/out of service bays

Extreme Changes in temperature, humidity, or moisture

Seldom to Occasional Seasonal weather conditions such as rain; fog in morning; extreme temperatures are rare in the City of Santa Monica area; working on hot asphalt; running bus engines

Fumes/smoke – e.g., chemicals, exhaust, vapor

Occasional to Frequent Compressed natural gas (CNG); liquefied natural gas (LNG); truck and vehicle exhaust; lubricants; adhesives; antifreeze; hydraulic fluid; acids; degreasers; construction equipment operating throughout City (i.e. power tools, generators, etc.)

Excessive Noise – e.g. large crowds, sirens, machinery

Occasional to Frequent Running machines; hand, power and pneumatic tools; vehicle and bus traffic; vehicles and other equipment being worked on; back-up alarms; radio; methane alarm

Working at heights – e.g., scaffolding, ladders


Use a variety of ladders; step stools; on top of bus; climbing stairs

Lighting – e.g., fluorescent, natural, direct sunlight

Continuous Direct/indirect sunlight outdoors; fluorescent and work lamps indoors; flashlight; yard lights

Working with Biohazards – e.g., body fluids, blood


Potential for injury to self or coworkers, but incumbent is not responsible for clean up or performing first aid; may encounter and clean potentially biohazard substances (i.e. urine, feces, vomit, etc.) in City buses



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Dust, Wind, and/or Pollen Occasional to Frequent Seasonal weather dust, wind, pollen; maintenance shop dust; service bays may be open during the day with wind passing through

Vibration – e.g., power tools, jackhammer

Infrequent to Occasional Use of hand, power and pneumatic tools; driving buses; using hand trucks and carts

Toxic Substances – e.g., corrosives, carcinogens, poisons

Infrequent to Occasional Degreasers; fuels; exhaust; coolant; hydraulic fluid; hazardous waste; decomposing trash; battery acid; degreasers; absorbent clean up; paint; petroleum

Electrical Hazards – e.g., live electrical wires

Infrequent to Occasional Exposure to electrical wires when repairing or working on vehicle and equipment electrical systems etc.; using battery charging equipment; performs work on hybrid vehicles and encounters voltage up to 300 DC;

Explosive Hazards – e.g., bomb threats, chemicals

Seldom to Occasional Overheating vehicle coolant system; shorted battery; tire over inflation; propane; CNG and LNG; working fuel island

Confined Spaces – e.g., attics, manholes

Never N/A

Mechanical Hazards – e.g., running machinery, conveyor belt

Seldom to Frequent Power and pneumatic tools; engines running; fans and belts

Near / With Heavy Machinery – e.g., tractor, forklift

Continuous Operating forklift; working on and around City buses

Other – e.g., unique aspects of work environment

Never N/A

VIII. Communication / Sensory Demands:

Sensory Demand / Method Frequency

(Range) Functions Affected

Notes/ Examples

Smell: Ability to sense odors, to make an assessment / judgment of a

situation e.g. smell for dangerous gases, smoke, fires, spoiled food, vapors, dampness, waste, decomposing animals.

Occasional

1,2,3,4,5,6,9,10

Emergency situations; to be able to smell fire or foreign substance; identifying electrical burn; identifying dangerous gases or vapors; natural gas awareness; trash odors; broken belts; biohazards on bus

Sight: Ability to distinguish objects e.g. to work safely in open areas with

obstacles, to operate vehicles, machinery or equipment, avoid stationary objects, deduce space and apply spatial reasoning.

Continuous

1,2,3,4,5,6,7,8,9,10,11

See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents; ability to safely operate equipment; ability to read written directions, instructions and assignments; perform most mechanical repairs; work order management; driving; monitoring bus repairs; inspect fuel island safety



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Hearing: Ability to actively listen; oral comprehension, to perceive and

react to sonic communication or noise e.g. to receive instruction, to communicate via radio, cell phone or telephone.


1,2,3,4,5,6,7,8,9,10,11

Hear in the normal audio range with or without correction; ability to hear proper functioning of equipment; responding to cell phone / two-way radio calls; assess traffic patterns and safety; communicate with coworkers; diagnose bus issues

Speaking: Ability to orally communicate information and ideas verbally

so others will understand e.g. to verbally engage with customer base, to give instruction, to advise, to warn or to instruct.


1,2,3,4,6,7,8,9, 10,11

Responding to cell phone calls and two-way radio; communicating task status; actively engaging with coworkers and team members; giving instructions; speaking with public; communicate with drivers; conduct meetings and trainings

Reading: Ability to understand written sentences and paragraphs in work

related documents and related materials e.g. labels, equipment safety instructions, manuals, work orders.


1,2,3,4,5,6,7,8,9,10,11

Printed material; computer data; work order forms; safety directions; emails and handwritten notes and messages; performing research; ability to read written directions, instructions and assignments; warning labels; hazardous material labeling; work orders; manuals and schematics

Writing: Ability to communicate by way of written materials, to

communicate information and ideas in writing, to document e.g. work orders, noting files, signing off on documents, create letters.


1,2,3,7,8,10,11

Handwriting; writing reports, assessments and emails; completing paperwork; conducting audit / inspections; ordering parts; taking notes; performance evaluations; work order management

Math: Ability to understand and apply mathematics, to compute /

rationalize a series of numeric variables to come to an accurate conclusion e.g. measuring materials, estimating project cost, time management.


1,2,3,4,5,6

Simple calculation checks on data entry; work order data completion; completing fuel/oil ratio calculations; distances and product estimate calculations; converting barometric pressure; water pressure; amps and ohms; millimeters to inches conversion

IX. Personal Protective Equipment / Safety Training and Devices:

Personal Protective Equipment and Safety Training and Devices: It was clarified in interviews that the following safety equipment is provided to incumbent: safety goggles; hearing protection (buds or muffs by choice of incumbent); dust masks; leather gloves, latex gloves, or nitrile gloves; face shields; hard hats; steel-toed boots; knee pads; cryogenic aprons; safety cones, tape and delineators; fluorescent vests; two-way radio. Incumbents have regular access to eye wash stations, first aid kits, fire



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extinguishers and emergency showers. Incumbent participates in all legally required trainings for position, as well as any elective or City-provided training as assigned by Supervisor.

X. Required Qualifications:

Education/Training/Experience:

Graduation from high school or the equivalent. Successful completion of 30 semester units or the equivalent of college level or vocational school coursework in automotive technology and/or heavy duty equipment repair or a closely related field; four years of recent, paid journey level work experience in heavy duty fleet maintenance and repair. Recent work experience with alternative fuel-powered vehicles and equipment (e.g. hybrid, electric, Compressed Natural Gas) is required. At least two years of the recent, paid work experience must have included leading and coordinating the work of others. One year of leading and coordinating the work of others and successful completion of the City of Santa Monica’s Pre-Supervisory Academy may substitute for the two years of leading and coordinating experience. Additional recent, related work experience may substitute for the educational requirement on a year for year basis (successful completion of 30 semester units or the equivalent is equal to one year of work experience).

Knowledge Of:

Heavy duty transit bus repair and troubleshooting procedures; preventive maintenance practices and methods; mechanical parts and materials used in the repair and maintenance of heavy equipment and vehicles; Federal, state and local transportation regulations; occupational health, safety and environmental regulations that apply to heavy duty vehicle repair shops; recordkeeping and scheduling methods; basic mathematics; principles and practices of leading and coordinating the work of others; basic supervisory techniques; effective training and evaluation techniques; effective customer service techniques.

Ability To:

Supervise, train and evaluate the work of a staff; coach and motivate staff members; diagnose equipment mechanical problems and direct mechanical repair and adjustment; diagnose and maintain transit vehicles equipped with alternate (non-diesel) fueling systems; read and comprehend technical service manuals, wiring diagrams and parts books and local, state and federal regulations; prepare repair estimates; lift, carry and move heavy objects up to and including 75 lbs.; learn and use transit-related Advanced Fleet Management System (AFMS) software application; prepare and maintain accurate records and reports. Prioritize projects and work on several assignments concurrently; communicate clearly and effectively, both orally and in writing; provide effective customer service; establish and maintain effective and cooperative working relationships with City employees and the general public.

Skill In: Reading, writing and communicating at an appropriate level; basic mathematics; organizing records and analyzing information; using a personal computer and applicable spreadsheets and word processing software applications; working effectively with others.

Licenses / Certifications:

Possession of a valid class B driver license with appropriate medical certification. Must obtain Automotive Service Excellence (ASE) certification as a Master Transit Bus Technician (Tests H1-H8), and certification in Alternate Fuels (Test F1) within one year of hire.

Supervision Received: Works under the general supervision of the Transit Maintenance Officer, arranging, planning and performing routine assignments independently; detailed instructions are regularly provided work is periodically reviewed.

Supervision Exercised: Exercises general and technical supervision over assigned staff making detailed work assignments, frequently reviewing work in progress, and carefully reviewing completed work.

Working Conditions:

Work is performed at a bus maintenance and storage facility. Repair work is performed both inside the facility and outdoors in the bus parking lot. Work is performed around moving equipment and subject to vibrations, noise, dirt, dust, chemicals, oil, grease, flammable liquids and gaseous fuel. Shift work, weekend and night work is required. Physical demands include walking, bending, reaching and heavy lifting. The incumbent may be required to lift up to 75 lbs. May be required to work weekends and/or evenings.



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XI. Work Functions / Functional Manifestations:

Mental / Psychological Demand

Required (Yes / No)

Functions Affected Notes / Example

UNDERSTAND AND FOLLOW DIRECTIONS – with little or no direction

YES

1,2,3,4,5,6,7,8,9,10,11

Ability to understand written or oral instructions and follow directions with little or no additional direction or supervision. Ability to ask simple questions or request assistance and identify when assistance is needed; ability to recognize potential hazards and follow appropriate precautions.

MEMORY

YES

1,2,3,4,5,6,7,8,9,10,11

Ability to remember locations and work procedures; ability to perform activities of a routine nature; ability to understand and remember detailed instructions

REGULAR AND RELIABLE ATTENDANCE

YES

1,2,3,4,5,6,7,8,9,10,11

Ability to perform activities within a schedule, maintain regular attendance and be punctual; ability to complete a normal work day and / or work week and perform at a consistent pace to meet productivity expectations.

PROBLEM SOLVING

YES

1,2,3,4,5,6,7,8,9,10,11

Ability to set realistic goals or make plans independently of others; ability to respond appropriately to changes in the work conditions; ability to make independent decisions or judgments based on appropriate information

ABILITY TO PERFORM COMPLEX AND VARIED TASKS

YES

1,2,3,4,5,6,8,9,10

Ability to synthesize, coordinate and analyze data; ability to perform jobs requiring precise attainment of set limits, tolerances or standards; ability to perform a variety of duties, often changing from one task to another of different nature without loss of efficiency or composure

ABILITY TO DEVELOP AND MAINTAIN POSITIVE WORK RELATIONSHIPS

YES

1,2,3,4,5,6,7,8,9,10,11

Ability to get along with co-workers or peers; ability to get along with diverse groups of people and customers/clients; monitor and adjust personal behaviors to support positive work environment for company/organization ; ability to interact appropriately with people; ability to respond appropriately to evaluation or criticism.

SUPERVISE/LEAD AND INFLUENCE OTHERS

YES

1,2,3,4,5,6,7,8,9,10,11

Ability to negotiate with, instruct or supervise people; ability to convince or direct others; ability to perform work activities requiring negotiating with, explaining or persuading.



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XII. Participants:

The following persons were interviewed as subject matter experts on the classification/position. Their signatures signify their agreement that to their best knowledge the document represents the current and traditional physical, mental and emotional demands of the classification/position and not of any one particular assignment or incumbent.

Name Job Title Signature Date

Sean Simpson

Transit Mechanic Supervisor

Getty Modica

Transit Maintenance Officer

Christina Winting

Human Resources Manager

XIII. Methods of Gathering Information:

Observation of Duties: NO

Referred to an Existing Job Description: YES Interview of Participants: YES; 8/24/15

In order to develop this Essential Functions Job Analysis, the Associate noted below objectively gathered information which was identified and contributed by the above employer participants. It is the employers and participants noted above whom are ultimately responsible for confirming the accuracy of all information outlined in this report. Any changes made to this document will require the organization to obtain new signatures to again confirm changes are correct across the classification. It is recommended this document be reviewed periodically for accuracy prior to its intended use.

Consultant Completing EFJA: Ryan Long, Consultant Essential Functions Job Analysis Development Shaw HR Consulting, Inc. 107 N. Reino Road # 414 Newbury Park, CA 91320 Phone: 805.498.9400 Fax: 805.464.3535 [email protected]

mailto:[email protected]

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CITY OF SANTA MONICA ESSENTIAL FUNCTIONS …...An essential functions job analysis (EFJA) describes the classification/position and not the work of an individual person. It is a critical