CITY OF SAN CLEMENTE
CMMS Administrator
Proposed Salary: Grade 64
$55.81-$67.84 Hourly
$9,672.94-11,758.21 Monthly
Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class.
Specifications are not intended to reflect all duties performed within the job.
DEFINITION
Under general direction, serves as the City’s primary administrator and subject matter expert for the Computerized Maintenance Management System (CMMS); performs highly responsible and advanced administrative, analytical, technical, and program management duties related to the strategic oversight, governance, optimization, integration, and long-term administration of the City’s CMMS program.
Oversees system functionality, asset hierarchy integrity, workflow development, data governance, reporting, user standards, and operational continuity to ensure the CMMS effectively supports Citywide maintenance, asset management, infrastructure planning, and operational objectives. Provides leadership in the development, enhancement, implementation, and continuous improvement of CMMS-related policies, procedures, and enterprise practices.
DISTINGUISHING CHARACTERISTICS
This is the advanced specialist and program administrator classification responsible for enterprise-level oversight of the City’s Computerized Maintenance Management System (CMMS). Positions in this classification exercise substantial independent judgment and technical expertise in the administration, configuration, governance, optimization, and strategic advancement of the City’s CMMS platform.
This classification is distinguished from CMMS Coordinator in that the CMMS Administrator serves as the City’s principal authority for long-term CMMS governance, system integrity, operational continuity, integration strategy, and program development. While the CMMS Coordinator primarily supports program coordination, data population, user support, and operational implementation, the CMMS Administrator is responsible for broader system ownership, strategic direction, advanced configuration, enterprise standards, process optimization, and long-range sustainability of the CMMS environment.
This classification may provide technical direction, project leadership, and functional supervision to CMMS support staff, departmental users, or assigned personnel.
SUPERVISION RECEIVED AND EXERCISED
Receives direction from the Principal Civil Engineer/Asset Manager or assigned executive or management staff.
May exercise technical and functional supervision over lower-level staff, project teams, or departmental CMMS users.
Attachment 2D
Essential Functions
Essential duties may include, but are not limited to, the following:
• Assume primary responsibility for the City’s enterprise CMMS program, including strategic administration, governance, optimization, and operational continuity. • Develop, implement, maintain, and continuously improve CMMS policies, procedures, workflows, standards, and governance practices to support departmental and organizational objectives. • Design, configure, administer, and optimize CMMS system architecture, asset hierarchies, preventive maintenance frameworks, work order structures, inventory controls, and operational workflows. • Oversee system-wide data governance, quality assurance, data integrity, and standardization of asset, equipment, facility, and maintenance records.
• Lead integration and interoperability efforts between CMMS and related systems such as GIS, finance, procurement, fleet, permitting, SCADA, or other operational platforms as applicable. • Analyze departmental and organizational maintenance needs and translate operational requirements into CMMS solutions, enhancements, and strategic improvements. • Develop performance metrics, dashboards, analytical tools, and management reports related to maintenance operations, asset performance, lifecycle planning, budgeting, and operational effectiveness.
• Coordinate software upgrades, vendor relationships, licensing considerations, implementation efforts, troubleshooting strategies, and future system enhancements. • Serve as primary technical advisor to City leadership, management, and departments regarding CMMS capabilities, best practices, system limitations, and strategic opportunities. • Lead enterprise or department-wide CMMS implementation projects, expansion efforts, process redesign, and modernization initiatives.
• Establish user roles, system protocols, documentation standards, and training programs to ensure effective and secure use of the CMMS.
• Research industry trends, emergency technologies, regulatory considerations, and best practices in CMMS, asset management, and infrastructure systems.
• Assist with budget development, cost analysis, grant opportunities, vendor procurement, and financial planning related to CMMS sustainability and expansion.
• Prepare complex reports, recommendations, presentations, policy documents, and strategic plans. • Coordinate with City departments, consultants, contractors, software providers, and outside agencies regarding CMMS implementation and administration.
• Perform related duties as assigned.
MINIMUM QUALIFICATIONS
Knowledge of:
• Principles, practices, and advanced applications of Computerized Maintenance Management Systems (CMMS)
• Asset management systems, lifecycle planning, infrastructure maintenance, and operational continuity • Enterprise system governance, workflow development, and business process optimization • System implementation, configuration, data architecture, and quality assurance practices • Integration principles involving GIS, finance, procurement, fleet, permitting, or related operational systems
• Administrative analysis, program development, strategic planning, and organizational process improvement
• Budget preparation, financial analysis, and resource planning • Vendor coordination, software lifecycle management, and implementation practices • Public sector organizational operations and interdepartmental coordination • Modern office systems, reporting tools, and enterprise software • Applicable federal, state, and local laws, regulations, and policies relevant to assigned programs.
Ability to:
• Administer, optimize, and strategically manage a complex CMMS environment • Develop and implement long-range CMMS strategies, standards, and operational improvements • Analyze organizational maintenance and asset management needs and develop effective system solutions
• Configure and maintain advanced system structures, workflows, and reporting tools • Lead cross-functional implementation and improvement initiatives • Develop governance standards and ensure data quality and operational consistency • Prepare clear, concise, and complex reports, recommendations, and strategic documents • Communicate effectively with technical staff, executives, vendors, and operational personnel • Train, mentor, and guide users at multiple organizational levels • Research, evaluate, and implement best practices and system enhancements • Exercise sound independent judgment and initiative
• Establish and maintain effective working relationships with internal and external contacts Experience and Education Requirements
Experience
Five (5) years of increasingly responsible experience in CMMS administration, asset management systems, enterprise systems coordination, infrastructure operations, or related administrative and technical program management, including substantial experience with system oversight, optimization, and strategic implementation.
Education / Training
A Bachelor’s degree from an accredited college or university with major course work in public administration, business administration, information systems, asset management, engineering, operations management, or a related field.
License or Certificate
Possession of, or ability to obtain, an appropriate valid California driver’s license.
Relevant industry certifications in CMMS, asset management, or related systems may be desirable.
WORKING CONDITIONS
Work Environment:
Primary work environment is office-based with frequent coordination across operational, maintenance, and field environments. Travel to various City facilities, infrastructure sites, or vendor locations may be required.
Physical Requirements:
• Work at a computer for prolonged periods
• Sit, stand, walk, bend, stoop, and reach as necessary • Lift, carry, push, and pull items of moderate weight
• Attend meetings, field visits, and operational reviews as needed • Manual dexterity to operate office and technical equipment • Visual acuity sufficient to review data, reports, and system applications • Hearing and speaking sufficient to communicate effective in person and by phone