city of santa monica essential functions … crew leader...an essential functions job analysis ......

City of Santa Monica HVAC Crew Leader – February, 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 / DIVISION HVAC CREW LEADER PUBLIC WORKS – FACILITIES MAINTENANCE

I. Classification/Position Summary: Leads, schedules, assigns and assists technicians and trades staff engaged in repairing, installing, maintaining and troubleshooting commercial and industrial type heating, ventilation and air conditioning (HVAC) systems and related components.

Type of Employment Full Time; Hourly

Work Hours / Hours per Week Shifts are typically 7:00 a.m. to 4:30 p.m.; works a 9/80 work schedule; 9 hours Monday through Thursday one week then 9 hours Monday through Thursday and 8 hours on Friday the following week

Days of the Week Monday through Friday

Overtime /Holidays Required Yes; as assigned and approved

Paid / Unpaid Breaks Two paid 15-minute breaks and one unpaid 30-minute meal break, taken at assigned times, although times may vary by site, workload demands and staffing

Work Pace / Pressure Medium Pace / Medium Pressure

Position represented by a Collective Bargaining Agreement?

Yes; International Brotherhood of Teamsters

NOTES: N/A



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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 hour every two weeks work schedule.

# Description of Essential Function Percent of Shift / Notes

1

HVAC MAINTENANCE / REPAIR: Repairs, maintains and services air conditioning systems, including air handlers, fan coil units, filters, blowers, pumps, water treatment and other components; troubleshoots and repairs hot water systems, boilers, gas heating equipment and solar water heating systems; inspects, disassembles and repairs hot water and forced air heating and ventilation equipment and components; maintains and repairs electrical motors related to HVAC systems up to and including 480 volt – 3 phase; performs other related duties, as assigned. It was clarified in interviews that incumbent performs a wide variety of HVAC work within the city limits including, but not limited to, roof tops of buildings, parking structures, mechanical rooms, attics and crawl spaces; receives work orders from Maintenance Connection and the City of Santa Monica Government Outreach program emails; prioritizes work orders based on emergency/safety issues; performs service calls on a variety of equipment, including but not limited to, refrigerators, walk-in freezer at the jail, exhaust hoods, gas ranges, convection ovens, etc.; replaces motors and compressors; repairs coils, condensing units, thermostats, drain pans and belts; replaces and repairs circuit boards; replaces exhaust hoods, bearings, diffusers and sensors; installs and repairs air ducts; fixes pipe leaks and replaces refrigerant levels; performs work on commercial water heaters and boilers; a wide variety of maintenance needs may be assigned. It was further clarified in interviews that incumbent monitors the automated building control system Direct Digital Control (DDC); receives email from DDC system if malfunction detected in the HVAC system; monitors temperatures throughout buildings; reprograms DDC for certain events needing HVAC at irregular hours; provides changes to the system based on customer input; changes timers according to meeting schedules.

22% to 78% of the shift, concurrent with essential functions #2,3,4,5,6,7,8,10,11



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2

PREVENTATIVE MAINTENANCE / INSTALLATION: Performs repairs, installations, inspections and maintenance of commercial and industrial heating, ventilation and air conditioning (HVAC) equipment and control systems, e.g. pneumatic, electrical and electronic control systems and automated Direct Digital Control (DCC); performs other related duties, as assigned. It was clarified in interviews that incumbent *receives HVAC maintenance schedule from Maintenance Connection based on system’s location and frequency of use; maintenance on a particular system can vary from weekly to every 6 months; performs duct air flow balancing; installs remote sensors to measure air flow; adjusts dampeners; replaces pumps; cleans cooling towers; ensures starters or speed drive in working order; replaces belts and motors in equipment; cleans condenser and evaporator coils; flushes drain lines; checks electronic ignition system in furnace; locates and repairs leaks; replaces refrigerant quantities; installs small drain lines; installs or replaces minor piping; ensures DDC is working properly. It was further clarified that incumbent assists with installing entire HVAC systems for buildings and parking structures within the City; transports HVAC units to site being replaced; may guide HVAC unit into place being lifted onto the roof top by a crane; anchors unit to platform; connects air duct system; performs all necessary wire and pipe connections.

Zero to 67% of the shift, concurrent with essential functions #1,3,4,5,6,7,8,10,11

3

ELECTRICAL / THERMOSTAT REPAIRS: It was clarified in interviews that incumbent performs electrical maintenance and repairs within appliances; solders on circuit boards; strips and crimps wires; bends and installs conduit; replaces plugs and plug heads; installs basic wiring following schematics and blueprints; tests and records functionality of fuses; contracts electrician for large scale or complex jobs; runs wire from disconnect to the unit; repairs and replaces thermostats.

Zero to 25% of the shift, concurrent with essential functions #1,2,4,5,6,7,8,10,11



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4

EQUIPMENT OPERATION / TESTING: Schedules, coordinates and performs testing activities on HVAC and temperature control systems and equipment; uses computerized building automation systems (BAS) to operate, monitor and adjust HVAC equipment; uses and maintains assigned vehicle, equipment and tools; performs other related duties, as assigned. It was clarified in interviews that incumbent uses a wide variety of tools and equipment to perform daily work. Equipment used includes, but is not limited to small manual hand tools (i.e. screwdrivers, wrenches, hammers, etc.); various HVAC instrumentation; wire stripping, cutting and crimping tools; sheet metal tools; pipe bending tools; power tools (i.e. drills, saws, etc.); may utilize soldering, welding and brazing equipment; A-frame and extension ladders; operates heavy equipment (i.e. scissor lift, forklifts, etc.); electrical, temperature and pressure testing equipment and gauges; operates City-owned vehicles such as vans or trucks; utilizes 2-way radios; remote DDC reader; desktop computer with associated peripherals. It was further clarified in interviews that incumbent is responsible to visually inspect all equipment at the beginning and end of shift; performs City-owned vehicle and heavy equipment checklist; stocks truck with parts and supplies; reports any required maintenance and repair needs; ensures hand tools and equipment are cleaned as necessary; oils and greases parts. Incumbent also checks fluids and lights in assigned City-owned vehicles, as well as maintaining appropriate gasoline levels.

Up to 94% of the shift, concurrent with essential functions #1,2,3,5,6,7,8,10,11

5

LEAD DUTIES: Leads, coordinates, schedules and participates in the work of assigned staff engaged in repairing, installing, maintaining and troubleshooting HVAC systems and components; assigns work to staff and ensures work order completion; provides input on employee performance evaluations; coordinates work activities performed by contractors, inspectors, skilled workers and City staff and regarding complex calibration, modification and repairs of HVAC automation systems and components; trains and oversees technicians in programming, installing and repairing mechanical and electronic controls and systems; obtains estimates from outside contractors for labor, materials and/or large projects; performs other related duties, as assigned. It was clarified in interviews that incumbent monitors the work and performance of assigned crew members and trade interns; receives work orders and priority ranks from Maintenance Connection and the City of Santa Monica Government Outreach program emails regarding citizen concerns; work orders completed first for emergency/safety reasons; discusses ongoing assignments with HVAC Technicians and assigns new work orders to those available; may reassign workers to higher priority work orders; keeps record of worker assignments; supports crew when assistance or extra journeyman is needed; provides hands-on training via job shadowing, partnering in HVAC activities, example setting, etc.; ensures training and work safety; assists in determining when trade intern is ready, willing and able to gain more independence in job duties; provides feedback in areas of development; provides feedback to management on performance of crew for inclusion and consideration in performance reviews. It was further clarified that incumbent consults with engineers, architects and contractors about contracted work; submits bids and proposals to supervisor; coordinates time for contracted work; serves as liaison for City concerning HVAC-contracted work.

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



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6

DRIVING: It was clarified in interviews that incumbent drives City-owned vehicles with ladder racks and built in tool boxes to assigned sites; may drive to multiple work sites in a shift; may drive forklift to transport supplies; may operate scissor lift; attends training meetings; procures supplies from vendors.

8% to 44% of the shift, concurrent with essential functions #1,2,3,4,5 Longer frequencies will take place when driving long distances to procure supplies.

7

REPORTS / LOGS / RECORDS: Prepares and maintains a variety of work orders, records and reports; performs other related duties, as assigned. It was clarified in interviews that incumbent receives work orders each morning from Crew Leader, Government Outreach and Maintenance Connection software. Incumbent enters hours worked on each work order with description of work; utilizes a City-provided email account; completes daily report for crew assignments; creates work orders needed from other departments; reads blueprints; determines specifications of circuits needed; completes paperwork for supply needs/requisitions; analyzes repair trend reports; maintains EPA (Environmental Protection Agency) certification; logs disposal of toxic substances according to EPA; logs items used to fulfill work orders; fills out City-owned truck safety checklist each morning.

3% to 11% of the shift, concurrent with essential functions #1,2,3,4,5,8,9

8

COMMUNICATION / COLLABORATION: Responds to inquiries and complaints and takes appropriate action; performs other related duties, as assigned. It was clarified in interviews that incumbent responds to complaints regarding HVAC work via email, phone and in person; works with coworkers, the general public, external agency professionals, as well as cross functionally with other City employees in the course of work; sends out survey to customer regarding completed work; follows up to ensure customers’ needs were addressed. It was further clarified in interviews that incumbent monitors HVAC staff interactions to ensure a conflict-free working environment; works to create best work teams based on personalities, strengths, etc.; maintains positive work environment; encourages a team approach; helps provide solutions to remove barriers; represents the City professionally in words, appearance and actions.

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

9

TRAININGS / MEETINGS: It was clarified in interviews that incumbent conducts brief staff meetings with crew in the morning; tailgate safety meetings once per week; end-of-day meetings concerning work progress; attends trade lead meetings with supervisor biweekly; job walk meetings for projects; attends project meetings as the HVAC expert; end-of-day meetings concerning progress; may attend vendor trainings. It was further clarified in interviews that incumbent attends Trukspect safety trainings every four to six weeks on various subjects (i.e. driving, lifting, blood hazards, tools of the trade, etc); may utilize on-line training sessions as required; is responsible to maintain current certifications.

Up to 4 hours monthly



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10

JOB SITE SAFETY: Follows and enforces applicable safety rules and regulations; performs other related duties, as assigned. It was clarified in interviews that incumbent follows all applicable safety rules and regulations designated by the City; shuts down power when necessary; follows all applicable safety rules while driving City vehicle; may cone off street or alley to park crane or vehicle; responsible for visually inspecting work site at the beginning of each shift; ensures proper clean-up of site and complete collection of all equipment, tools and supplies at the end of each shift; displays caution wet floor signs; maintains awareness of pedestrians, drivers, coworkers and others in work areas; observe and comply with applicable federal, State and local building, health and safety codes and regulations; reports safety issues to Administrator.

Up to 94% of the shift, concurrent with essential functions # 1,2,3,4,5,6,9,11

11

EMERGENCY RESPONSE: It was clarified in interviews that incumbent attend to emergency situations only during the assigned work shift; assesses situation at work site; secures the area to ensure public safety; shuts off power if required; diagnoses approach to address issue(s); prepares list of materials needed; collaborates with supervisor via phone to call in any required additional help, contractors or materials; repairs until completion.

Zero to 44% of the shift, concurrent with essential functions #1,3,4,7,8,10

III. Marginal/Non-essential Job Functions / Duties:

IV. Physical Demands:

Activity Performed

Frequency /Range

Maximum (at one time)

Functions Affected Notes/Examples

Weight Bearing

Standing

Occasional to Frequent

20 Minutes

1,2,3,4,5,7,8,9,10,11 Performing electrical testing on fuses, completing vehicle checks, speaking to a co-worker or supervisor, reviewing schematics and blue prints, replacing broken or malfunctioning circuit boards; completing equipment inspections; installing or repairing thermostats; standing on scissor lifts; observing digital chiller read out

Walking


10 Minutes

1,2,3,4,5,8,9,10,11 Walking between vehicle and job site; around job site and parking structures; retrieving items from maintenance barn; accessing roof HVAC equipment; moving equipment using dolly or hand vehicle; control panel to thermostat to adjust; checking exhaust fans



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Activity Performed

Frequency /Range



Walking on uneven terrain

Seldom to Occasional

5 Minutes

1,2,3,4,5,8,9,10,11 Setting up/taking down cones at job site; on rooftops; planning and inspection; assessing safety of an assigned area of repair; retrieving supplies off vehicle; working at a repair site; walking around maintenance yard; working on pier; stocking vehicle with supplies. Surfaces may include sand, dirt, grass, gravel, soft ground, broken asphalt, uneven boards and cement.

Running

Never* N/A N/A * Emergencies only in situations such as fire or earthquake

Jumping

Infrequent to Seldom

Seconds 1,2,3,4,10,11 Out of the back of a City van or off bumper; low jump off equipment such as forklift or low retaining wall; slight elevation changes on rooftops and at construction sites

Climbing ladder, stairs, stools


1 Minute 1,2,3,4,10,11 Extension, 6-foot and 8-foot ladders to and on roof; stairs and ramps at work site; step stool in maintenance barn or at site; back of van or flatbed pick-up vehicle; on top of HVAC units

Balancing above ground

Infrequent to Occasional

30 Minutes

1,2,3,4,10,11 On ladder to access roof; step stool in maintenance barn or at site; on back of van; change condensing fan motors; on top of HVAC units; standing on roof

Bending at the waist


15 Minutes

1,2,3,4,6,7,9,10,11 Reviewing building plans; completing paperwork; performing inspection duties; getting in and out of vehicle; retrieving supplies; wiring units; getting into attics; repairing broken or malfunctioning motors, compressors, controls, circuit boards; fixing pipe leaks and refrigerant levels; driving; soldering circuit boards, stripping and crimping wires; bending and installing conduit; checking fuses; checking temperature thermometers. Incumbent will bend repetitively throughout shift for seconds at a time with sustained bends up to 15 minutes.



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Activity Performed

Frequency /Range



Twisting at waist side to side


Seconds Repetitively, up to 1 Minute sustained

1,2,3,4,5,6,7,8,9,10,11 Reviewing building plans; completing paperwork; performing inspection duties; getting in and out of vehicle; retrieving supplies; wiring units; getting into attics; repairing broken or malfunctioning motors, compressors, controls, circuit boards; fixing pipe leaks and refrigerant levels; driving; soldering circuit boards, stripping and crimping wires; bending and installing conduit; replacing plugs and plug heads; checking fuses; checking temperature thermometers; retrieving items from van; holding and installing duct work

Stooping slight bend at knees


Seconds Repetitively, up to 5 Minute sustained

1,2,3,4,10,11 Repairing and replacing broken or malfunctioning motors, compressors, controls, circuit boards; investigating the source of an issue; fixing pipe leaks, replacing refrigerant levels; soldering circuit boards, stripping and crimping wires; bending and installing conduit; replacing plugs and plug heads; checking and installing thermometers; retrieving items from vehicle

Squatting


2 Minutes

1,2,3,4,10,11 Repairing and replacing broken or malfunctioning motors, compressors, controls, circuit boards; investigating the source of an issue; fixing pipe leaks, replacing refrigerant levels; soldering circuit boards, stripping and crimping wires; bending and installing conduit; replacing plugs and plug heads; retrieving a dropped tool or item

Seated / Non-Weight Bearing

Sitting


2 Hours 1,2,3,4,5,6,7,9 Operating forklift; driving; operating computer and software; researching equipment on the computer; reviewing blueprints and schematics; meetings

Driving


Up to 2 Hours 4,6 To and from City sites; to vendor store locations. Incumbent typically drives in 20 minute increments, but may need to procure supplies with a 2 hour one way drive.

Kneeling one or both knees


20 Minutes

1,2,3,4,10,11 Repairing and replacing broken or malfunctioning motors, compressors, controls, circuit boards; investigating the source of an issue; fixing pipe leaks, replacing refrigerant levels; soldering circuit boards, stripping and crimping wires; bending and installing conduit; replacing plugs and plug heads; retrieving a dropped tool or item



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Activity Performed

Frequency /Range



Crawling on hands and knees


20 Minutes 1,2,3,10,11 Inspection duties; inspecting new installations and troubleshooting; accessing attics, vent ducts and crawl spaces; plugging or unplugging cords under furniture

Lying Down back, side or stomach


5 Minutes

1,2,3,10,11 Inspection duties; inspecting new installations and troubleshooting; working in attics, vent ducts and crawl spaces; soldering; fastening units together; shimming units

Arm Movement

Pushing


5 Minutes 1,2,3,4,6,10,11 Using ratchet threader; opening/closing doors and drawers; using dolly to move equipment/supplies; feeding wire into panels, conduit, poles, etc.; using carts when unable to park vehicle close to work site; moving HVAC units into place while being lowered by crane; moving compressor; opening access panels; operating forklift and scissor lift

Pulling


3 Minutes 1,2,3,4,6,10,11 Using ratchet threader; opening/closing doors and drawers; using dolly to move equipment/supplies; feeding wire into panels, conduit, poles, etc.; using carts when unable to park vehicle close to work site; moving HVAC units into place while being lowered by crane; moving compressor; opening access panels; operating forklift and scissor lift

Reaching – above shoulder level


2 Minutes

1,2,3,4,8,10,11 Repairing forced air ventilation vents or ducts; investigating the source of a leak; removing ceiling tiles; reaching up while in scissor lift; performing overhead repairs; stocking vehicle; signaling to coworkers or public; climbing ladder

Reaching – at shoulder level

Seldom to Frequent

10 Minutes

1,2,3,4,8,10,11 Repairing forced air ventilation vents or ducts; investigating the source of a leak; removing ceiling tiles; working while in scissor lift; performing overhead repairs; stocking vehicle; signaling to coworkers or public; climbing ladder; driving; repairing and replacing broken or malfunctioning motors, compressors, controls, circuit boards;; fixing pipe and leaks; soldering circuit boards; stripping and crimping wires; bending and installing conduit; replacing plugs and plug heads; operating ratchet threader; strapping ventilation ducts



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Activity Performed

Frequency /Range



Reaching – below shoulder level

Occasional to Continuous

2 Hours

1,2,3,4,5,6,7,8,9,10,11 Investigating the source of a leak; working while in scissor lift; driving; repairing and replacing broken or malfunctioning motors, compressors, controls, circuit boards; fixing pipes and leaks; soldering circuit boards; stripping and crimping wires; bending and installing conduit; replacing plugs and plug heads; operating ratchet threader; operating fork lift and scissor lift; computer work; retrieving a dropped tool or item; running a gas line or wire; reading blueprints; completing paperwork

Steering


20 Minutes 4,6 Driving; operating fork lift and scissor lift; utilizing dolly, hand vehicle or cart

Neck Movement

Extension of the neck looking upward

Occasional 5 Minutes 1,2,3,4,8,10,11 Repairing forced air ventilation vents or ducts; investigating the source of a leak; removing ceiling tiles; reaching up while in scissor lift; performing overhead repairs; stocking vehicle; signaling to coworkers or public; climbing ladder

Flexion of the neck looking downward

Frequent to Continuous

20 minutes 1,2,3,4,5,6,7,8,9,10,11 Investigating the source of a leak; working while in scissor lift; driving; repairing and replacing broken or malfunctioning motors, compressors, controls, circuit boards;; fixing pipe and leaks; soldering circuit boards; stripping and crimping wires; bending and installing conduit; replacing plugs and plug heads; operating ratchet threader; operating fork lift and scissor lift; computer work; retrieving a dropped tool or item; running a gas line or wire; reading blueprints; completing paperwork



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Activity Performed

Frequency /Range



Twisting of the neck side to side


Seconds Repetitively

1,2,3,4,5,6,7,8,9,10,11 Reviewing building plans; completing paperwork; performing inspection duties; getting in and out of vehicle; retrieving supplies; wiring units; getting into attics; repairing broken or malfunctioning motors, compressors, controls, circuit boards; fixing pipe leaks and refrigerant levels; driving; soldering circuit boards, stripping and crimping wires; bending and installing conduit; replacing plugs and plug heads; checking fuses; checking temperature thermometers; retrieving items from van; holding and installing duct work

Hand Activities

Activity Dominant Hand

Non Dominant

Hand


Functions Affected

Notes/Examples

Fine Manipulation


Seldom 20 Minutes 1,2,3,4,5,7,10,11

Testing/calibration equipment; completing paperwork; using cell phone buttons; using small hand tools (i.e. screwdriver, wrench, etc.); using flashlight; feeding and pulling low gauge wire; 2-way radio; stripping, crimping and placing electrical wires; cutting; using cell phone; mobile work order device

Keyboarding / Typing



1 Minute 5,7,9 Computer usage; completing on-line work orders; writing emails; entering daily work sheets and timesheet; typing reports

Simple Grasp

Occasional to Continuous


30 Minutes 1,2,3,4,5,7,10,11

Testing/calibration equipment; completing paperwork; using cell phone buttons; using small hand tools (i.e. screwdriver, wrench, etc.); using flashlight; feeding and pulling low gauge wire; 2-way radio; stripping, crimping and placing electrical wires; using tape measure; opening/ closing panels; using cell phone; mobile work order device

Up & Down Flexion of Wrist

Occasional Seldom 2 Minutes 1,2,3,4,5,7,10,11

Replacing plugs; opening compartments and vents; removing and installing filters; using small hand tools (i.e. screwdriver, wrench, etc.); using ratchet threader; opening/ closing panels; driving; cleaning

Side to Side Motion of Wrist


Seldom Seconds 1,2,3,4,5,7,10,11

Signaling to a coworker or at work site; writing; cleaning surfaces; cleaning vehicle and equipment; pulling and feeding wire



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Activity Dominant Hand

Non Dominant

Hand


Functions Affected

Notes/Examples

Turning / Rotation of Wrist or Hand


Seldom 30 Seconds 1,2,3,4,10,11 Using small hand tools (i.e. screwdriver, wrench, etc.); turning door knobs for entry; using keys to access locked spaces; using small tools (i.e. screwdriver); turning ignition in vehicles/equipment

Gross Manipulation



3 Minutes

1,2,3,4,10,11 Using ratchet threader; moving compressor, motor, refrigerant tank and steel filters; carrying ladders; maneuvering HVAC units

Powerful Grasp/ Tight Grasp



3 Minutes 1,2,3,4,10,11 Using ratchet threader; moving compressor, motor, refrigerant tank and steel filters; carrying tool backpack; climbing ladders; carrying ladders; maneuvering HVAC units

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 Clipboard, pens/pencils; cell phone; 2-way radio; hand tools; ratchet; tape measure; tools to and from vehicle; reference materials; work plans; individual safety cones (7# each); light bulbs; low gauge wire; circuit boards; thermostats; two-way radio; filters; pressure gauges; supplies / materials, refrigerant pressure meters; voltage or current meters; cordless drill (10#); air balance hood (5#); vacuum pump (5#); recovery unit (10#)

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

11 to 25


To Chest 100 Yards Motors; partially full tool backpack; supplies and materials; box of filters (15#); ladders; steel filters (20#); pressure washer

1,2,3,4,10,11

26 to 50


To Chest 25 Yards Refrigerant refills (35#); welding torches (30 #); ladders (35# to 40#); small compressors (45#); full tool backpack; condenser fan

1,2,3,4,10,11

51 to 75


To Waist 10 Yards Moving compressor; large HVAC unit, typically team-carried

1,2,4,11

75 plus


Below Waist 10 Yards Large HVAC unit with multiple people, typically team-carried

1,2,11

NOTES: Job description indicates that incumbent must be able bend, lift and carry materials and equipment weighing up to 50 lbs.



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VI. Equipment or Machinery Operated:

Item Description Frequency of Use Item Description Frequency of Use

Carts / Dolly / Hand truck

Infrequent to Occasional City-owned Vehicle Seldom to Occasional

Welding / Brazing torches

Infrequent to Occasional Heavy equipment (i.e. scissor lift, fork lift, etc.)


Small hand tools (i.e. screwdriver, wrench, etc.)

Occasional to Frequent Power tools (i.e. drills, saws, etc.) Seldom to Frequent

Ratchet Threader

Infrequent to Seldom Electrical / Pressure / Temperature gauges


Ladders various sizes

Seldom to Occasional Vacuum pump / Refrigerant recovery unit


Pipe bending tools Infrequent to Seldom Computer and associated peripherals (printers, scanners, etc.)


Hand-held computer

Seldom to Occasional 2-way radio / Cell Phone Occasional to Frequent

VII. Environmental Exposures:

Brief Description: Work is performed indoors and outdoors where health and safety considerations exist from physical labor and

handling of materials. Indoor surfaces can include tile, linoleum, carpet, wood floors, slippery surfaces and stairs. Flooring of outdoor work environment may consist of concrete, asphalt sloping hills, sand, gravel, uneven grass, dirt and rooftops.

Work Environment/ Situations/Exposures

Frequency of Exposures

Example of Environment / Exposure

Indoors Seldom to Continuous Office areas; meeting rooms; HVAC closets; City-owned vehicles; various work sites; parking garages; boiler rooms

Outdoors Occasional to Continuous Outdoor repairs on ground level and roof for packaged units of electric cooling and gas heating

Contact with Customers, End Users, General Public

Seldom to Frequent Staff; co-workers; general public; City officials; homeless people; administrators; contractors; vendors

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

Occasional Food odors in kitchen, co-worker bodily odors, perfumes, colognes and yard waste odors; coil cleaners; refrigerant; phosgene gas; freon ignited by torches; burnt dust

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


Driving to assigned sites; operating vehicles within assigned sites; pedestrian traffic; driving to vendor locations

Extreme Changes in temperature, humidity, or moisture

Seldom to Frequent Office buildings are climate-controlled; outdoor exposure at most work sites; working near hot HVAC units and on roof tops; seasonal weather conditions such as rain; fog in morning; heat in afternoon, but typically there are no extreme temperature changes in the City of Santa Monica; may need to work on refrigerators and walk-in freezer



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

Seldom to Occasional Diesel and gasoline exhaust from crane and while driving; cleaning chemicals; phosgene gas; ignited freon

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

Occasional to Frequent Construction equipment in use (i.e. crane, etc.); sirens on city streets; traffic noise; landscaping equipment; various power and bench tools; HVAC units

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

Seldom to Occasional Climbing ladder to roof or ceiling; repair work on roof tops; on top of HVAC units

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

Continuous Fluorescent lights indoors, direct and indirect sunlight outdoors

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

Infrequent to Seldom Potential to come in contact with blood or other bodily fluids from injured workers, but not responsible for clean-up of said fluids

Dust, Wind, and/or Pollen Infrequent to Frequent Seasonal weather conditions; construction dust at work sites; dust in attics, on filters and in air ducts; work performed outdoors in seasonal weather

Vibration – e.g., power tools, jackhammer

Infrequent to Frequent Operating power and bench tools; carts and dollies pulled over uneven ground; driving heavy equipment

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

Seldom to Occasional Refrigerant; cleaners; insulation; adhesives; sealants; mold; phosgene gas; various airborne bacteria; freon

Electrical Hazards – e.g., live electrical wires

Seldom to Occasional Fuses, live wires on HVAC units; control panels; 480 volt – 3 phase

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

Infrequent to Occasional Refrigerant tanks; acetylene; boiler gas; water pressure; freon

Confined Spaces – e.g., attics, manholes

Infrequent to Seldom May be required to access and work in attics, crawl spaces and air ducts

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

Never N/A

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

Seldom to Frequent Forklift, scissor Lift

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.


1,2,3,4,10

Emergency situations; troubleshooting problems; to be able to smell fire or foreign substance; identifying electrical burn; identifying dangerous gases or vapors at work sites; natural gas awareness



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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 and to operate equipment; completing paperwork; evaluating project plans; all inspection and work duties; must be able to see colors for wiring

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.

Frequent

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

Hear in the normal audio range with or without correction.; exposure to noise; exposure to noise; ability to survey traffic noise to be aware of potential issues; equipment/tool usage; communicate with coworkers and public

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.

Frequent

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

To assist co-workers, responding to phone calls, visitors’ needs, clearly communicate task status; actively engage with coworkers and team members; clearly giving instructions; talk with general public

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, forms, emails and handwritten notes and messages; email; training materials; code books; inspection checklist; assignment sheets; timesheets; wiring schematics; warning labels

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.

Occasional

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

Legible handwriting, computer data entry, memorandums cataloging work in field notebook; taking notes in meetings or trainings; writing logs; timesheet completion

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.


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

Simple calculation checks on data entry being verified, purchasing estimates; calculating square footage; estimate time; read blueprints; mixing coil cleaners; measuring size; determining quantity of product



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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 glasses; hard hat; rubber, leather, latex, or nitrile gloves; hearing protection; rain gear; dust/particle masks; knee pads; safety cones and tape; work boots; fluorescent tear-away vests; cell phone; lock-out tags. It was also clarified in interviews that the incumbent has regular access to first aid kits, fire extinguishers and eyewash stations and a regular shower, if required on the maintenance yard. 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 an accredited college with an Associate’s degree or 60 semester units or the equivalent of college level course work in residential and commercial heating, ventilation and air conditioning (HVAC); four years of recent, paid journey-level experience in the installation, repair and maintenance of heating, ventilation and air-conditioning systems, including electronic, pneumatic and automated control systems and direct digital control (DDC); two years of the required work experience must include working with building automation systems (BAS); 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 the additional work experience).

Knowledge Of:

Principles, methods and techniques of HVAC system design, installation and programming; principles of heat exchange and air circulation and electricity applicable to HVAC equipment; basic operational modes of heating and cooling equipment; methods, tools and equipment used to inspect, test, repair, install and maintain heating, ventilating, and air conditioning equipment; uniform Mechanical Code applicable to HVAC system design and installation; technical mathematics; use of hand and power tools and equipment; safe work practices, procedures and regulations; basic supervisory techniques; effective training and coordinating techniques; effective customer service techniques.

Ability To:

Lead and coordinate the work of others; schedule, train and assign work to staff; communicate effectively, both orally and in writing; organize and prioritize work; diagnose, troubleshoot, and repair complex HVAC systems, equipment and components; operate computerized building automation equipment; perform basic estimation calculations; learn and use specialized software applications; learn, interpret and apply relevant federal, state and local laws and regulations; follow and enforce City codes, policies and standards; interpret schematics, blue prints, drawing ands and technical materials; prepare and maintain accurate records and reports; follow written and oral instructions; lift, carry and move heavy objects up to and including 50 lbs; perform physical labor for sustained periods; establish and maintain effective and cooperative working relationships with City employees, outside contractors, inspectors and the general public; provide effective customer service.

Skill In: Reading, writing and communicating at an appropriate level; using hand and power tools and equipment for calibrating, balancing, and repairing HVAC systems; using a personal computer and applicable software applications; working effectively with others.

Licenses / Certifications:

Possession of a valid Class C driver license; possession of a valid EPA Section 608 Universal Technician Certification from an approved U.S. Environmental Protection Agency Technician Certification Program.

Supervision Received:

Works under the general supervision of a supervisory employee, who outlines work assignments, occasionally reviews work in progress and periodically reviews completed work.

Supervision Exercised: Leads, trains and coordinates the work of assigned staff, outlining work assignments, frequently reviewing work in progress and periodically reviewing completed work.



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Working Conditions:

Work is performed both inside and outside in seasonal weather and at high elevations; work requires heavy lifting, exposure to high voltages, noise and dust; work is often performed in cramped and awkward positions; must be available to respond to emergency situations and serve on standby duty; physical demands include bending, lifting and carrying materials and equipment weighing up to 50 lbs.

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

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

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.



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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.

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

Don Ross

HVAC Crew Leader

Tad Banach

Facilities Supervisor

Devin Starnes

Facilities Maintenance Manager

Christina Winting

Human Resources Manager



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XIII. Methods of Gathering Information:

Observation of Duties: NO

Referred to an Existing Job Description: YES Interview of Participants: YES; 10/21/14

In order to develop this Essential Functions Job Analysis, the Consultant 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 Function 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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