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Asset Management Administrator

Category: Exempt
Pay Grade: E22 
Job Code: 17044

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily.  Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described.  Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.

JOB SUMMARY

Performs specialized administrative, analytical, and technical work related to the organization’s asset management activities, ensuring accurate data collection, maintenance, and reporting in support of operational goals. This position involves gathering and validating asset data from various sources, inputting and maintaining that information within relevant systems, and analyzing results to inform decision-making and enhance performance. Responsibilities include designing and generating regular reports or dashboards to identify trends, optimize asset usage, and ensure compliance with organizational and regulatory standards. Additionally, the position collaborates with cross-functional teams to develop and refine asset management practices, streamline data-related processes, and provide recommendations for continuous improvement of business operations. This role requires a strong attention to detail, advanced analytical aptitude, and the ability to translate business requirements into actionable, data-driven solutions.

ESSENTIAL JOB FUNCTIONS (examples, not all inclusive)

• Build, maintain, and reevaluate risk models for utility assets, considering factors such as age, condition, and criticality to inform decision-making;
• Develop Level of Service (LOS) requirements and maintenance strategies, collaborating with subject matter experts to align with risk and lifecycle considerations;
• Support data analytics and reporting needs, demonstrating an understanding of business intelligence tools and enterprise resource planning (ERP) systems;
• Assist in capital planning and budgeting, using lifecycle analyses and risk models to guide resource allocation;
• Identify and recommend process improvements, leveraging data insights to enhance maintenance strategies and reduce overall lifecycle costs;
• Administer the enterprise asset management (EAM) system, including setting up and adjusting user accounts and providing user training, maintaining work order templates and service request configurations, managing permissions and access needs;
• Coordinate multi-departmental data by working closely with the Office of Asset Management and other teams to ensure data consistency and accuracy;
• Collaborate with consultants and maintenance staff to develop life expectancy parameters and asset class standards, incorporating condition assessments and performance data;
• Facilitate contractor activities for condition assessments and repairs, liaising with relevant teams to ensure asset management best practices are followed;
• Serve as a cross-functional liaison to promote consistent asset management approaches and communication across multiple departments;
• Generate and analyze database reports to monitor asset data quality, perform QA/QC checks, and improve completeness of asset records;
• Resolve integration issues with asset management or geographic information system (GIS) platforms;
• Perform attribute editing and onboarding of new assets into the system, ensuring accurate and up-to-date asset records;
• Guide data management standards and oversee QA/QC processes, promoting continuous improvement in asset data governance and usage;
• Participate in regular meetings with the Office of Asset Management and other stakeholders to coordinate asset management initiatives and cross-departmental projects;
• Performs other related job duties as assigned.

QUALIFICATIONS

Education and Experience:

Eight (8) years of progressive experience in management, operations, administrative analysis work, or quality assurance that includes one (1) year of program/project management, management operations, or information technology project systems experience including team leader or supervisory training; or an Associate’s degree in public administration, business administration, computer science, or a related field and six (6) years of experience as described above; or a Bachelor’s degree and four (4) years of experience as described above; or an equivalent combination of education, training, and/or experience.  

Special Qualifications (May be required depending on area of assignment):

• Florida Driver’s License or Florida Commercial Driver’s License and endorsement, if any.
• Assignment to work a variety of work schedules including compulsory work periods in special, emergency, and/or disaster situations.
• Other knowledge, skills, abilities, and credentials required for a specific position.

Knowledge, Skills and Abilities:

• Knowledge of agency or department operations and subject matter area of assignment;
• Knowledge of office automation and word processing equipment;
• Knowledge of data analysis and research techniques, methods, and processes;
• Knowledge and ability to troubleshoot and resolve business problems;
• Knowledge of principles and practices of quality assurance;
• Skill in verbal and written communication, and interpretation of unclear instructions or information.
• Ability to apply computer applications and software;
• Ability to develop and update procedure and operational manuals;
• Ability to map out business and workflow processes;
• Ability to perform technical computations and analyses, generate reports, sort and categorize data, and produce reports using multiple software applications;
• Ability to establish and maintain effective working relationships with superiors, employees, and others;
• Ability to maintain detailed records, develop presentations of composite data, and perform comparative analysis for data integrity.

PHYSICAL/MENTAL DEMANDS

The work is sedentary work which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body.  Additionally, the following physical abilities are required:

• Feeling: Perceiving attributes of objects, such as size, shape, temperature or texture by touching with skin, particularly that of fingertips.
• Fingering: Picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling.
• Grasping: Applying pressure to an object with the fingers and palm.
• Handling: Picking, holding, or otherwise working, primarily with the whole hand.
• Lifting: Raising objects from a lower to a higher position or moving objects horizontally from position-to-position. Occurs to a considerable degree and requires substantial use of upper extremities and back muscles.
• Pulling: Using upper extremities to exert force in order to draw, haul or tug objects in a sustained motion.
• Pushing: Using upper extremities to press against something with steady force in order to thrust forward, downward or outward.
• Reaching: Extending hand(s) and arm(s) in any direction.
• Visual ability: Sufficient to effectively operate office equipment including copier, computer, etc.; and to read and write reports, correspondence, instructions, etc.
• Hearing ability: Sufficient to hold a conversation with other individuals both in person and over a telephone; and to hear recording on transcription device.
• Speaking ability: Sufficient to communicate effectively with other individuals in person and over a telephone.
• Mental acuity: Ability to make rational decisions through sound logic and deductive processes.
• Talking: Expressing or exchanging ideas by means of the spoken word including those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.
• Repetitive motion: Substantial movements (motions) of the wrist, hands, and/or fingers.
• Standing: Particularly for sustained periods of time.
• Stooping: Bending body downward and forward by bending spine at the waist. Occurs to a considerable degree and requires full motion of the lower extremities and back muscles.
• Walking: Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another.

WORKING CONDITIONS

Work is performed in a dynamic environment that requires sensitivity to change and responsiveness to changing goals, priorities, and needs.