CMMS SPECIALIST at Rancho California Water District – Temecula, California

Rancho California Water District is currently seeking a well-qualified candidate to fill a Computerized Maintenance Management System (CMMS) Specialist. This newly created position will play a vital role within the Operations and Maintenance Division, supporting the District’s efforts to improve asset reliability, optimize maintenance strategies, and enhance operational efficiency.

The Ideal Candidate...
The ideal candidate will bring experience in CMMS platforms and have the ability to learn new systems. Additionally, the candidate will have experience in resolving CMMS issues, an understanding of maintenance operations, and have the ability to effectively communicate with various stakeholders. This candidate will manage a large amount of data and coordinate a variety of activities.

How to Apply...
Interested individuals must complete an application at www.ranchowater.com/careers to be considered for this position. We will be accepting applications through Friday, October 17, 2025 at noon at www.ranchowater.com/careers.

JOB DESCRIPTION
Under general supervision, maintains the Computerized Maintenance Management System (CMMS), identifying and managing field assets, preventive maintenance procedures and work orders. The selected candidate will be knowledgeable infield asset maintenance procedures, CMMS applications and asset master data principles. Coordinates with staff to develop work plans and schedules that are thoroughly coordinated with other departments to optimize resource allocation. Key responsibilities include the data input of operational assets, coordination of asset data with the GIS system, tracking of new asset updates, updating condition scores, inputting of preventive maintenance plan configurations, updating of recurring schedules, reviewing and updating of codes used to track work orders, and maintaining employee security records, maintain crew assignments, and detailed analytical reporting. This role works closely with staff across departments to ensure the CMMS integrates seamlessly with District systems. The position also supports improved data accuracy and accessibility, while ensuring CMMS functionality aligns with the District’s technology.

CLASS CHARACTERISTICS
Positions at this level perform a full range of CMMS and applicable support duties, as well as training staff, field verifications and appropriate industry knowledge. Incumbents are responsible for a full range of knowledge related to work order management, asset management, system integration, data driven decision making, and staff support duties as assigned. They support staff across departments and ensure the CMMS aligns with the District’s operational procedures and technology strategies. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit.

EXAMPLE OF DUTIES(Duties may include, but are not limited to, the following):

• Collaborate with Operations staff to maintain the preventive and predictive maintenance plans including task descriptions, resources, schedules, field verifications and generation of work orders.
• Develop and document maintenance plans for various field asset groups.
• Participate in developing tailored and standardized reporting structures within the CMMS program and analyze reports to improve maintenance activities.
• Develop plans as requested by reviewing work orders, clarifying intent with originators, determining the scope of work for each job and ensuring work orders are completed in a standardized fashion.
• Collect work history and other information to ensure a current and complete record of work and field site documentation in the division; interpret, prepare, and update a variety of inspection data, charts, graphs, records, correspondence, and reports.
• Develop preventative and predictive maintenance plans/requirements for equipment by researching the manufacturers’ maintenance recommendations and making modifications suitable to District installation needs by field verification of special conditions and work practices of field staff; define, compile, and incorporate these maintenance activities in the computer maintenance system (CMMS).
• Retrieve field data to assist in developing tailored and standardized asset hierarchy within the CMMS program and analyze reports to improve maintenance activities.
• Review completed work orders for comments, variances, and completeness for proper close-out; follow up as required with adjustments to maintenance practices or coordination with other District groups
• Develop repair plans as requested by reviewing work orders, clarifying intent with originators, determining the scope of work for each job, and ensuring that repair parts and materials are received before the commencement of jobs, coordinate and schedule multi-craft jobs with other divisions or outside services before the commencement of work.
• Execute routine Key Performance Indicator reports to assess successful usage of the CMMS.
• Identify training requirements, develop SOPs as needed regarding the use of the CMMS software. Train and work with users in implementing system enhancements.
• Prepare weekly, monthly, and annual activity reports; maintenance/project backlogs; complete and maintain records, including preventative maintenance forms and inspection forms, daily worksheets and service sheets documenting work performed to build a database for the (CMMS)
• Assist the Operations Services Manager and O&M Planner/Scheduler or Asset Services Supervisor in the development of a comprehensive Asset Management Program
• Coordinate with District supervisors/managers concerning maintenance status related to schedule, budget, and resource usage; participate in developing preventive maintenance (PM) schedules, maintenance costs, and resource budgets; provides timely information for controlling budgets throughout maintenance duration.
• Organize and participate in specialized programs such as improved methodologies and preventative/predictive maintenance programs; review plans and recommend improvements
• Support the application of Continuous Improvement Principles in the oversight of operations within the business unit by utilizing CMMS software practices
• Develop and monitor team and individual performance measures, ensuring that they align with District's Strategic and Operational Plans
• Align CMMS with District technology strategy by partnering with other departments to ensure secure, integrated, and optimized functionality.
• Structure CMMS data for use in enhanced reporting and support data-driven decision-making across departments.
• Assist in developing data-sharing protocols and participate in interdepartmental meetings to improve cross-platform coordination and drive continuous improvement.
• Perform other duties as assigned.

QUALIFICATIONS
Knowledge of:

• Water system components (i.e. wells, pump stations, valves, pipelines, etc.)
• Principles and methods of effective and comprehensive CMMS program
• Principles and methodology of CMMS software/s
• SCADA systems and how to utilize data trending and analysis
• Strong understanding of Asset Processes and Data Flow
• Strong understanding of required assets specific to each department
• Excellent interpersonal, collaboration, problem solving, critical thinking, and communication skills.
• Maintenance principles and practices as they relate to a water/wastewater utility
• Computer equipment and use of databases, spreadsheets and related software equipment, processes, materials, and construction as they relate to water operations and maintenance
• Basic geographic information system (GIS) concepts, principles, and analytical techniques, including computerized mapping and attribute-data conversion, manipulation and analysis
• Principles, practices, and procedures of inventory management and control

Ability to:

• Plan, organize, and prioritize preventative/repair maintenance needs of Operations and Maintenance Division
• Coordinate the collection of capital asset information; develop and employ methods that ensure accurate data collection
• Apply best practices for integrating CMMS with GIS, SCADA, and finance systems; manages structured data for consistency across platforms.
• Leverage the CMMS system, field condition assessments and predictive analytics for data-driven asset management while collaborating with departments to ensure the security of maintenance data.
• Effectively use CMMS software and work with IT to ensure seamless integration with other platforms
• Evaluate problems and identify alternative solutions
• Develop and recommend work standards; prepare clear and concise records, reports, and other written materials
• Exercise independent judgment and initiative within established guidelines
• Maintain and utilize process flow charts for key processes, with performance standards related to customer and stakeholder needs
• Interact with stakeholders to ensure a collaborative approach to the asset management program. Organize and prioritize work independently, set priorities, meet deadlines, and follow up on pending assignments as needed
• Establish and maintain effective working relationships with those contacted in the course of work

PHYSICAL REQUIREMENTS/WORKING CONDITIONS
The essential functions of this position may require the employee to perform the following physical requirements:

• Frequently use office equipment such as a computer and copier
• Must be able to carry, push, pull, reach and lift materials and objects up to 25 lbs.
• Extended standing, walking, sitting, reaching, stooping, and bending
• Communicates verbally with District management, co-workers, and the public in face-to-face, one-on-one, and group meetings
• Regularly uses a telephone or radio for communication
• Ability to speak and hear both in person, by telephone, and radio
• Vision within normal ranges with or without correction
• Regular attendance

The essential functions of this position may expose the employee to the following working conditions:

• Work in the field where noise is at times loud and employee may be exposed to hot and cold conditions, inclement weather, or traffic hazards
• Work in a temperature-controlled office environment with moderate noise

The appropriate knowledge, skills, and abilities can be achieved through a variety of combinations of experience and training. A typical example is:

Experience:	Two (2) years of journey-level water works or similar related field (such as mechanical, industrial electric and/or electronics maintenance and repair) experience
	Public utility experience with training or certifications in computerized maintenance management systems (CMMS), GIS, SCADA, database administration, or business intelligence tools is preferred
Education/Training:	Equivalent to completion of the 12th grade
	College level or advanced technical training in asset or data management preferred.
Licenses/Certificates:	Grade D2 Water Distribution Certificate (within one year)