Fleet Services Manager

Summary

Essential Duties

ESSENTIAL DUTIES AND RESPONSIBILITIES:
Ensure the Fleet Services Division and Public Works Department’s mission critical/high impact (MC/HI) goals are being attained. Plan, direct, and evaluate long range and short-term goals.
Serve as the manager of Fleet Services responsible for assigning, prioritizing, and inspecting work, scheduling use of equipment, completing performance evaluations, providing technical and safety training, communicating and enforcing safety rules as specified in the city's safety manual and applicable department procedures.
Provide leadership for the Fleet Services Division; fostering a highly effective work environment that promotes professionalism, accountability, high quality, efficiency, communication, and teamwork.
Utilize a collaborative leadership style to create an environment of two-way dialogue ensuring relevant information is communicated in a timely manner.
Serve as a mentor and resource for Supervisors on effective employee management including collaborative leadership, progressive discipline and day to day operations and ensure work is properly assigned, prioritized, inspected, and scheduled.
Involve employees in decision-making, seek employee’s ideas and input, encourage employees to be productive and to produce high quality work, recognize and work with differences between employees and their work styles.
Foster a culture of commitment to the objectives of the organization, and a team approach to service delivery that rewards and encourages members of the organization to take on added levels of responsibility, challenge and authority.
Prepare annual operating and capital budgets, collect and record data and information regarding the infrastructure system and operations and maintenance activities, prepare supporting information and documentation for activities, programs, equipment, performance measures, and work plans related to Fleet Services.
Determine and plan purchases of budgeted equipment, materials, and supplies.
Develops, prepares, and writes specifications for the purchase of vehicles, equipment, and other associated Fleet Services equipment.
Obtains and analyzes bids and quotations and recommends awarding of orders for the purchase of vehicles and equipment.
Inspects new vehicles and equipment received to assure that order specifications have been properly met, coordinating the handling of any deviations between the city and equipment dealers.
Makes recommendations for necessary purchases of equipment and supplies to improve efficiency of operation; determines when vehicles and equipment is unsafe for use.
Initiate the first step, according to established procedures, in the discipline of Fleet Services employees to include verbal and written reprimands for actions associated with, but not limited to, the violation of established safety rules outlined in the city's safety manual, failure to follow department procedures, insubordination, and failure to complete tasks and duties as assigned.
Recognize staff for the work they do and utilize the city awards program when earned and deserved. Apply for outside recognition for processes and procedures that informs others outside the city of the outstanding work they do.
Maintains accurate records through the city’s computerized fleet information management system of all work performed and supplies used; orders parts and maintains inventory. Be able to prepare and present information upon which operational decision can be made.
Prepare letters, memorandums, reports, and council letters as necessary to carry out responsibilities.
Develops, directs purchasing, dispensing and inventory management activity for parts and fuel inventories.
Monitor the condition of department equipment to ensure reliable, safe and efficient operations
Exercise discretion in applying general goal and policy statement and in resolving organizational and service delivery problems.
Foster and environment of continuous learning and improvement; recommend classes, trainings and other initiatives that promote the professional development of staff.
Lead staff and safety meetings as required including facilitating the Department’s Safety Committee and Safety Program.
Create and maintain a culture of safety that values and complies with the city's safety policies and procedures.
Serve as the communications hub for the division. Inform Division staff of all pertinent city, department, and division policies, procedures, or issues that will increase their effectiveness. Inform Department staff of significant activities. Assure frequent face to face meetings with department managers. Assure the Department Director is informed of any matter that may rise to City Council attention. Assure customers are informed of any anomaly in operations that may affect the delivery of service.
Fosters an inclusive work culture and advances the City’s diversity, equity and inclusion goals.
Assist other city departments as necessary.
Prepare annual work programs.
Develop and track performance measures.
Maintain and foster an environment which facilitates the Exceeding Expectations (professional, responsive, leaders) philosophy of the City.
Coordinates special projects and performs other duties as assigned or apparent.
May be required to work abnormal hours during certain events or emergencies.

Qualifications

MINIMUM QUALIFICATIONS:

• High School diploma or GED.
• Current valid state Driver’s License, ability to drive, and satisfactory driving record.
• Associate’s degree in business administration OR graduation from a technical college in with a fleet administration focus or similar OR APWA Fleet Manager’s Certificate OR related equivalent training and education.
• At least three years of progressive management/supervisory/leadership experience (for internal candidates includes lead worker and Woodbury step 6/7).
• At least two (2) years of increasingly responsible experience supervising staff repairing vehicles and construction equipment (for internal candidates’ graduation from the City’s leadership Academy).
• Ability to communicate effectively orally and in writing.
• Working knowledge of fleet asset management software systems, fuel systems, telematics software, and Microsoft Office Suite.
• Possession of or ability to obtain Professional Fleet Management Certification within 12 months of hire; either Certified Public Fleet Professional (CPFP), Certified Automotive Fleet Manager (CAFM), or Certified Equipment Manager (CEM).

• Five (5) years experience in a leadership position managing a fleet of over 200 assets.
• Certified Automotive Fleet Manager (CAFM), Certified Public Fleet Professional (CPFP), Certified Equipment Manager (CEM).
• Bachelor’s degree in public administration, business administration or related field of study.
• Associate’s degree in fleet maintenance/repair OR two-year technical certificate in fleet maintenance/repair.
• Five (5) years’ experience maintaining a fleet in a professional environment.
• Experience supervising employees and/or managing/leading teams to accomplish projects.
• Experience with budgeting and long-range planning for a complex organization.
• Experience in government purchasing.

Environment

PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to use hands to finger, handle, feel or operate objects, tools, or controls and reach with hands and arms. The employee frequently is required to stand and talk or hear. The employee is occasionally required to walk; sit; climb or balance; stoop, kneel, crouch, or crawl; and smell.
The employee must frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 60 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee occasionally works in outside weather condition. The employee occasionally works near moving mechanical parts and is occasionally exposed to wet and\or humid conditions and vibration. The employee occasionally works in high, precarious places and is occasionally exposed to fumes or airborne particles, toxic or caustic chemicals, and risk of electrical shock.
The noise level in the work environment is usually loud in field settings, and moderately quiet in office settings.

The City of Woodbury strives to exceed expectations – through professionalism, responsive service and leadership. Employees are an integral part of the overall success of the city. In service to its employees, the City of Woodbury offers generous benefits to include medical, dental, and life insurance, short-term and long-term disability, and both mandatory and voluntary retirement plans. In addition vacation, sick, personal holiday and holiday pay is also provided. All regular employees are eligible for benefits on the first of the month after their hire date.