Fleet Services Specialist

This role actively supports and upholds the City's stated mission and values.  According to the Decision Band Method classification system, employees of this classification are responsible for operational policy level decision making (decisions on carrying out the operations of the selected process.)  Duties require a moderate degree of frequency, complexity, and diversity compared to other positions in the same band.
 
Under direct supervision of the Fleet Manager, employees of this classification are responsible for performing technical, administrative, and customer service operations in support of Fleet Management. 

ADMINISTRATIVE DUTIES

• Supervisory: This job does not have formal supervisory responsibilities.
• Budgetary:  This job assists with the budget by gathering information, making recommendations for inclusion in the budget, inputing budget information, and producing reports. 
• Strategic Planning:  This job assists with strategic planning by providing fuel usage reports, organizing fleet preventative maintenance and repair schedules, and managing safety supplies and tool allowance.
• Policies/Procedures:  This job carries out day-to-day activities in accordance with established policies and procedures.
• Compliance:  This job carries out day-to-day activities in accordance with Federal, State, and Local laws, rules, and regulations as well as City policies and procedures.
• Council Communications:  This job carries out day-to-day activities in accordance with Council's adopted priorities and direction.
• Reporting:  This job establishes and prepares reports and spreadsheets for distribution Citywide, including fuel purchases and usage, fleet costs, equipment forcasting and budgeting.

EXAMPLES OF THE WORK PERFORMED (ILLUSTRATIVE ONLY) 

• Provides excellent customer service to both internal and external customers.
• Collects vehicle repair information including vehicle history, warranty data through daily inspections or operator interviews.
• Prepares, processes, and closes work orders.
• Manages fuel system to include ordering fuel deliveries for the City fuel site, processing invoices, maintaining fuel logs, downloading fuel transactions from County data into Naviline, processing transactions, making corrections, and post for billing for all equipment.
• Acts as Fleet Buyer including processing daily orders, receiving and issuing vehicle/equipment parts and supplies.
• Performs administrative duties for Fleet Management including answering, screening, and directing telephone calls, providing general assistance, processing time sheets, payroll, purchase orders, and Personnel Action Forms.
• Schedules preventative maintenance services determined by time, hours, mileage, or user department schedules.
• Coordinates and tracks maintenance and repair jobs on City vehicles with contract vendors and dealers to expedite work and maximize benefits of dealer warranties.
• Manages Fleet's Naviline system including daily operations and updating the Fleet Maintenance Information System (inputting data, collecting records, and analyzing repair, parts, maintenance, and other costs associated with Fleet repair.)
• Calculates productivity rate for each mechanic and the entire shop.
• Performs related duties, as assigned.

MINIMUM REQUIREMENTS 

• High School Diploma or G.E.D.
• One year certificate from college or technical school.
• Two years of related experience in service writing and parts procurement.
• Two years of computer experience including Microsoft products.
• Or any combination of education, experience, and training equivalent to the above Minimum Requirements.

 
DESIRED EXPERIENCE AND TRAINING 

• Computer experience including Q-Rep.

 
OTHER REQUIREMENTS

• Must possess, or obtain upon employment, a valid Arizona driver's license.
• Regular attendance is an essential function of this job to ensure continuity.
• Must have the ability to be contacted and respond in a timely manner and be willing to work 12-hour shifts during snow operations, including weekends and holidays, as assigned.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES (ILLUSTRATIVE ONLY)

• Language Skills:  Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.  Ability to write routine reports and correspondence.  Ability to speak effectively before groups of customers or employees of organization.
• Mathematical Skills:  Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.  Ability to apply concepts of basic algebra and geometry.
• Reasoning Ability:  Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
• Ability to effectively communicate.
• Ability to instruct/train others.
• Knowledge of accounting and algebra principles.
• Ability to ask and comprehend detailed questions.
• Ability to interpret to written form.

 
COMPETENCIES (ILLUSTRATIVE ONLY)

• Accountability:  This job carries out day-to-day activities in a manner that reflects accountability to the community and other employees.
• Responsiveness:  This job has partial responsibility for addressing customer needs to include ensuring appropriate communication skills, composure, decision making, and mediation skills for self and subordinate employees (for example: honest, direct, and understandable communication; controls emotions when things get tough; actively seeks input to make decisions; and is proactive in confronting and resolving conflict.)
• Quality: This job has partial responsibility for ensuring high quality customer service for self and subordinate employees including customer focus, expectation management, and interpersonal skills (for example: responds promptly to customer needs; keeps customer informed of progress with timely feedback; uses diplomacy and tact.)
• Professionalism:  This job has partial responsibility and assists with ensuring employees are honest, responsible, fair, highly trained, and cost conscious including technical and professional knowledge, diversity in skills and people, and cross-functional knowledge (for example: seeks educational and professional opportunities, proactively seeks input from people with differing views; knowledge of own division's application to the success of the organization.)
• Teamwork: This job has partial responsibility and assists with ensuring employees work as a team in partnership with citizens, other agencies, and each other for a better Flagstaff including managing people, coaching and mentoring, team management and development, and delegation (for example: works with others in mutually supportive relationships; offers useful feedback and identifies needs for development; is team oriented and collaborative; and uses delegation to maximize employee capabilities.)
• Problem Solving:  This job has partial responsibility and assists with ensuring employees solve problems creatively, open-mindedly, and professionally including creativity and innovation, initiative, planning and organizational skills, and process management (for example: actively pursues best practices to integrate with internal practices; drive to meet/exceed objectives or standards; uses project and time management skills; and is knowledgeable about internal controls.)
• Leadership:  This job carries out day-to-day activities serving people with integrity and personal character.

 
PHYSICAL REQUIREMENTS AND WORKING ENVIRONMENT
 
While performing the duties of this job, the employee is regularly required to sit; use hands and fingers to handle or feel; reach with hands and arms and talk or hear. The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl.
 
The employee must regularly lift and /or move up to 10 pounds and occasionally lift and/or move up to 50 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
 
While performing the duties of this job, the employee is regularly exposed to fumes or airborne particles. The employee is frequently exposed to toxic or caustic chemicals and extreme cold. The employee is occasionally exposed to wet and/or humid conditions; moving mechanical parts; high, precarious places; outside weather conditions; extreme heat and vibration. The noise level in the work environment is usually loud.

Salary : $20 - $31