Fleet Services Administrator

Nature of Work

Manages the operations, functions, and activities of a municipal Fleet Management program to ensure maintenance, disposal, and replacement of all fleet units in compliance with applicable federal, state, and local laws and regulations and strategic objectives.

Environmental Factors Position functions primarily in an office environment with no notable hazards or conditions; exposure to all traffic and weather conditions when traveling to other facilities or locations within the City; exposure to noise, fumes, arc welding and cutting rays when in the shop environment.

Physical Factors Position involves light physical activity.

Work Situation Factors Position involves competing demands, performing multiple tasks, working to deadlines, occasional work beyond normal business hours, and responding to customer issues. Regular attendance is an essential function of this job to ensure continuity of services. Position is subject to drug testing in accordance with applicable State and Federal regulations and City of Las Cruces policies.

FIRST CONSIDERATION MAY BE GIVEN TO CURRENT CITY OF LAS CRUCES EMPLOYEES WHO MEET THE MINIMUM REQUIREMENTS.

Duties and Responsibilities

• Plans, coordinates and manages staff and activities to include the acquisition, maintenance, lifecycle analysis, and disposal of fleet units, to meet goals and objectives.
• Manages and monitors financial activities of assigned budgets to ensure compliance and meet performance targets; oversees procurement activities for supplies, services, equipment, and other items to assure activities comply with established policies and processes.
• Reviews operations and needs of departments and functions to recommend equipment specifications; participates in and oversees the writing of bid specifications for all vehicles and equipment acquisitions; reviews bids and/or quotes to make recommendations to the Purchasing Section and user Department.
• Meets regularly with staff to review work in progress, discuss and resolve administrative, workload and technical issues, and to prioritize and assign tasks and projects to assure deadlines and performance standards are met; evaluates and analyzes functions, resources, processes and procedures to identify issues and recommend changes for improvement; interprets applicable rules and regulations to provide guidance in developing, implementing, and administering policies and procedures.
• Provides leadership, direction, and guidance in technical processes and procedures; reviews and approves schedules, reports, and procedures; evaluates and analyzes issues to recommend and implement solutions; assures programs and activities are in compliance with all laws, policies, regulations, timelines and goals.
• Manages staff through proper delegation and work supervision to provide appropriate levels of service and resources; coordinates and manages various special and recurring projects, monitors work, evaluates performance, trains, counsels, coaches, and instructs employees in order to meet established goals and objectives; ensures staff adhere to established policies and procedures to remain in compliance with local, state and federal regulations.
• Prepares and presents various special and recurring reports, forms and other documents to provide consistent, accurate, and timely information; participates in various meetings including those with City Council, regional government organizations, community groups, and State and Federal agencies; conducts public meetings to disseminate and coordinate discussions regarding Fleet Management issues.
• Reviews, maintains, and updates records in various formats, mediums, and automated systems to ensure data integrity and adherence to internal controls, practices, and policies; evaluates programs, services and activities to ensure customer and staff needs are being met; demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless services
• Researches equipment specifications and interacts with vendors to address and resolve inquiries or issues of concern, and establish pricing agreements when applicable.
• Oversees and manages the billing of fleet management services, including fuel, for internal and external customers; ensures fuel sites are maintained in accordance with state and federal requirements
• Serves as liaison to maintain positive customer relations and appropriate levels of service, support, and resources; responds to and resolves various complaints, issues, and inquiries as authorized and in accordance with established policies and procedures.

Minimum Qualifications

Equivalent to an Associate's degree in Fleet Management or a related field and five (5) years of experience in fleet service operations. Two (2) years of qualifying experience must include supervision of staff. Directly related experience in a municipal, or other government agency, may be preferred. A combination of education, experience, and training may be applied in accordance with City of Las Cruces policy.

Licenses/Certification(s)
Valid driver's license required. Position requires an acceptable driving record in accordance with City of Las Cruces policy.

Knowledge, Skills, and Abilities

Considerable Knowledge of: principles, practices, techniques, rules and regulations related to the operations and maintenance of a variety of commercial fleet vehicles and equipment; operations, services and activities of a fleet maintenance program; safe and effective use of related tools and equipment; principles, techniques and practices of effective and respectful customer service; occupational and environmental safety and health hazards, and safety practices; principles and practices of administrative management, including personnel rules, budgeting, and effective employee supervision; principles of record keeping and records management; business and personal computers standard business software applications; City organization, operations, policies and procedures to effectively perform the required functions and duties of the position.
Ability to: perform a variety of duties and responsibilities timely and with accuracy to meet time-sensitive deadlines and to ensure achievement of goals and objectives; read, understand, interpret, and ensure compliance with a variety of specifications, schematics, policies, procedures, rules, and regulations governing related activities, programs, and functions; inspect and ensure vehicles, equipment and systems are maintained in accordance with established regulations and standards; safely operate associated tools, equipment and motor vehicles; detect needed repairs and direct necessary operational adjustments on vehicles and equipment; navigate across even and uneven surfaces; perform technical reading and writing; communicate appropriately and effectively orally and in writing; use sound judgment in decision-making with routine operations and during malfunctions or other emergencies; research and compile applicable information and maintain accurate records; prepare and present accurate and reliable reports containing findings and recommendations; review documents and extract relevant information; firmly and impartially supervise, coach, lead and direct the activities of staff; establish and maintain effective and appropriate working relationships with employees, officials, other agencies, and the public; use initiative and independent judgment within established procedural guidelines to successfully meet established goals and objectives.
Skills in: analyzing trends and issues, evaluating alternatives, and making logical recommendations based on findings to address issues and/or make recommendations to improve policies, processes, procedures, and methods; effectively managing and leading staff and delegating tasks; reading, interpreting, and communicating policies, regulations, and technical information; reviewing, preparing, evaluating, and verifying relevant records, reports, calculations, and documentation; using initiative and independent judgment within established procedural guidelines; maintaining complete and accurate records; operating a personal computer with installed generic and specialized software; assessing and prioritizing multiple tasks, projects, and demands to ensure achievement of goals and objectives.

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