Fleet Service Writer Job at City of Ocala in Tampa

Salary : $39,630.00 - $52,610.00 Annually

Location : FL 34471, FL

Job Type : Full-Time

Job Number : 00800-01

Department : Fleet / Facilities

Opening Date : 11 / 19 / 2024

Closing Date : Continuous

Description

This is a complex and technical position responsible for clerical and administrative work relating to varied clerical, processing work orders, and other duties as required. This position is a clerical position located in an office on the side of a shop area. Occasional exposure to noise, odors, and fumes may occur. Reports to the Division Head, Fleet Management.

Examples of Duties

Greets customers, initiates requests for vehicle repairs, generates and inputs repair orders. Keeps records and receipts of payments received and files documents.

Monitors all vehicle equipment repair orders for accuracy, tracks spending for assigned divisions, and supplies regular reports to management.

Posts data such as payments, charges, disbursements, fixed assets, and adjusts journal entries etc. Verifies amounts and account numbers on various documents such as procurement and travel card statements, invoices, etc.

Responsible for reviewing and processing, invoices, payment requests, purchase orders, etc. for accuracy, completeness and conformance with established criteria.

Researches various records and performs detailed audits of transactions in order to correct errors and reconcile accounts through the use of computer and / or manual record keeping.

Compiles, creates, and tabulates statistical data for various reports. Lifts and files various computer reports and records which may weigh up to 40 pounds.

Generates requisitions, updates preventative maintenance schedules and collates and sends Fleet's Preventive Maintenance Monthly Report to all departments.

Responsible for monitoring, coordinating, reconciliation, and payment of fueling activities for the City.

Maintains fleet of loaner vehicles; coordinates reservations and arrangements for loaner vehicles during vehicle repairs or travel.

Issues new and replacement Pro-keys. Resolves any issues with Pro-keys.

Contacts and dispatches outside service providers for road calls, repairs, or towing.

Organizes, receives, and prepares vehicles for auction.

Creates vinyl lettering.

Responsible for all heavy truck keys.

Files monthly EPA fuel site inspection reports and yearly site placards and site

inspection reports.

Issues and dispatches road calls and work orders to technicians. Updates board as to the technician status.

Completes daily input of NAPA transactions and payment of monthly invoice after reconciliation.

Minimum Qualifications

Must have High School Diploma or GED preferably supplemented by vocational / technical training in the automotive field or secretarial / clerical field. Must have two (2) years of work experience in customer service, clerical work in the automotive / truck parts industry dealing with invoices and purchase orders, using various office equipment, and strong computer skills. Any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. ASE Automotive Service Consultant Certification is preferred but not required.

Licenses / Certificates

Must possess and maintain a valid Florida Operators Driver's License with an acceptable driving record. ASE Automotive Service Consultant Certification is preferred for hiring purposes, but is a requirement to receive and maintain one (1) year after hire.

Supplemental Information

Must be able to read, write, and have a strong working knowledge of computers. Must have strong organizational skills. Must be able to work independently with minimal supervision. Must have the ability to complete mathematical calculations accurately. Must be able to meet multiple deadlines and prioritize work. Ability to communicate clearly and politely in person, radio, and by telephone. Must be able to follow oral and written instructions. Must have the ability to complete routine forms. Ability to remain calm in stressful situations.

The City of Ocala provides a competitive, comprehensive benefit package for all full-time employees.

Health Insurance

We offer both single and family coverage, for employees working 30 or more hours per week.

Dental Insurance

For full time employees, we offer both single and family dental coverage.

Vision Insurance

For full time employees, we offer both single and family vision coverage.

Life Insurance

For full time employees, the City of Ocala provides Basic Life and Accidental Death and Dismemberments policies as an employer paid benefit. Employees can opt for additional coverage such as supplemental voluntary life, spouse life, dependent life, and child life. For full time employees, the City of Ocala provides Basic Life and Accidental Death and Dismemberments policies as an employer paid benefit. Employees can opt for additional coverage such as supplemental voluntary life, spouse life, dependent life, and child life.

Short Term and Long Term Disability

Offered to full time employees, STD and LTD coverages are income replacement benefits that assist policyholders who are unable to work for an extended period of time due to sickness or accidental injury.

Medical FSA (Flexible Spending Account) and Dependent Care FSA

Flexible spending accounts allow employees to pay out-of-pocket medical, dental, vision, and dependent care expenses using pre-tax dollars.

Pet Insurance

We also offer special pet insurance for your pets in the case of illness or accidents, as well as preventative care.

Employee Health & Wellness Center

The City of Ocala offers the use of the City Clinic for those employees, and covered dependents over the age of 8, which have elected one of our health insurance plans. Services offered by the City Clinic include primary care, chronic disease management, labs, x-rays, and wellness coaching.

Voluntary Cancer Insurance

For full time employees, the cancer insurance policy can help provide security if you, or a covered dependent, suddenly become diagnosed with cancer.

Supplemental Critical Care Insurance

Our full time employees have the option of electing critical care insurance that is available to help with medical expenses that could arise from things such as a heart attack or stroke.

Supplemental Accident Insurance

Also available to full time employees, is our Accident Coverage. This supplemental plan can be used to help with expenses like MRI's, physical therapy, and hospital admission.

Legal Plan Insurance

Full time employees can have access to local attorneys for a monthly fee and receive discounts on services such as legal consultation, wills, traffic violations and the purchase or sale of your home. The carrier also has a separate policy assisting with the matter of identity theft and social media monitoring.

Deferred Compensation Plan

Deferred compensation is available to all full-time employees at the time of employment. This benefit allows the employee to defer income without paying taxes until money is withdrawn. Current plan is administered through MissionSquare.

Direct Deposit

Direct deposit automatically deposits your net pay each pay period to your checking or savings account at your own financial institution. Direct deposit is a condition of employment for a person hired by the City.

Each pay period the employee receives an earnings statement showing gross pay, taxes, other deductions, accruals and net pay. Enrollment forms are available at Human Resources or Payroll.

Discounts - Theme Park

Discounts are available to all non-temporary employees at the time of employment.

Employee Assistance Program (EAP)

The Employee Assistance Program is available to all full-time employees and members of your household as an employer paid benefit. The EAP offers emotional wellbeing support in the form as counseling sessions and all sessions are confidential. The EAP also provides daily life assistance, legal services, and financial services.

Holidays and Paid Time off

The City provides paid holidays and paid time off for full-time employees. Refer to the Employee Handbook for details.

Retirement Plan

All full-time employees hired after 10 / 01 / 2013, apart from Sworn Police Officers and Firefighters, are enrolled in the 401a Defined Contribution Retirement Plan with MissionSquare. All contributions to the 401a Defined contribution plan are pre-tax and earnings grow tax-deferred. The City contributes 8% and employees contribute 3%. City contributions are 100% vested after one year of employment. You will be enrolled automatically and should take time to review your investment options at your earliest convenience.

Training Programs

The City is committed to provide training programs for all departments and all positions. Risk Management conducts classes in Defensive Driving, Safety, and Insurance. With rare exceptions, classes are offered during working hours, and are open to all eligible employees.

Tuition Reimbursement

All regular, full-time employees are eligible to participate in the tuition reimbursement program.

Do you have a high school diploma or GED preferably supplemented by vocational / technical training in the automotive field or secretarial / clerical field.

Do you possess a valid State of Florida Operator Driver's License with an acceptable driving record or, if you possess a valid out of state license, do you have the ability to obtain a Florida driver's license prior to employment?

Do you have a ASE Automotive Service Consultant Certification or do you have the ability to become certified within (1) one year of employment?

Do you have a minimum of two (2) years of work experience in customer service, clerical work in the automotive / truck parts industry dealing with invoices and purchase orders, using various office equipment, and strong computer skills.

Required Testing : I do hereby affirm that I will complete the required testing online at ProveIt.com. I also affirm that no one, other than myself, will test in my place, or assist in its completion.

If you feel you qualify for this position due to an equivalent combination of training, education and experience, please explain below :

I understand and agree with the following statements :

• All background, education and work history will be verified once an offer of employment has been extended and accepted.
• Any false or incomplete answer may be grounds for not employing me or for dismissing me after I begin work.

Required Question

Salary : $39,630 - $52,610