Fleet Services Administrative Supervisor

At the City of Plano, our values make us who we are and guide us as we SERVE our city. As members of Team Plano, our organizational Values (what is most important to us) make up the acronym, SERVE (Stewardship Engaged Respectful Visionary Excellence).

Are you a detail-oriented leader with a passion for fleet management? The City of Plano is looking for a Fleet Services Administrative Supervisor to oversee our fleet assets, support administrative staff, and ensure the seamless operation of our equipment and vehicle management systems. In this role, you’ll coordinate the purchasing and replacement of fleet equipment, manage critical asset data, oversee fuel systems, and ensure compliance with State and Federal regulations. You’ll also work closely with vendors, assist with warranty issues, and support the Fleet Manager in evaluating procedures and programs.

If you’re ready to take charge and drive efficiency in a dynamic fleet environment, apply today!

Public Works Vision and Core Values: Team members have a sense of ownership and pride in their jobs as members of our Public Works department. They are well-trained, competent, able to accomplish all aspects of their job – and prepared to move into the next role. Our Public Works Core Values are Respect, Teamwork, Trust, Safety, and Communication.

As a valued Team Plano member, you will receive numerous benefits:

• Comprehensive medical, dental, and vision plans
• Membership in the Texas Municipal Retirement System (TMRS), in which the City matches contributions 2:1 upon retirement
• Enrollment in the Retirement Security Plan (RSP) which is fully funded by the City
• Up to three weeks of paid vacation
• Up to three weeks of paid sick leave per year
• Nine paid holidays
• Tuition Assistance
• Free Library Card
• Free recreation center membership

Every person matters. Every job has purpose. Together we make a difference. Join Team Plano!

Summary of Duties:Under general supervision, the Fleet Services Administrative Supervisor oversees the administrative support functions of Fleet Services including asset management and staff supervision.

EXAMPLES OF ESSENTIAL JOB FUNCTIONS

Management reserves the rights to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Assists with accounting functions involving purchases made by Fleet Services.
• Assists with preparing an annual vehicle replacement budget.
• Assists with preparing the Fleet Services budget and municipal garage budget; monitors and reviews the disposition of funds.
• Develops and implements written departmental procedures.
• Oversees and supports the Fleet administrative staff that contribute to the management of Fleet assets
• Oversees the fuel acquisition system and billing. Manages the City’s fuel card administration.
• Administers the fleet vehicle licensing and registration.
• Manages and records asset data to include capitalization costs, asset repair costs, maintenance scheduling, fuel costs and consumption, and internal and external chargeback billing.
• Manages and monitors the above ground and underground fuel storage tanks in compliance with State and Federal requirements.
• Assists Fleet Manager in performance evaluations of procedures and programs.
• Processes and audits monthly garage billing reports.
• Assists in evaluating budget allocations, charge-back information, and expenditures for consistency and accuracy.
• Develops, monitors, and analyzes key performance metrics for the services that Fleet offers to its internal and external customers.
• Oversees the implementation of fleet management software to ensure quality data entry by staff and ensure data is updated correctly.
• Regular and consistent attendance for the assigned work schedule is essential.

Marginal Duties:

• Performs other duties as assigned.

Typical Decisions: The incumbent may make recommendations regarding the hiring and dismissal of staff; establishes preliminary budgets; develops division objectives; develops staffing plans; prepares reports of the evaluation of compliance with regulatory agency directives; develops preliminary short and long range plans for the City’s fleet.

Minimum Qualifications:

Knowledge of: Supervisory and administrative principles and practices related to the organization and operation of a fleet operation; maintenance and repair procedures; purchasing requirements; bargaining methods and techniques; fleet operations and functions.

Skill in: Communicating effectively both verbally and in writing; negotiating conflicts; resolving complex issues involving multiple parties; conducting web-based research; operating a personal computer and peripheral equipment; creating and developing detailed bid specifications.

Education: Bachelor’s degree in business, Public Administration, Communications, or related field.

Experience: Four (4) years of experience in automotive or fleet operations with six (6) months supervisory experience.

Any work related experience resulting in acceptable proficiency levels in the above Minimum Qualifications is an acceptable substitute for the above specified education and experience requirements

Licenses and Certifications: Certified Automotive Fleet Manager (CAFM) or Certified Public Fleet Professional (CPFP) preferred.

Conditions of Employment: Must pass a drug test, criminal history background check, periodic CJIS background check (for positions requiring access into Police buildings) and social security number verification check.

Physical Demands and Working Conditions: This is primarily an office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment; vision to read printed materials and a computer screen; hearing and speech to communicate in person and over the telephone. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects weighing up to 25 pounds.

Employees work primarily in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. May be required to visit repair shops to inspect equipment with during which employees may be exposed to hot and cold temperatures and mechanical/electrical hazards. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

The above statements are intended to describe the general nature and level of work being performed and are not intended to be an exhaustive list of all responsibilities, duties and skills which may be required. The position also requires meeting the essential requirements of the Physical Demands and Working Conditions, with or without reasonable accommodation.

The above statements are intended to describe the general nature and level of work being performed and are not intended to be an exhaustive list of all responsibilities, duties and skills which may be required. The position also requires meeting the essential requirements of the Physical Demands and Working Conditions, with or without reasonable accommodation.

Equal Opportunity Employer - EOE/M/F/V/D

Open positions are subject to close without notice.