Office Supervisor VII

POSITION SUMMARY

The work of this position affects the timely and accurate oversight, review, recommendation and reporting of all aspects of Fleet operations. Responsibilities include but are not limited to managing service requests from County departments and other external government agencies through intergovernmental agreements. This position involves supervising office operations, including work order creation and posting, vehicle maintenance record retention, asset management, inventory receipt management, and overseeing the fuel management system and associated reporting.

This position has direct supervision over the Administrative Coordinator and the Customer Service Representative. Contacts are typically with the Fleet Operations and Shop Managers, Fleet Section Supervisors, Automotive Technicians, and other County departments.

Work is performed in an office. Physical demands include intermittent sitting, standing, stooping, and walking.

PRINCIPAL ACCOUNTABILITIES

• Supervises and provides direction to customer service and administrative coordinator personnel, which typically includes performance evaluation, training, work assignments, and problem resolution.
• Creates and manages work orders for fleet asset maintenance, repairs, and service requests.
• Ensures work orders are properly tracked, completed on time, and closed with accurate documentation.
• Invoices external governmental agencies for completed service requests in accordance with intergovernmental agreements.
• Retains vehicle maintenance records.
• Maintains an accurate inventory of fleet assets.
• Tracks the lifecycle of fleet assets from acquisition to disposal, ensuring proper documentation is maintained.
• Maintains the receipt and documentation of inventory, ensuring accuracy in stock levels.
• Manages the County’s fuel management system, including issuing fuel cards and pin numbers and providing department reports as requested.
• Generates and maintains reports on vehicle maintenance, inventory, fuel usage, and asset management as required.
• Fosters a positive and productive office environment, encouraging teamwork and open communication.
• Continuously evaluates current office processes and suggest improvements for greater efficiency and effectiveness.
• Assists with the implementation of new office technologies and systems when necessary.
• Maintains files, reports and data on a personal computer.
• Performs other related duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of departmental policies and procedures.
• Ability to communicate effectively, both orally and in writing.
• Knowledge of computerized inventory, work order and reporting systems.
• Skill in using Microsoft Office, Excel, Word, and County financial software.
• Strong leadership skills, with the ability to manage and motivate a team.
• Strong analytical and organizational skills, problem solving abilities, and proficiency in managing multiple tasks.
• High attention to detail and commitment to accuracy.

DESIRABLE TRAINING AND EXPERIENCE

High school diploma or equivalent required. Associate degree with course work in business administration is preferred. Three to five years previous experience relative to the position is preferred. A combination of education, training and relevant experience which provides the required knowledge, skills and abilities to successfully perform the functions of the job may substitute for the experience requirement.

Excellent interpersonal skills and computer experience is required. Possession of or ability to readily obtain a valid driver’s license. Experience with vehicle maintenance and asset management systems preferred.

A combination of education and/or work experience may be substituted for minimum requirements.