What are the responsibilities and job description for the Fleet Coordinator position at Otsego County Chapter NYSARC, Inc.?
II. ESSENTIAL DUTIES AND RESPONSIBILITIES
Include the following. Other duties may be assigned.
1. Coordinate and schedule preventive maintenance and repairs based on vehicle mileage, condition, safety concerns, and service intervals.
2. Authorize routine maintenance and safety repairs in accordance with agency policies and budget.
3. Inspect agency vehicles regularly to detect safety hazards or potential mechanical failures, ensuring compliance with federal, state, and local regulations.
4. Review and monitor vehicle inspection reports, document deficiencies, and ensure timely corrective actions.
5. Track the condition, mileage, and service life of each vehicle to advise on repair needs, cost-effectiveness, and replacement timelines.
6. Maintain a detailed, current database of all agency fleet vehicles, including make/model, license and registration data, warranty status, mileage logs, fuel usage, and maintenance history.
7. Ensure timely registration, insurance, and inspection renewals. Receive, record, and distribute license plates, decals, and documentation to appropriate sites.
8. Analyze fleet performance metrics (e.g., fuel efficiency, repair costs, downtime) to support budgeting, purchasing, and replacement decisions.
9. Coordinate the deployment and rotation of vehicles across departments based on operational needs, ensuring availability for both use and scheduled service.
10. Collaborate with supervisors and staff to ensure vehicle availability during peak demand or emergencies.
11. Assist in the investigation of accidents involving agency vehicles. Collect and document reports, photos, witness statements, and assist with claims processing, hearings, or insurance investigations as needed.
12. Process and track invoices for fleet-related expenses, ensuring accuracy and adherence to the agency's procurement policies.
13. Monitor departmental spending to stay within approved fleet maintenance and fuel budgets. Provide forecasts and share anticipated costs with leadership.
14. Develop and enforce fleet policies and driver safety protocols, ensuring adherence to legal requirements and agency standards.
15. Maintain a roster of authorized vehicle operators and ensure driver license compliance, including monitoring expiration dates and required trainings.
16. Provide or coordinate vehicle and safety training sessions as required for agency staff.
17. Support sustainability initiatives by monitoring vehicle emissions, fuel usage, and exploring opportunities for green fleet practices (e.g., hybrid/electric vehicles, idle-reduction strategies).
18. Serve as a backup to the maintenance team and assist in facilities-related activities as needed.
19. Participate in all required meetings, in-service trainings, and compliance reviews.
20. Complete special projects or assignments as directed by the Director of Facilities or agency administration.
21. Provide a minimum of two weeks' written notice for voluntary resignation.
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III. SUPERVISORY RESPONSIBILITIES
This position does not have direct supervisory responsibilities but collaborates closely with maintenance and program staff.
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IV. QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made for individuals with disabilities.
Required Competencies
1. Analytical Thinking: Ability to design workflows, solve problems, and analyze performance data.
2. Problem Solving: Resolves mechanical and logistical issues efficiently and creatively.
3. Communication: Excellent verbal and written communication; communicates respectfully with all stakeholders.
4. Customer Service: Responds promptly to internal requests and manages fleet user needs with professionalism.
5. Cost Management: Works within budget, identifies cost-saving opportunities, and uses resources efficiently.
6. Organizational Support: Completes administrative tasks accurately; supports the mission, values, and diversity of the agency.
7. Planning & Prioritization: Demonstrates strong organizational skills and meets deadlines under pressure.
8. Safety & Security: Enforces safety practices, maintains compliance, and ensures operational security.
9. Adaptability: Responds well to change, prioritizes urgent matters, and adapts work plans accordingly.
10. Dependability: Demonstrates reliability, collaboration, and accountability in daily tasks.
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EDUCATION AND/OR EXPERIENCE
Associate degree in a related field preferred. One to two years of fleet management, automotive service coordination, or facilities experience required. Equivalent combination of education and experience will be considered.
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LANGUAGE SKILLS
Ability to read, interpret, and write safety documents, technical manuals, and routine correspondence. Able to speak effectively with staff, vendors, and external agencies.
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MATHEMATICAL SKILLS
Proficiency in performing basic to intermediate calculations, including percentages, ratios, and measurements.
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REASONING ABILITY
Demonstrated ability to interpret instructions in various formats and respond to routine and unexpected challenges logically and efficiently.
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COMPUTER SKILLS
Proficient in Microsoft Office Suite. Ability to learn and use fleet management software or databases. Training will be provided on agency-specific systems.
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TECHNICAL SKILLS
Basic knowledge of mechanical and automotive systems preferred. Comfortable using standard and power tools for inspection or minor repairs as needed (e.g., jacks, socket sets, drivers, etc.).
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CERTIFICATES, LICENSES, REGISTRATIONS
Valid NYS Driver's License required.
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PHYSICAL DEMANDS
Ability to lift/move up to 75 lbs. Requires bending, stooping, climbing, crawling, and extended standing/walking. Must have sufficient vision and hearing to safely perform inspections and communicate with others. Reasonable accommodations may be made.
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INTEGRITY & CONFIDENTIALITY
Must maintain confidentiality and exhibit professionalism, loyalty, and reliability. Expected to uphold agency policies, mission, and values in all interactions.
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V. WORK ENVIRONMENT
This role involves both office and fieldwork. The employee will be exposed to moving vehicles, mechanical components, and weather conditions. Noise levels vary from moderate to loud. Reasonable accommodations will be made as necessary. While performing the duties of this Job, the employee is occasionally exposed to moving mechanical parts and fumes or airborne particles. This position requires the person to move from indoor to outdoor conditions. The noise level in the work environment is usually moderate.
Receipt/Acknowledgement
By signing below I acknowledge that the job description for this position is not designed to cover or contain a comprehensive listing of tasks, duties or responsibilities. Additionally I acknowledge that The Arc Otsego reserves the right to revise the job description and to require that other tasks be performed when the circumstances of the job change (for example, emergencies, and changes in personnel, workload or technical development).
