Fleet Services Assistant

Performs administrative support duties for the Fleet Maintenance Dept. Includes typing and data entry, tracking, verifying and updating reports for internal use, customer service call handling, timely processing and disseminating of information.  Processes all vehicle accident reports and coordinates with County Risk Management for vehicle accident repairs, processes all invoices and electronically files vehicle repair orders. Assists with fixed asset inventory and assists with scheduling and maintenance tracking of repair work on county vehicles and equipment. Performs other administrative tasks related to fleet as directed.  Handles all matters with speed and accuracy.

• Receive, prepare, and log fleet part requests from technicians. Verify information for accuracy and completeness. Identify errors and make necessary corrections or refer to appropriate staff. Prepare materials for data entry and enter it into the system. Process any necessary payments. 
• Prepare, log, and distribute output reports and data on automotive parts inventory and distribution. Maintain files, source documents, and related data. 
•  Enter information into database including inventory levels, ordered parts, and destination of all automotive parts. Review entries for accuracy, make any necessary data corrections and update information as needed. 
•  Issue parts to mechanics and other personnel. Record outputs, stock shelves and supply areas. Report shortages to appropriate personnel. Order parts as required. 
•  Track inventory of parts and supplies.
•  Record invoices, track purchase accounts, maintain vendor lists, and contact vendors for bid quotations. 
•  Perform routine clerical functions. Answer phones and take messages. 
•  Respond to questions and schedule maintenance. 
•  Maintain parts and supply areas, ensuring security of parts areas. 
•  Conduct periodic inventory of parts, supplies, fluids, and/or shop tools. 
•  Monitor, code and reconcile Fleet P-Card purchases and statements.
•  Performs related duties as required. 

• Ability to review documents for accuracy, completeness, and compliance; compile data and information for reports; compose letters and memoranda; and explain procedures.
• Ability to accurately enter and/or retrieve information from various computer systems and/or programs in a timely manner.
• Ability to maintain accurate records, logs, or other documentation as required by the position.
• Ability to communicate effectively verbally and in writing.
• Ability to proof own work.
• Ability to prioritize work.
• Ability to perform other clerical duties such as filing, answering the phone and/or compiling correspondence.
• Ability to type.
• Knowledge of general office policies, procedures and practices
• Knowledge of English grammar, punctuation and spelling.
• Skill in the use of office equipment including computers, printers, scanners, and various software applications.

Minimum Qualifications
 
            High School diploma or equivalent (GED) required.
            Two (2) years' experience as an Administrative Assistant, or equivalent required.
            Strong computer skills required, to include Microsoft Office Suite.
            MUNIS experience preferred.
            Valid driver license required.Must be able to physically perform the basic life operational functions of climbing, balancing, stooping, kneeling, crouching, crawling, reaching, standing, walking, pushing, pulling, lifting, fingering, grasping, feeling, talking, hearing, and repetitive motions. Must be able to perform medium work exerting up to 50 pounds of force occasionally and/or to 20 pounds of force frequently, and/or to 10 pounds of force constantly to lift objects. Employee in this class is subject to both inside and outside environmental conditions, extreme cold and heat, noise from motorized maintenance equipment, vibrations, atmospheric conditions, and oils, greases, fumes, dirt, sharps from metal and glass. Employee must wear hearing/visual protection while performing most field work and may be exposed to blood borne pathogens requiring specialized personal protective equipment.

Salary : $35,278 - $43,656