FLEET SERVICE SPECIALIST

Fleet Service Specialist

Do you thrive in an environment that is geared towards outstanding hospitality? Do you have a passion for being innovative and creative? Is hard work on your top list of ideals? Are you a steward of your working environment? Then read on…

The Villages Community Development Districts (The District) tops the list of community development districts that continue to grow in one of the most scenic locations in Florida, The Villages. Our collective commitment to hospitality, innovation & creativity, hard work, and stewardship helps employees thrive and excel in many fields within The District. An immediate full-time opportunity exists for an individual with commitment, a "passion" for excellence, and a "drive" for accuracy to join our Fleet team. This position requires a solid background of advanced customer service skills used daily. The incumbent will enjoy a challenging atmosphere and be part of a productive team that supports all departments within The District and our surrounding community. The District is looking for an individual with a desire to utilize their cutting-edge customer service skills. The District provides a supportive and engaging workplace that is committed to developing great talent, coupled with competitive compensation and benefits. Do not pass up this opportunity to be a part of a positive, expanding organization.

Competitive benefits as a full-time employee of the District include:

• Medical insurance (fully paid for employee single coverage)
• Voluntary health benefits, including dental and vision insurance
• 401(a) Retirement Plan, with contributions funded by the District
• 457(b) Retirement Plan, permitting employee pre-tax deferrals
• Flexible spending programs for both medical and dependent care
• Employee assistance program
• Paid time off
• Tuition reimbursement
• Public service loan forgiveness eligible
• Tier 2 qualifying organization for The Villages Charter School

Job Summary

Under the direction of the Fleet Manager, the Fleet Service Specialist (Fleet Specialist) will be responsible for fleet coordination and recordkeeping for all vehicles and designated assets within the District. This position will have regular interaction with District department liaisons and other fleet-related entities. The Fleet Specialist will be responsible for assisting the Fleet Manager in all areas of the Fleet Operations, including recordkeeping, budgeting, fleet planning, and day-to-day operations.

Essential Duties and Responsibilities (Includes, but not limited to)

Fleet Operations:

• Tracks the use of District vehicles, including miles, hours, and condition in the District's fleet telematics and software system.
• Establishes and maintains preventive maintenance and service schedules for the District's fleet within the fleet software system.
• Ensures all vehicles are properly registered, upfitted with equipment and graphics prior to operational assignment.
• Prepares vehicles for decommissioning and disposal.
• Ensures accuracy of fleet data within the fleet software systems.
• Prepares reports regarding fleet operations, as requested.
• Contact and coordinate warranty repair requests and recalls with appropriate automotive dealerships in the area.
• Contact the County's Fleet Maintenance Facility and other vendors to ensure work is scheduled and completed within desired timeframes and track and document all work within the fleet software system.
• Ensures the vehicles assigned to District Administration and Fleet Services are inspected, fueled, maintained, and clean.
• Installs, removes and transfers telematics and dash camera devices to/from District vehicles and assets.

District Vehicle Leases:

• Monitors lease vehicles for length of lease schedules, vehicle values, and alerts.
• Submits monthly vehicle mileage reports to designated fleet leasing representatives.
• Assists with vehicle deliveries, upfitting, decommissioning, and turn-ins.
• Prepares monthly lease statement reports for review by the Fleet Manager.

Fuel Depot(s):

• Monitors and maintains fuel depot(s) for optimum operation and safety.
• Contact vendors and applicable District department(s) for necessary maintenance and cleanliness of sites.
• Monitors fuel depot(s) via the designated software system.
• Assists with the management of fuel depot authorized users, and vehicle fuel keys.

Administrative:

• Performs general administrative work as required, including but not limited to preparing reports and correspondence, record keeping, monitoring purchases, conducting research, attending meeting with vendors who supply services, repair and maintenance for the fleet and fuel depot(s).
• Assist in developing policies and procedures.
• Interacts as necessary with staff to ensure operational effectiveness of District fleet vehicles/assets and fuel depot(s).
• Maintains effective working relationships with co-workers and vendors.
• Participates in staff meetings.
• In case of an emergency or crisis situation (hurricane, flood, etc.), this position is required to respond/perform recovery duties as assigned by the immediate supervisor.

Additional:

• Performs other duties as assigned
• May be expected to perform additional duties in an emergency.

Essential Expectations of Performance and Behavior (Includes, but not limited to):

• Models behavior to the District Core Values at all times
• Cultivates and maintains effective working relations within the department, the District, as well as outside of the organization.

Minimum Education and Experience (Includes, but not limited to):

• Associate degree in management and or a closely related field or high school diploma with (4) years of experience working in fleet/automotive/business or closely related field.

Minimum Certificates, Licenses, Registrations:

• Valid Florida Driver's License required.
• Required FEMA (ICS) certifications must be completed within six months of hire.
• All candidates and employees must successfully pass a background.

Minimum Knowledge, Skills and Abilities (Includes, but not limited to):

Knowledge:

• Knowledge of automotive equipment, including emergency vehicles and apparatus.

Skills:

• Must possess excellent written and verbal communication skills so as to communicate thoughts and ideas in a logical, cohesive, and comprehensible manner, as well as a professional appearance and demeanor.
• Proven intermediate or better proficiency in personal computer skills, including knowledge of Microsoft Office packages, including Word, Excel, Access, Outlook, and PowerPoint.

Abilities:

• Ability to maintain appropriate confidentiality of all information encountered in the performance of assigned responsibilities.
• Ability to successfully communicate ideas and thoughts in a logical, cohesive, and comprehensible manner.
• Ability to work in all conditions, indoors and out. Using tools and equipment to perform general work on vehicles and assets.
• Ability to remain under control in difficult situations, use proper judgment and make appropriate decisions in emergency and non-emergency situations.
• Ability to organize work, set priorities, meet critical deadlines, and follow up assignments to ensure successful completion within required and diverse time frames.
• Ability to read, collect, evaluate, analyze, comprehend, extract and summarize information from materials such as statutes, ordinances, regulations, diagrams, technical reports, memos, correspondence, and written orders as needed to understand and complete assignments, conduct research or perform other required duties.

Equipment:

The position requires the use of telephones, computers, productivity software, document imaging scanners, copiers, and other office equipment. The position also requires the use of hand tools and operating District vehicles.

Work Environment and Physical Requirements (Includes, but not limited to):

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job the employee will be exposed to the following:

• Interior office environments, with moderate to loud noise typical for the work environment, i.e., when in the office setting, there is moderate noise from computers, telephones, and printers and moderate customer