Fleet Manager

CITY OF SHREVEPORT DEPARTMENT OF PUBLIC WORKS

Public Works - Fleet Services | Citywide Fleet, Parts & Inventory Accountability Department Public Works Division Fleet Services Position Fleet Manager Reports To Director of Public Works Proposed Salary $60,000 - $70,000 annually Employment Full-Time Scope Position Summary The Fleet Manager is responsible for the day-to-day management, control, accountability, maintenance coordination, and operational readiness of the City of Shreveport fleet. The position provides citywide oversight of fleet parts, tires, tools, lubricants, supplies, inventory, receiving, issuing, storage, vendor activity, work-order support, and related records. The Fleet Manager establishes and enforces controls that protect City assets, reduce loss and theft, improve vehicle and equipment availability, and ensure that every material transaction can be traced to appropriate documentation and authorization. Essential Duties and Responsibilities Fleet Operations. Manage daily Fleet Services operations and coordinate preventive maintenance, repairs, service priorities, vehicle availability, shop workflow, and outside-vendor repairs for City vehicles and equipment. Citywide Parts & Inventory. Maintain management responsibility for all Fleet-controlled parts, tires, tools, lubricants, fluids, supplies, cores, and related inventory used to support City departments and divisions. Inventory Controls. Establish and enforce receiving, storage, sign-in/sign-out, issuing, return, cycle-count, reconciliation, and supervisor-verification procedures. Ensure no inventory leaves controlled storage without required documentation. Segregation of Duties. Maintain checks and balances so ordering, receiving, issuing, approving, and reconciling inventory are appropriately separated whenever staffing permits. Review and approve inventory adjustments and investigate unexplained variances. Receiving & Deliveries. Ensure deliveries are counted and verified against purchase orders, packing slips, delivery tickets, and invoices before acceptance. Require vendor/delivery and Fleet receiving signatures when applicable. Work Orders & Vehicle Assignment. Require parts and materials issued for repairs to be connected to a valid work order and City unit/vehicle number. Monitor old-part, warranty, and core disposition. Cycle Counts & Physical Inventory. Direct routine cycle counts, spot checks, and scheduled physical inventories. Review discrepancies, require supporting explanations, and document corrective action before inventory records are changed. Vendor & Repair Oversight. Monitor vendor performance, repair estimates, outside work, parts purchases, warranties, invoices, and supporting authorization. Confirm required approvals and documentation are complete before recommending payment. Purchasing & Stock Levels. Monitor usage, establish minimum and reorder levels, identify high-use and critical inventory, prevent unnecessary overstocking, and coordinate timely purchasing in accordance with City procurement requirements. Security & Loss Prevention. Maintain controls over keys, storage areas, tool rooms, parts rooms, tire storage, fuel/lubricant areas, and access permissions. Promptly report suspected theft, fraud, kickbacks, unauthorized removal, or other irregularities through appropriate channels. Records & Reporting. Maintain accurate inventory, transaction, work-order, vendor, cost, cycle-count, and reconciliation records. Provide routine performance, exception, and inventory reports to the Director of Public Works. Staff Supervision. Supervise assigned Fleet employees; establish work priorities; monitor attendance, safety, productivity, training, customer service, and compliance with City and departmental policies; address performance deficiencies through appropriate procedures. Safety & Compliance. Promote safe shop, warehouse, vehicle, equipment, tire, fluid, and material-handling practices and ensure compliance with applicable City policies and regulatory requirements. Continuous Improvement. Recommend operational, staffing, technology, purchasing, maintenance, security, and inventory-control improvements that reduce cost and downtime and improve accountability. Required Accountability Controls Authorization. Parts, tires, tools, lubricants, and supplies must be issued only through approved Fleet procedures with required employee and supervisory accountability. Documentation. Transactions must identify the person responsible, date/time, item, quantity, work order or purpose, City unit when applicable, and the person who issued or received the item. Verification. Inventory adjustments, shortages, overages, missing items, damaged items, or unexplained discrepancies must receive supervisor review and supporting documentation. Daily Closeout. Ensure daily transaction records are completed and outstanding tools/items are identified and followed up. Audit Readiness. Maintain records in a condition that permits management, Finance, Internal Audit, Purchasing, or other authorized reviewers to trace purchases, receipts, issues, returns, adjustments, and vendor payments. Minimum Qualifications Education. Associate degree from an accredited college or university in Business Administration, Public Administration, Fleet Management, Automotive/Diesel Technology, Supply Chain, Logistics, Accounting, or a closely related field. An associate degree is the minimum education requirement. Experience. Five (5) years of progressively responsible experience in fleet operations, automotive/diesel maintenance operations, parts/inventory management, warehouse operations, purchasing, equipment management, or a closely related field. Supervision. At least two (2) years of lead, supervisory, or management experience is required. Driver License. Must possess and maintain a valid driver license and meet City requirements for operation of City vehicles when assigned. Fleet Management Software & Computer Skills. Must possess strong computer skills and demonstrated experience using fleet-management software such as FASTER, or a comparable fleet-management information system. Must be able to manage work orders, parts inventory, vehicle/equipment records, preventive-maintenance schedules, purchasing information, transaction history, reports, and audit documentation. Must also be able to use email, spreadsheets, and standard office software. Preferred Qualifications Education. Bachelor degree in a related field. Municipal Experience. Experience managing fleet, inventory, purchasing, or maintenance operations in a municipal, governmental, utility, public works, or similarly regulated environment. Heavy Equipment. Experience supporting heavy-duty trucks, refuse vehicles, construction equipment, emergency/service vehicles, and mixed light-duty fleets. Knowledge, Skills and Abilities Operational Knowledge. Knowledge of fleet maintenance, parts and warehouse controls, preventive maintenance, repair workflow, inventory methods, purchasing, vendor management, and asset accountability. Leadership. Ability to supervise employees, establish expectations, enforce procedures consistently, investigate discrepancies, resolve operational issues, and communicate with departments, vendors, and management. Financial Accountability. Ability to review costs, invoices, purchase documentation, inventory usage, variances, warranty/core credits, and supporting records for completeness and reasonableness. Communication. Ability to prepare clear reports, instructions, procedures, and correspondence and to explain operational requirements to employees who may have varying levels of technical or computer experience. Fleet Systems & Data. Ability to use fleet-management software such as FASTER or a comparable system to retrieve information, review work-order and parts activity, monitor inventory, identify exceptions, produce management reports, and maintain reliable electronic records. Performance Expectations Accountability. Maintain accurate, traceable fleet and inventory records with timely follow-up on discrepancies. Availability. Improve vehicle/equipment readiness and reduce avoidable downtime. Cost Control. Reduce waste, unauthorized use, lost inventory, repeat repairs, and unnecessary vendor expense. Service. Provide timely, professional Fleet support to all City departments and divisions. Integrity. Demonstrate honesty, sound judgment, confidentiality, and consistent enforcement of City and departmental controls. Working Conditions Work is performed in office, warehouse, shop, yard, and field environments. The position may require standing, walking, bending, inspecting vehicles/equipment, entering storage and maintenance areas, exposure to weather and typical shop conditions, and availability to respond to urgent fleet operational needs. Note: This is a proposed job description and salary range for HR/classification review. Final classification, FLSA status, benefits, hiring standards, and other employment requirements should be established through the City of Shreveport Human Resources process. #J-18808-Ljbffr City of Shreveport