Administrative Assistant - Fleet

Job Title

A skilled clerical position responsible for providing administrative assistance to the staff and Director of a department and assistance to members of the public.

Example Of Duties

Word processing, including composition of effective and accurate correspondence, reports, and internal communications related to fleet operations.

Coordinates scheduling of preventative maintenance and repairs for fleet vehicles and equipment, working directly with the Fleet Mechanic and departmental supervisors to ensure timely service and minimal operational downtime.

Maintains and tracks maintenance schedules, work orders, and service records within the fleet management system to ensure accurate documentation and regulatory compliance.

Processes vendor invoices related to parts, equipment, fuel, and contracted services. Verifies accuracy, matches invoices to work orders or purchase orders, and submits for payment in accordance with City procedures.

Assists divisions with billing and cost allocations for fleet services, ensuring accurate charges and budget tracking.

Orders parts, supplies, and materials for vehicle and equipment repairs. Coordinates with vendors to confirm pricing, availability, and delivery timelines.

Manages parts and supply inventory, maintains stock levels, tracks usage, and assists in conducting periodic inventory counts.

Screens and refers calls related to fleet operations, maintenance scheduling, and vendor inquiries.

Maintains fleet files, including warranties, service agreements, inspection records, and regulatory documentation. Tracks expiration dates and renewal requirements.

Assists with preparation of reports related to fleet utilization, maintenance costs, fuel usage, and budget tracking.

Provides administrative support to the Fleet Mechanic including copying, scanning, filing, and records management.

Assists with procurement documentation, bid files, and contract tracking as related to fleet services and equipment purchases.

Supports compliance documentation related to vehicle inspections, safety programs, and applicable state and federal requirements.

Typical Qualifications

Minimum Qualifications: To perform this job successfully, an individual must be able to carry out each essential duty or responsibility satisfactorily. The requirements listed below are representative of the knowledge, skills, and abilities; education and/or experience; and, certificates or licenses required in order to fill the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job. In lieu of certain requirements listed below, Employee may accrue or acquire certain specified time in service, specialized skills, and/or certifications, thereby qualifying for this position through the City's career progression policy. KNOWLEDGE / SKILLS / ABILITIES:

• Working knowledge of the proper construction of English grammar and syntax.
• Working knowledge of various office equipment, including personal computer, copier, fax machine, 10-key calculator, multi-line telephone, etc.
• Knowledge of standard customer relations practices, including answering telephone calls, answering questions, etc.
• Skill in proof-reading documents and making appropriate corrections.
• Skill in the operation of various office equipment.
• Ability to articulate clearly both orally and in writing in a professional manner.
• Ability to prioritize and arrange schedules.
• Ability to exercise sound judgment with average supervision and oversight.
• Ability to perform many jobs at one time.
• Ability to work under stressful situations and keep calm in difficult situations.

EDUCATION, EXPERIENCE, LICENSES AND CERTIFICATIONS:

• Graduation from high school, or a GED from a properly accredited institution of learning.
• Three (3) years clerical experience in a reasonably fast-paced office environment.
• Experience in a fleet environment, dealership, or parts supplier preferred by not required.
• Any combination of education and experience which provides the requisite mental and communication skills.

Supervisory Responsibilities:

• None

Supplemental Information

Essential Physical Abilities:

Heavy lifting (45 lbs. and over) - X

Moderate lifting (15 to 44 lbs) - X

Light lifting (under 15 lbs) - X

Heavy carrying (45 lbs and over) - X

Moderate carrying (14 to 44 lbs) - X

Light carrying (under 15 lbs) - X

Reaching above shoulder - X

Use of fingers - X

Both hands required - X

Climbing (use of legs and arms) - X

Climbing (legs only) - X

Good near vision - X

Good distant vision - X

Both eyes required - X

Depth perception - X

Distinguishing basic colors - X

Distinguishing shades of colors - X

Good hearing (with or without hearing aid) - X

Straight pulling - X

Pulling hand over hand - X

Pushing - X

Walking - X

Standing - X

Crawling - X

Kneeling - X

Bending - X

Balancing - X

Stooping - X

Jumping - X

Running - X

Throwing - X

Driving (cars, small vans, pick-ups, etc.) - X

Driving & operating (heavy equip., trucks, etc.) - X

Environmental Conditions:

Work Inside - X

Work Outside - X

In the Heat - X

In the Cold - X

In High Humidity - X

In Dampness or Chilliness - X

In Dry Conditions - X

In or with Noisy Conditions - X

In Darkness - X

In or with Dusty Conditions - X

With Silica, Asbestos, etc. - X

With Fumes or Gases - X

With Smoke or Flames - X

With Chemicals - X

With Solvents - X

With Grease or Oils - X

With Radiant Energy - X

With Electrical Energy - X

On Slippery Surfaces - X

On Uneven Surfaces - X

In or With Moving Objects - X

In or With Ladders/Scaffolding - X

At Heights above Ground Level - X

Below Ground Level - X

In Water - X

With Explosives - X

With Poor Ventilation - X

With Odors - X

With Unusual Fatigue Factors - X

Disclaimers: All requirements are subject to possible modification to reasonably accommodate individuals with disabilities. Individuals who cannot perform some of the requirements because they pose health or safety risks to themselves or other employees may be excluded from this position. This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by this supervisor. Requirements are representative of minimum levels of knowledge, skills and/or abilities or aptitudes to perform each duty proficiently. This document does not create an employment contract, implied or otherwise.

EMERGENCY RESPONSE STATEMENT: Every City employee has emergency response responsibilities, though not every position will require routine assignments during an emergency event. All employees may be subject to recall around the clock for emergency response operations, which may require irregular work hours, work at locations other than the normal work location, and may include duties other than those specified in the employee's official job description. Assignments in support of emergency operations may be extensive in nature, with little advance notice, and may require employees to relocate to emergency sites with physically and operationally challenging conditions. It is the policy of the