Fleet Administrative Assistant

The Fleet Administrative Clerk is responsible for ensuring accuracy to submitted paperwork, management of the fleet’s registration and credentials, and effective communicating with various vendors to ensure the proper billing and delivery of services.

Essential Job Functions

Incumbent may perform any or all of the following:

• Reviewing and editing payroll documentation and accurately inputting information in the Payroll Processing System
• Sort and distribute information collected to various departments
• Communicating with vendors for services required: (i.e. vehicle registration, shipping, decals, etc.)
  • Acquiring price quotes
  • Setting up appointments
  • Procuring payment
  • Submitting payment
• Communicating with various division on the outer islands
  • Determining status of vehicles
  • Obtain information for mileage for registration and insurance purposes.
• Ensure that vehicles have the required credentials

Essential Skills and Qualifications

• High school diploma or GED; or one to three months related experience and/or training or equivalent combination of education and experience
• Minimum 18 years of age.
• Capable of reading and writing in English
• Skill Requirement:
  • Judgment and Decision Making – Prioritizing work
  • Service Orientation – Modeling and providing service excellence with all vendors, clients, employees, management, etc.
  • People Skills – Knowledgeable in dealing with people and situations involving complex issues
• Must be computer literate (able to utilize and maneuver through windows applications)
• Must have knowledge and experience in word processing, e-mail, spreadsheets, file manipulation
• Must be able to adapt and learn new computer software and applications
• Able to work in all weather conditions
• Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form
• Recognizes problems and responds, systematically gathers information, sorts through complex issues, seeks input from others, addresses root cause of issues, makes timely decisions, can make difficult decisions, uses consensus when possible, communicates decisions to others
• Meets all team deadlines and responsibilities, listens to others and values opinions, helps team leader to meet goals, welcomes newcomers and promotes a team atmosphere
• Communicates well both verbally and in writing, creates accurate and punctual reports, delivers presentations, shares information and ideas with others, has good listening skills
• Listens attentively to others, asks clarifying questions, actively listens, stays open to other viewpoints, manages distractions and interruptions
• Keeps information organized and accessible, maintains clean/functional workspace, works systematically/efficiently, manages time well
• Prioritizes well, shows energy, reacts to opportunities, instills urgency in others, meets deadlines
• Promotes mutual respect, keeps workplace clean and safe, supports safety programs
• Performs other related duties as assigned by management.

Working Conditions/Job Environment

• Air-conditioned office
• General office equipment and supplies
• Exposure to potential eye and muscle strain due to constant use of computer
• Must be able to sit and stand for extended periods of time
• Walking, standing, kneeling, bending, pulling, pushing
• Light lifting and carrying (20+ pounds)
• Frequently lifting and reaching
• Expressing or exchanging ideas by means of the spoken word. Must convey detailed or important spoken instructions to other workers accurately
• Ability to receive detailed information through oral communication, and make fine discriminations in sound
• The worker is required to have visual acuity to perform an activity such as: preparing and analyzing numbers and figures as well as viewing a computer terminal
• The worker is not substantially exposed to adverse environmental conditions (such as in typical office or administrative work)

The information on this description has been designed to indicate the general nature and level of work performed by an employee in this classification. It is not to be interpreted as a comprehensive inventory, or all duties, responsibilities, and qualifications of employees assigned to this job. Management has the right to add to, revise, or delete information in this description. Reasonable accommodations will be made to enable qualified individuals with disabilities to perform the essential functions of this position.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.