Operations Support Assistant

Fleet Services Coordinator

Under the general direction of the Fleet Services Office Supervisor, the Fleet Services Coordinator undertakes a wide range of administrative and clerical functions. The incumbent coordinates scheduling, provides customer service, and assists with billing for Fleet Services' UCruz rental program, Central Garage operations, the Fleet Services Wash Bay, and the campus fuel station. The Fleet Services Coordinator assists the Fleet Services Office Supervisor as needed, performing additional duties as assigned.

Budgeted Salary: $30.74 - $34.46/hour. Salary commensurate with skills, qualifications and experience. Under California law, the University of California, Santa Cruz is required to post a reasonable estimate of the compensation for this role. The salary shown above is the budgeted amount the University reasonably expects to pay and the salary extended should not exceed this posted amount. Benefits Level Eligibility: Mid-Level benefits Schedule Information: Full-time, Fixed Percentage of Time: 100%, 40 Hours per Week Days of the Week: Mon-Fri Shift Includes: Day Employee Classification: Limited appointment Job End Date: 5 Months from the date of hire, with possibility of extension Work Location: UC Santa Cruz Main Campus Union Representation: CX Union Job Code Classification: BLANK AST 3 (004722) Travel: Up to 25% of the time

Job Duties

• 60% - Service Coordination
• Greets and directs walk-in traffic, answers phones and responds to requests, provides referrals, sorts and distributes mail, and prepares routine correspondence.
• Inputs data into Fleet Services Vehicle Maintenance Database and fuel systems database for approximately 800 vehicles and pieces of ancillary equipment.
• Schedules vehicles and equipment for maintenance, contacts customers, and produces regular overdue reports for supervisor.
• Creates work orders for the garage on all scheduled maintenance. Places scheduled work onto shop calendar.
• Communicates the status of repairs and maintenance, contacting customers as needed. Maintains work order records of vehicle servicing, including parts used, technician time worked, outside vendor invoicing, and all other fees and activities as directed.
• Acts as a liaison between Fleet Services and outside warranty and service providers, such as auto dealerships, glass shops, parts distributors, tire vendors, etc. Processes auto insurance claims for University customers.
• Coordinates with equipment operators to obtain pictures and estimates. Communicates with the insurance company and Risk Services on the status of repairs and claims. Schedules repairs with outside vendors and customers. Books vehicle rentals for departments. Tracks body damage and repairs over the lifetime of the vehicle. Documents all expenses for proper recharge and claim reimbursement. Facilitates campus vehicle wash program. Interviews and assists in hiring student auto attendants and student office assistants. Creates work schedules and daily work routines for student staff. Creates and updates training materials at regular intervals. Administers off-campus vehicle credit card program. Assists with vehicle pick-ups and drop-offs on an as-needed basis. Provides support to the Fleet Services Office Supervisor, Central Garage Manager, and Fleet Services Manager as assigned.
• 20% - Coordination of the UCruz Rental Program
• Processes vehicle reservation requests. Issues keys and credit cards to users and explains procedures. Confirms that UCruz vehicles have been returned. Ensures vehicles are safe, clean, and ready for rental by setting priorities for the Central Garage's Automotive Attendant staff, communicating issues to the Fleet Services Office Supervisor and the Central Garage Manager. Maintains UCruz reservation calendar.
• 20% - Accounting, Database, & Records Management
• Prepares data for accounting expense and billing. Creates files and inputs, checks, and tracks data for accuracy and completeness. Prepares recharges for review and inputs them into the University's financial information system (FIS Banner). Confirms account information, vehicle status, and veracity of data. Completes regularly assigned data imports into vehicle/accounting database. Inputs all parts used into inventory systems. Works with the Garage Manager to ensure all parts are billed to work orders. Prepares inventory tabulation sheets and reports. Mails statements, reviews, and reports on statistical information. Receives and prepares invoices for payment in FIS Banner. Creates requisitions, maintains vendor files, reconciles procurement card statements, and enters payroll information. Matches internal and external monthly statements to invoices, recharges, and purchase orders, reporting and following up on any discrepancies. Coordinates asset management program. Enters all new equipment- including trailers and aquatic vessels- into the Fleet Management Information System (FMIS). Facilitates customer completion of onboarding form to gather all equipment contact and recharge information. Reviews purchase documents and forms for accuracy and necessary signatures. Registers equipment with the Department of Motor Vehicles. Conducts follow-up communication with the DMV by mail or in person. Ensures accurate input into the University's central asset management system. Distributes license plates, registration, and self-insurance materials for each vehicle. Intakes customer requests for surplus equipment as needed. Interfaces with Receiving Services - Surplus and originating department to ensure proper disposition and sale paperwork is completed. Secures exempt license plates for surrender and archives equipment in the FMIS.

Required Qualifications

• High school diploma or equivalent experience
• Problem-solving skills, including the ability to initiate actions, within established guidelines, using good judgment in organizing, coordinating, and overseeing the work order and customer service mission of Fleet Services.
• Demonstrated ability to create and maintain filing systems both paper and electronic for the DMV and insurance claims.
• Demonstrated experience in scheduling or dispatching within a service center or rental center type of operation.
• Demonstrated experience in creating, maintaining, and updating Excel spreadsheets, Microsoft Word documents, and Google Suite applications, including Mail, Docs, Sheets, Calendar, and Drive.
• Excellent interpersonal skills sufficient to interact with flexibility, sensitivity and tact with diverse groups of people in a high-volume office environment.
• Oral and written communication skills sufficient to disseminate information in a clear and concise manner.
• Organizational skills sufficient to set priorities and complete assignments in a timely manner.
• Mathematical knowledge of and demonstrated ability to perform simple bookkeeping assignments.
• Proficiency in accounts payable/accounts receivable operations.
• Ability to exercise discretion and sound judgment in dealing with confidential and sensitive issues.
• The ability to calmly work under pressure.

Preferred Qualifications

• UC Santa Cruz Experience in "front-line" customer service environments.
• Experience working with regulatory agencies such as DMV, CHP, or other law enforcement entities.

Special Conditions of Employment

• Selected candidate will be required to pass a pre-employment criminal history background check.
• Selected candidate must pass the employment misconduct disclosure process.
• Must possess a valid license to drive in the state of California and participate in the Department of Motor Vehicles (DMV) pull notice program.
• Ability to work long periods of time at a computer with or without accommodation.
• The selected candidate has the option to work a hybrid work schedule. If a hybrid work schedule is confirmed, the selected candidate must be able to work successfully from a home/remote office and be able to fulfill the requirements of the UCSC telecommuting agreement.
• Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
• The University of California has implemented a Vaccination Policy covering all employees. Employees, including new hires, are required to comply with any applicable policies relating to the University of California vaccine program.
• Per the Child Abuse and Neglect Reporting Act (CANRA), this position has been identified as a Mandated Reporter. The selected candidate will be required to report known or suspected child abuse or neglect as defined by CANRA and will be required to sign a Statement Acknowledging Requirement to Report Child Abuse prior to commencing employment.
• Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer. "Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer.

Safety Statement

All UCSC employees must understand and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.

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