Administrative Coordinator - Fleet

Administrative Support Position

The purpose of this position is to perform a variety of administrative and office support tasks in a typical office setting related to the function and department assigned under general supervision of the department head and supervisory staff for various City Departments. This position provides comprehensive administrative coordination, maintains vehicle and compliance documentation, processes financial and procurement records, supports fleet operational tracking systems, and ensures adherence to City policies and regulatory requirements.

Position Scope: This is an office support position. This class is distinguished from other administrative support positions by the assignment of the full range of duties assigned and responsibility for one or more major division, department, and/or City program(s) and the ability to supervise others.

Illustrative Examples of Essential Duties

This is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent may be required to perform all duties listed, and may be required to perform additional, position-specific tasks.

• Types, proofreads, and processes a variety of documents including general correspondence, forms memos, statistical charts and specialized documents from drafts, notes, verbal instruction or dictated tapes using word processing or computer equipment. Reviews documents for accuracy, completion, and conformance to established procedures.
• Utilizes personal computers and computer software to perform word processing and spreadsheet functions and prepares and maintains computerized reports.
• Sorts and files documents and records, maintaining alphabetical, index, and cross-reference files; and assists department with photocopying, assembling materials, and simple clerical work when assigned.
• Answers the telephone, waits on the general public, and provides information related to department and/or city policies and procedures, and makes various appointments and announces callers.
• Assists in receiving, sorting, and distributing incoming and outgoing mail; assists in maintaining paper and other supplies stocked in the supply room and assists in ordering supplies.
• Builds and maintains positive working relationships with co-workers, other employees, and the public using principles of good customer service; promotes and represents the City to the public in a friendly, helpful, and professional manner.
• Prepares, processes, and maintains vehicle registrations, titles, warranties, contracts, insurance documentation, and other compliance related records.
• Processes purchase orders, invoices, vouchers, and expense reports in accordance with City procurement and financial procedures; assists in monitoring fleet related expenditures.
• Identifies and/or recommends cost control measures in the delivery of all services and functions in his/her department and under his/her area of responsibility.
• Performs any other related job duties as assigned.

Knowledge, Skills and Abilities

• Knowledge of office practices and procedures including filing and basic recordkeeping.
• Knowledge of the operation of standard office equipment including word processing and computer equipment.
• Knowledge of English usage, spelling, grammar, and punctuation.
• Knowledge of business letter writing and typing formats.
• Knowledge of Microsoft Office programs, Access, Lotus Notes and familiarity with database or fleet management systems preferred.
• Skill in basic mathematical functions.
• Skill in written and oral communication.
• Ability to function as a team player.
• Ability to prepare letters and memorandums, vouchers, and purchase orders accurately, timely, and with an eye for detail.
• Ability to establish and maintain effective working relationships with those contacted in the course of work.
• Ability to organize and maintain accurate records and files.
• Ability to learn the operation, policy, and procedures of the City and the assigned department or office.
• Ability to perform difficult and complex clerical and administrative support work using independent judgment.
• Ability to effectively present information both one-on-one and to small groups.

Minimum Requirements

• Some college or equivalent.
• Minimum of two (2) years of relevant experience performing similar administrative support duties.
• Any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.
• Experience in fleet administration, public works, procurement, or financial documentation preferred.

Licenses and/or Certifications:

• Valid Florida Driver's License

Additional Information:

• There is a one year-probationary period.
• It is the responsibility of the incumbent to maintain their licenses and/or certifications as a job requirement.
• Background screenings are conducted through the Clearinghouse @