Transportation Assistant

Job Title Transportation Assistant Duties Help Major duties include: Initiates vehicle procurement actions for additional and replacement vehicles based on replacement standards and consultation with using services. Coordinates with facility users to gain a clear understanding of their needs. Prepares specifications and requirements for nonstandard vehicles. Provides information to assist in the development of Statements of Work (SOW) and other purchasing documentation for the lease, purchase, maintenance and repair of vehicles Provides vehicle safety information to users - notifying them of recalls and/or maintenance requirements. Receives and processes vehicle requests. Assigns vehicles appropriately to meet customer needs. Orders and cancels fleet credit cards for current General Services Administration (GSA) vehicles, and VA owned credit cards. Verifies GSA billing, monitors use of VA owned fleet credit cards and ensures purchases are appropriate and within guidelines. Checks for fraud or misuse and reports fraud or misuse of government vehicles and fleet credit cards to appropriate authority. Acts as the fleet approving official for VA owned vehicles and credit cards. Ensures account statements are reconciled within time frames outlined in the policy. Monitors fleet credit cards and ensures they are maintained as current and do not expire. Coordinates with appropriate personnel when credit cards are lost, stolen, or damaged. Participates in a monthly, random audit of fleet information with Fiscal Service. Researches vehicle use including mileage, number of trips, number of passengers to ensure the fleet is rightsized and maintained within VA and GSA standards. Tracks vehicle history from time of lease/purchase/donation up to the turn in or salvage/auction of each vehicle or piece of equipment. This includes filing of all trip tickets/logs credit card receipts, accident reports, pictures, repair slips. Works closely with VA Police Service and drivers to process vehicle accident reports. Maintains relevant data by using GSA FLEET, GEOTAB or other mandated databases. Completes monthly, quarterly, and yearly reports to the network Central Office. Assists employees in preparing accident reports and ensures information is provided to the Fleet Manager for processing. Helps in sourcing non-VA listed vendors to help facilitate necessary vehicle repairs. Monitors and schedules maintenance, repair, and detailing for VA owned and General Service Administration. (GSA) leased vehicles. Coordinates the pickup of out-of-service or damaged vehicles Schedules GSA vehicles for vendor maintenance as needed, for installation of special equipment. Ensures that vehicles are scheduled out of service if they pose a safety hazard or if they are due for mechanical maintenance repair. Schedules the return and pick up GSA vehicles as required. Manages vehicle requests and ensures vehicle availability. If a vehicle is not available - notifies employee so they make other arrangements. Inspects each vehicle to ensure that the vehicle has been thoroughly cleaned and detailed at least monthly. Performs monthly Preventive Maintenance (PMI) checks on all dispatch vehicles. Monitors and ensures employees complete yearly training requirement for operating government vehicles. Conducts required market research for procurement actions. Ensures purchases comply with initiatives such as Green Purchasing, Affirmative Procurement, Rehabilitation Act of 1703, etc. Makes individual purchases not exceeding $3,000 unless specifically authorized to do so by the Head of the Contracting Activity. Coordinates with fleet operations to establish single purchase limit of $2500. Reconciles purchase card charges within established time limits. Maintains required documentation for all purchases. Resolves disputes of unknown or incorrect charges. Coordinates the approval of invoices associated with the maintenance, operation, purchasing, leasing, and repairs of the vehicle fleet. Develops 2237s for the purchasing of construction, services, supplies, materials, and equipment for VTS (1531). Serves as fund control point clerk. Notifies supervisor about unexpected expenses, such as higher fuel and repair costs. Participates in relevant trainings. Serves as timekeeper for the department, ensuring accurate and timely entry, review, and certification of time and attendance records in accordance with agency policies and applicable regulations. Performs other related duties as assigned. Work Schedule: Monday-Friday, 7:30am - 4:00pm Telework: This position is not authorized for telework. Virtual: This is not a virtual position. Position Description/PD#: Transportation Assistant/ PD99690S Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized PCS Appraised Value Offer (AVO): Not Authorized