Fleet Program Assistant

Fleet Program Assistant

The City of Pleasanton is excited to announce an opportunity for dedicated individuals to join our team as Fleet Program Assistant in the Public Works Department, Fleet Division. In this role, you will provide administrative and operational support to the City's Fleet Division, which manages approximately 445 vehicles and pieces of equipment supporting Public Works, Police, Fire, and other City departments. This position offers a dynamic opportunity to gain practical, hands-on experience while helping support the operational readiness of the City's municipal fleet and the essential services it enables throughout the Pleasanton community!

We're looking for someone who is:

• Customer service-oriented and able to communicate effectively with staff, vendors, contractors, and the public, both orally and in writing.
• Detail-oriented, with a strong focus on maintaining accurate records, tracking deadlines, and organizing data and documentation.
• Well-organized, adaptable, and able to manage multiple priorities in a fast-paced operational environment.
• Dependable and able to organize work, set priorities, and follow through on assignments with general supervision.
• Interested in gaining practical experience in fleet operations, government processes, sustainability initiatives, and evolving vehicle technologies.

In this role, you will:

• Process work orders and maintain fleet-related records and files.
• Track preventive maintenance schedules and support service coordination for City vehicles and equipment.
• Coordinate with vendors, contractors, mechanics, and City staff to support fleet operations.
• Assist with regulatory compliance documentation, including records related to BIT, CARB, ACF, and DMV requirements.
• Support purchase orders, invoices, fuel tracking, telematics data review, and inventory tracking.
• Assist with fleet replacement planning, reporting, and data entry activities.
• Provide administrative and analytical support for fleet-related projects and operational needs.

A few reasons you'll love working with us:

• You will work in a fast-paced, highly collaborative environment that directly supports essential City services and emergency response operations.
• You will gain exposure to a wide variety of vehicles and equipment, from Police and Fire apparatus to Public Works heavy equipment and emerging electric vehicle technologies.
• You will learn about fleet operations, municipal processes, sustainability initiatives, telematics technology, and regulatory compliance.
• You will contribute to the operational readiness of the City's fleet, which plays a critical role in public safety, infrastructure, and community service delivery.
• You will gain valuable public-sector experience in a modern municipal fleet environment that combines traditional maintenance practices with technology and data-driven decision-making.

A few challenges you might face:

• Managing multiple priorities and meeting deadlines in a dynamic environment with changing operational needs.
• Supporting coordination of emergency repairs and service needs across multiple City departments.
• Tracking compliance deadlines and adapting to evolving State and Federal fleet regulations.
• Supporting an aging and evolving fleet while learning new technologies, systems, and software tools.

The ideal candidate will be:

• A high school graduate or GED equivalent, with two years of experience related to the assigned area.
• Experienced or comfortable working with spreadsheets, databases, work order systems, purchasing processes, or fleet-related software.
• Skilled in organizing, prioritizing, and coordinating varied work activities under the direction of a supervisor.
• Able to read, interpret, and apply rules, policies, procedures, and compliance requirements.
• Effective at collecting and analyzing information, summarizing facts, and preparing clear and concise written reports.
• Professional, adaptable, detail-oriented, and able to work independently while contributing to a team-oriented environment.
• Interested in learning about vehicle and equipment operations, preventive maintenance programs, inventory tracking, and emerging fleet technologies.

Minimum qualifications:

• High school graduation or GED equivalent and two years of experience related to the area assigned.

Knowledge of:

• Technical knowledge in assigned discipline.

Skill and ability to:

• Under the direction of a supervisor, organize, prioritize and coordinate varied work activities.
• Read, interpret and apply rules, policies and procedures.
• Effectively collect and analyze complex and sensitive information.
• Summarize facts and recommendations accurately and prepare clear and concise written reports.
• Understand and carry out oral and written instructions.
• Establish and maintain effective working relationships with others.

No benefits are provided for this position.