Fleet Management Asset Specialist

• Position Type:
  Administrative Services/ Fleet Management Asset Specialist
• Date Posted: 7/14/2026
• Location:
  
  New Civic Center
• Closing Date: 07/28/2026

$33.72 - $47.19hr

Starting salary is dependent upon qualifications, but in most cases is no higher than the midpoint for the range.

This position provides a full range of administrative and operational support within the Facilities & Fleet Management Division of the Administrative Services Department. The position is directed by the Division Manager of Facilities and Fleet Management and Facilities & Fleet Management Supervisors in a multi-tasking, high‑pressure customer oriented environment performing a variety of Facilities & Fleet Management industry functions.

Primary responsibilities consist of entering and maintaining information in the Fleet Management Information System (F.M.I.S.) program Computerized Fleet Analysis (C.F.A.) or any other program that is utilized for management of the City's Fleet assets. This role also has responsibility for assisting the Facilities & Fleet Supervisors with the F.M.I.S. (C.F.A.) software and specializes/acts as a liaison with the vendor as it relates to database management, labor hours, parts inventory and parts charge‑outs to vehicles, training of shop personnel and monthly report generation.

This position also includes daily responsibility for sourcing and pricing of parts for repairs, inventory for repairs and assists with maintenance and fuel for fueling system, in addition to assisting with the daily and annual inspections and repairs of shop equipment such as overhead cranes, lifts and fuel dispensing equipment by qualified outside vendors.

This position also has a strong presence in the Fleet's front counter and shop, greeting customers in person and over the phone, and gives routine information concerning services provided by the division. This position requires the ability to maintain confidentiality regarding information and/or documents in the Administrative Services Department.

Receives, sorts, opens, date‑stamps and routes incoming mail for Facilities & Fleet Management and other City divisions housed in the Service Center.

Orders supplies and maintains a proper inventory for staff. Maintains operability of office machines and keeps necessary supplies in stock.

Prepares and maintains a variety of records, files, databases and reports.

Assists with maintaining fuel inventories by reading gas meters daily, orders fuel, issues and maintains fuel cards and fuel card software and data base management.

Maintains parts inventories; shops for best prices; orders stock and special order parts; calls vendors, collects cost estimates and time requirements, places orders for parts purchases.

Works with the Facilities & Fleet Management Administrative Lead to track purchase orders, verify invoices to the purchase orders and to input requests for payment into the accounts payable system.

Distributes parts to mechanics and charges part cost to repair orders, monitors part inventories based on usage and minimum restock points, conducts inventory count to maintain accuracy of parts stocked and usage via F.M.I.S.

Monitors parts, materials, commodities, warranties, recalls, invoices, purchase requisitions, credits, core returns, vendor relations and performance, and fleet best practices.

Assists the Fleet & Facilities Management Supervisors with tracking warranty repairs and manufacturers recall campaigns.

May coordinate outside repairs with service providers and internal clients as needed.

Recommends methods and procedures to solve problems encountered.

Responds to after hour emergency calls and snow overtime and may be required to report to work.

Assists with preparing bills/invoices for payment and maintains digital files of such information for accurate retrieval. Routes bills to appropriate staff for payment approval.

Assists Facilities & Fleet Management Administrative Lead with processing requisitions, purchase orders, account inquiries of financial and related records as needed.

Maintains the Fleet Management work order database and City wide fleet database on Computerized Fleet Analysis…