Assistant Fleet Specialist

This is a non-exempt position under direct supervision, performs general clerical support duties in the Fleet Services Division of the Public Works Department.

The employee is responsible for assisting the fleet specialist in a variety of complex administrative work and is required to have good clerical skills and technical knowledge of departmental procedures, correspondence formats, and fleet management terminology. Work is subject to supervision on specific assignments and review of results. Employees are hired as AT‑will employees that serve at the pleasure of the City and may be terminated at any time with or without cause.

• Assigns unit numbers and initiates records in Hansen for all new vehicles and equipment.
• Initiates work orders to prepare equipment and vehicles for service.
• Maintains current records.
• Prepares paperwork for the transfer and disposal of equipment and vehicles.
• Expires units and closes out records when units are sold or destroyed.
• Scans and attaches disposal documents in the Hansen system.
• Obtains vehicle registrations and scans them into the vehicle file in Hansen.
• Reconciles vehicle records maintained by Fleet Management with financial reporting documents.
• Coordinates the vendor application process by directing new vendors to the City registration program and obtains updated vendor records when requested.
• Processes all Fleet Management invoices: codes invoice by account number, inputs payment batches into the payment system, submits to finance for payment, and scans and files invoices.
• Reconciles the Hansen report of materials issued from stock with financial reports and resolves discrepancies.
• Administers the fuel system: prepares requests for ordering fuel, completes delivery reports, issues, replaces and cancels vehicle and equipment fuel cards, inputs employee card information, periodically reviews and purges records, and prepares a monthly report for Finance on department charges for fuel.
• Receives, stores, records, and issues supplies; maintains inventory in the stockroom.
• Maintains and organizes the efficient and proper storage of supplies, materials, and records.
• Performs basic accounting as it relates to maintenance of inventory records.
• Inputs and updates various data and information on computer.
• Executes purchase orders authorized by the department director.
• Performs other duties as assigned.

• Considerable knowledge of modern office terminology, methods, practices, and procedures.
• Knowledge of business English, composition, spelling, punctuation, grammar, and arithmetic.
• Knowledge of proper telephone etiquette and procedures.
• Knowledge of modern information systems and standard software applications such as Word, Windows, Outlook, and Excel and the ability to learn new applications.
• Ability to maintain confidentiality, prioritize work assignments, and work independently.
• Ability to work well under pressure and stress, handle multiple tasks, and prioritize and organize work assignments.
• Ability to understand and carry out instructions and correctly complete work assignments.
• Ability to establish and maintain an effective working relationship with other employees, City officials, and the general public.
• Skill in the rapid and accurate operation of personal computers and other standard office equipment.

• High School Diploma or General Equivalency Diploma (GED).
• Two (2) to three (3) years of progressively responsible experience or equal formal training in fleet services.
• Must have a valid Florida driver’s license.
• Any equivalent combination of education, experience, and training that provides the required knowledge, abilities, and skills may be considered.