Fleet Operations Assistant

Job Title

The City of Fort Myers strives to be an employer of choice and most of our employees turn jobs into long term careers. The salary shown in the job description is the full range for this position from entry to later career.

NEW EMPLOYEES ARE HIRED AT, OR NEAR THE ENTRY POINT SHOWN, DEPENDING ON QUALIFICATIONS AND RELEVANT EXPERIENCE.

FLSA Status:
Non-Exempt Safety Sensitive :

NO Level II Screening : NO

Fleet Records Processing

• Collects, updates, and maintains accurate City of Fort Myers fleet asset records, including vehicles, equipment, titles, tags, and licensing documentation.
• Processes vehicle titles and tags and serves as a liaison with the Florida Department of Highway Safety and Motor Vehicles (DMV) to ensure compliance with State requirements.
• Maintains documentation related to fleet acquisitions, disposals, transfers, and asset status changes.

Fleet Operations and Contracts

• Processes and tracks fleet maintenance service orders, ensuring accuracy and completeness in the fleet management system.
• Monitors and maintains fleet maintenance and service contracts, including tracking contract usage, expiration dates, and compliance requirements.
• Reviews vendor invoices associated with maintenance contracts and services for accuracy and completeness.

Fuel and Purchasing Coordination

• Coordinates fuel ordering for City fueling sites based on usage trends and inventory thresholds.
• Monitors fuel site inventory levels to ensure uninterrupted fleet operations and timely deliveries.
• Reviews and reconciles fuel usage data, delivery records, and vendor invoices.
• Allocates and tracks fleet-related purchasing cards (credit cards) in accordance with City policies and procedures.
• Assists with reconciliation and documentation of purchasing card activity related to fleet operations.

Systems, Reporting, and Support

• Assists in the implementation, maintenance, and optimization of fleet and fuel management computer systems.
• Acts as a liaison between fleet software vendors and the Fleet Maintenance Division.
• Maintains system data accuracy and provides support to internal customers.
• Troubleshoots software, data, and reporting issues related to fleet operations.
• Trains new and existing personnel on fleet and fuel management systems as assigned.
• Runs and maintains daily, monthly, and end-of-month operational and financial reports to review transaction accuracy.

Customer Service Support

• Serves as a backup to the Customer Service Coordinator, providing support with customer inquiries, service coordination, and internal communications as needed.
• Handles special projects and assignments requiring research, analysis, and collaboration to improve fleet operating efficiency.
• Must be proficient in Microsoft Word and Excel.
• This position requires regular and reliable attendance and the employee's physical presence at the workplace.
• Performs other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of fleet maintenance operations, asset management, fuel management, and contract administration.
• Knowledge of vehicle titling, registration, and DMV requirements.
• Proficient in the use of word processing, spreadsheet, database, and reporting software.
• Ability to analyze operational and financial data and prepare accurate reports.
• Ability to speak clearly and persuasively in positive or negative situations.
• Ability to maintain effective working relationships with supervisors, coworkers, vendors, and other City departments.

• High School diploma or GED.
• Two (2) years of experience in fleet operations coordination, asset management, fuel management, contract administration, or related administrative work; or an equivalent combination of education, experience, and training that provides the required knowledge and abilities.
• Must possess a valid Florida Driver's License with an acceptable driving record.

This work typically requires the following physical activities to be performed

• Balancing – maintain equilibrium to prevent falling while walking, standing, or crouching.
• Climbing – ascending, descending ladders, stairs, ramps, requires body agility.
• Pushing – use upper…