Administrative Assistant ll

Fleet Management is a division within the Department of General Services and is responsible for the acquisition, disposal, maintenance, and servicing of over 2,000 city vehicles and equipment. The Fleet Management Division (FMD) also manages various fleet programs such as fuel management, motor‑pool services, and contract administration. The city currently averages 1,466 active rolling stock units and 560 active equipment units.

These units are utilized to provide a variety of services to city residents ranging from public safety to utilities and refuse needs. The ability of city departments to provide services efficiently is often dependent on a safe and reliable fleet of vehicles and equipment.

The Department of General Services, Fleet Management Division, is seeking an Administrative Assistant II to provide administrative support and assistance to customers and personnel. The role maintains personnel records, assists employees, performs financial duties, monitors, tracks, develops, and audits budgets, supervises personnel, monitors facility improvements, and maintains the division’s work management system. The Assistant also serves on committees, completes special projects, participates in marketing and promotional planning, assists in the development of special programs and fundraising activities, works closely with other city, state, and federal agencies, addresses problems, provides relevant information, recommends system changes, and reports system malfunctions.

• Manage and oversee Service Writer Attendants, ensuring daily operations of the service writer’s desk meet productivity goals.
• Aide with executive administrative tasks to include service inquiries/calls and tow requests for customers/personnel, maintaining workflow of Fleet operations.
• Review and input data into the asset management system—Faster Web—to initiate work orders for designated shops.
• Assist the team with obtaining essential information, identifying necessary asset repairs or maintenance.
• Train Service Writer personnel, provide work assignments, and ensure all policies and procedures are followed consistently.
• Oversee fuel cards, fuel billing, loaner vehicle use, and motor‑pool operations.
• Perform financial and budgetary duties, processing medium‑to‑complex financial payment transactions in the AFMS system.
• Maintain and update financial expenses, reviewing and approving delivery orders (DO), purchase orders (PO), commodity payment requests (PRC), and invoices (IN).
• Assist with vendor contracts, provide information for renewals, oversee, update, and maintain spending spreadsheets, and periodically audit expenditures.
• Collect and analyze budget information, reconcile vendor statements, and scan documents appropriately.
• Restock office supplies and perform other related duties as assigned.
• Monitor and assign loaner vehicles to departments as needed.

• Two years of experience in office administration.
• Valid driver’s license.
• Work requires knowledge of a specific vocational, administrative, or technical nature that may be obtained with six months to one year of advanced study or training beyond high‑school equivalency. Appropriate certification may be awarded upon satisfactory completion of advanced study or training.

• Monday‑Friday, 6:30 am to 3:00 pm, 40 hours per week.
• This position is essential and may require reporting to work during inclement weather and city emergencies.