FLEET COORDINATOR

PAY RATE: $25.85/HR

Position Summary:

Performs duties of a fleet assistant nature and participates directly in the work of the individual(s) supported. Secures details of specialized information, coordinating office work and providing information regarding the services and operation of the unit. Functions as assistant to the Fleet Purchasing Coordinator. Work is reviewed through oral and written reports, discussion, and results obtained.

Essential Duties and Responsibilities: The following duties are illustrative and not exhaustive. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

• Prepares reports and statistical data independently. Maintains a broad working knowledge of rules, regulations, and procedures of the division.

• Takes notes and minutes of conferences, meetings and functions as required. Maintain a schedule and calendar of all due dates and appointments.

• Prepares forms and composes letters. Sets up and maintains specialized office files. Files letters, reports and related technical information in the prescribed manner. Assembles information for others use. Opens, prioritizes and processes mail.

• Types, using PC-based software to processes letters, forms, reports, schedules, manuals, booklets, requisitions, purchase orders and related paperwork.

• Prepares and maintain documentation for all City vehicles and equipment to receive tag, title, and registration from the State tag office.

• Enters information containing technical terminology. Retrieves data for reports.

• Performs research and retrieval of records. Conducts statistical comparisons of information. Assists in the preparation and maintenance of department records. Maintains office supplies.

• Maintains the City fuel supply requirements including fuel system, computer programming, maintaining City personnel key fobs, purchasing fuel from vendors, preparing Citywide departmental fuel reports, manually acquiring fuel tank readings monthly, and filing fuel tax report with the Florida Department of Revenue.

• Prepares documentation for City vehicles and equipment for disposal via auction.

• Prepare payment documentation for all requisitions and invoices related to purchases, repairs, accidents, Fleet Maintenance Contractor and GPS vendor.

• Evaluates work programs and makes recommendations for improvements in efficiency and cost savings.

• Assists in tracking, monitoring, and coordinating accident repairs and replacement.

• Assists in drafting specifications for acquisition and implementation of vehicles and equipment into service.

• Performs other job duties as assigned.

Minimum Qualifications: To perform this job successfully, an individual must be able to carry out each essential duty or responsibility satisfactorily. The requirements listed below are representative of the knowledge, skills, and abilities; education and experience; and certificates or licenses required in order to fill the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

Knowledge, Skills, and Abilities:

• Knowledge of business English, spelling and punctuation, in order to prepare documents and compose letters, etc.

• Knowledge of vehicle and equipment maintenance and repair procedures.

• Knowledge of mathematics.

• Demonstrated ability to gain knowledge of fleet operations, policies, procedures and practices.

• Proficient in accessing, inputting, and retrieving information from computer systems, demonstrating strong technical skills and familiarity with various software applications.

• Exceptional ability to establish and maintain effective working relationships with colleagues and the public, fostering a collaborative and positive work environment.

• Strong communication skills, effectively utilizing speaking, listening, and visual abilities to convey information clearly and build rapport with others.

• Advance proficiency in operating a PC, keyboard, and typewriter, showcasing a high level of competency in data entry and document preparation.

• Ability to communicate effectively both orally and in writing.

Education and Experience:

• High school graduation or possession of an acceptable equivalent diploma.

• Two (2) years of work experience involving fleet maintenance, automotive technology, mechanical repairs, and clerical duties including the operation of a personal computer.

• A combination of education, training, and experience may be substituted at the City Manager’s discretion.

Certificates and Licenses:

• Must possess and maintain a valid Florida driver’s license and be insurable by the City’s current insurance provider. 

Supervisory Responsibilities:

• N/A

Essential Physical Abilities:

Code: Constant = 2/3 or more of the time Frequent = from 1/3 to 2/3 of the time Occasional = up to 1/3 of the time N/A = Not applicable

Environmental Conditions:

Code: Constant = 2/3 or more of the time Frequent = from 1/3 to 2/3 of the time Occasional = up to 1/3 of the time N/A = Not applicable

Emergency Responsibilities:

In the event of an emergency or disaster, an employee may be required to respond promptly to duties and responsibilities as assigned by the employee’s department, Emergency Management or City Administration. Such assignments may be before, during or after the emergency/disaster.