General Statement of Job

Under minimal direction, manages, plans, organizes, and directs functions and activities of the Fleet Maintenance Division directly relating to the City vehicle and equipment inventory, purchases, repairs, and preventive maintenance. Includes managing Fleet personnel & resources, all division communication, coordination with the Fleet liaison in other City Departments and Toho Water Authority. Oversees the City-wide vehicle and rolling stock procurement process. The Fleet Manager plans and implements efficient and effective division operations and is responsible for supervising fleet inventory records of purchases, maintenance, and repairs. Reports to the Assistant Public Works & Engineering Director.

Specific Duties and Responsibilities

Essential Functions:

Manages, plans, organizes, and implements all activities involved in the service, maintenance and repair of City vehicles and equipment.

Coordinates and integrates assigned activities toward achievement of the established goals and objectives of the City’s strategic plan. Develops and establishes new goals and objectives based on Fleet performance and operations.

Maintains positive working relationships and excellent customer service with all City departments; Serves as liaison for fleet related work developing and maintaining effective and collaborative relationships.

With the assistance of the Fleet Foreman, supervises and evaluates the performance of the division personnel; duties include scheduling, training, reviewing and planning work of others; sets and maintains garage standards; hires employees, disciplines employees and recommends termination when necessary.

Reviews City wide fleet and rolling stock budget for appropriate replacement and maintenance costs of automobiles, light and heavy equipment, trucks, and fire apparatus; ensures all functions and programs within the department operate and perform within established budgetary parameters, to include monitoring expenditures and ensuring sound fiscal control.

Develops, prepares and maintains a variety of critical executive/administrative records and reports to the City Manager’s office and Finance Department regarding automotive needs including the development of policies and procedures relative to overall Fleet operations and maintenance management.

Confers with various City departments to determine vehicle needs for budget preparation; includes research and evaluation of never purchased vehicles or rolling stock for possible applicability to City operations. Evaluates cost savings including potential changes in stock.

Prepares and monitors annual operating and capital budgets for the Fleet division.

Oversees the contract and onsite operation of privatized parts shop including monitoring its financial effectiveness and operational efficiency.

Works with the City’s Risk Management representatives to manage all repair claims for the City’s self-insurance program; includes City and TWA vehicles and rolling stock.

Plan, direct, organize, and evaluate the work of the Fleet Maintenance Division including establishing and maintaining productivity standards and quality control on repair work and preventive maintenance programs. Inspects work in progress to ensure compliance with schedules, policies, procedures, and standards of quality and safety.

Organizes and directs the procurement of City vehicles preparing specifications according to the entity needs; participates in related bid, negotiation and quotation activities to assure optimal pricing and quality; assists in selling or disposal of City vehicles and rolling stock

Oversee the development and maintenance of automated fleet management and fuel systems, which provides data regarding usage, cumulative costs, maintenance and repair of fleet vehicles. Ensures the maintenance of accurate and complete maintenance records and reports through training and daily use and monitoring of the AssetWorks system.

Attends meetings, professional conference and institutes; attends, participates and/or leads a variety of management, executive and administrative meetings to keep up with trends in Fleet and Fuel services management issues, Federal/State changes and funding concerns. Select, supervise, train and evaluate Fleet Services personnel either directly or through subordinate supervisors. Partners with HR on employee relations issues; recommends and administers disciplinary actions.

Administers the City-wide Fleet Maintenance Program to include Fire Rescue & EMS emergency response vehicles and equipment.

Develops and implements long range maintenance plans and service level agreements.

Provides guidance and oversight for developing, implementing and monitoring vendor contracts.

Oversees procurement and disposition of new and/or replacement of City fire apparatus, vehicles and light/heavy equipment.

Assist the Fire Rescue & EMS Department executive staff in developing specifications for new vehicles and fire apparatus.

Oversees and assists in the preparation of specification for the purchasing of City vehicles and light/heavy equipment.

Oversees procurement, delivery, and allocation of fuel to City fueling sites.

Oversees departmental inventories, in-house warehouse, City-wide fleet asset management, and equipment.

Ensures emergency response personnel and equipment is prepared 24/7 for fleet service calls from City Fire Rescue & EMS.

Coordinates training and safety programs; ensuring compliance with all regulatory agencies, state statutes, and related regulations, training and certifications are kept current and implemented appropriately.

Performs duties as assigned/necessary which are related, or logical in assignment to the position.

Minimum Education and Training

Bachelor’s degree in Business or Public Administration is preferred or seven(7) years of progressive and proven fleet management experience in a large volume fleet environment or additional advanced education can be substituted for up to two (2) years of required experience; or an equivalent combination of education, training, and experience.. Strong organizational, communication and administrative skills a must. Master ASE certifications (Automotive, Heavy Duty Truck, EVT) is preferred; CAFM certification a plus. Knowledge of Fleet Management software (AssetWorks) desired. Must possess and maintain a valid Florida Driver’s License.

Minimum Qualifications and Standards Required

Skill Requirements:

Has thorough knowledge of the methods, procedures and policies of the City as they pertain to the performance of duties of the Fleet Manager. Is knowledgeable in the laws, ordinances, standards and regulations pertaining to the specific duties and responsibilities of the position. Has knowledge and skills in automotive and equipment maintenance and repair work. Has knowledge of ordering fuel for a large fleet of diesel and gas vehicles, trucks and off-road equipment. Has skill in the care and use of required tools and equipment. Is able to make repairs and adjustments to equipment and systems. Has knowledge of applicable occupational hazards and safety precautions.

Knowledge of standards for inspection, maintenance and testing of in service emergency vehicles and equipment.

This is an essential function and must be available during emergency situations.

Knows how to react calmly and quickly in emergency situations. Has the ability to plan and develop daily, short and long-term goals and objectives related to the City’s fleet operations. Knows how to apply management concepts and principles. Has the ability to offer instruction and advice to subordinates regarding departmental policies, methods and regulations; is able to offer employee training as required. Is able to perform employee evaluations and to make recommendations based on results. Has the ability to offer assistance to co-workers and employees of other departments, as required. Is able to take the initiative to complete the duties of the position without the need of direct supervision.

Has the ability to learn and utilize new skills and information to improve job performance and efficiency. Is able to read and interpret technical materials pertaining to the responsibilities of the job. Is able to assemble and analyze information and make written reports and records in a concise, clear and effective manner. Has comprehensive knowledge of the terminology used within the department.

Knows how to maintain effective relationships with personnel of other departments, professionals and members of the public through contact and cooperation. Has knowledge of basic mathematics. Has knowledge of the City budget preparation process; is able to ensure department adherence to allocated funds. Has knowledge of and skill in the use of computers, Microsoft Office Suite (i.e. Word, Excel PowerPoint and Outlook) and any specialized fleet management software applications and informational systems for records management.

Knowledge of the principles and practices of governmental budgeting planning and management.

Ability to analyze data and reach logical conclusions; generates and evaluates alternatives, formulate recommendations, and institute effective change.

Ability to analyze fiscal and administrative problems and determine appropriate actions.

Skill in writing contracts, agreements, and scopes for materials, equipment and services.

Knowledge of parts inventory and warehousing methods and procedures regarding auctioneer services, including physical inventories and record keeping procedures.

Knowledge of relevant state statutes, federal laws and regulations, industry standards and safety procedures as they relate to fleet management operations including Fire Rescue & EMS emergency response vehicles and equipment.

Knowledge of relevant state statutes, federal laws and regulations, industry standards and safety procedures as they relate to municipal fleet fuel dispensing, storage and transportation operations.

Physical Requirements:

Must be physically able to operate a variety of machines and equipment including a vehicle, computer, hand and power tools, etc. Must be able to exert up to twenty pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Physical demands are in excess of those for sedentary work; must be able to remain on feet for periods of time, stoop, kneel, crouch, crawl, push, pull, lift, carry and perform manual tasks. Must be able to lift and/or carry weights of up to fifty pounds.

Responsibilities:

Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication and interaction with internal and external entities with whom the position interacts.

Performs described Essential Functions and related assignments efficiently and effectively in order to produce quantity of work which consistently meets established standards and expectations.

Assumes responsibility for completing assigned work. Completes assigned work within deadlines in accordance with directives, policy, standards and prescribed procedures. Maintains accountability for assigned responsibilities in the technical, human and conceptual areas.

Exercises analytical judgment in areas of responsibility. Identifies issues or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to issues or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Seeks expert or experienced advice where appropriate and researches issues, situations and alternatives before exercising judgment.

Working Conditions:

Works indoors and outdoors in all types of weather. Is able to work in uncomfortable physical conditions, including exposure to excessive heat or cold, wetness, humidity, odors, smoke, toxic agents, noise, vibrations, dusts, pollen, machinery hazards, electric currents, etc.

Other:

It is understood that every incidental duty connected with operations enumerated in the job description is not always specifically described, and employees, at the discretion of the City, may be required to perform duties not within their job descriptions. This is a salaried position that requires 24 hour on-call and long work shifts as needed.

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