The City of Roanoke is seeking a Fleet Management Support Administrator to perform a variety of complex tasks in support of the fleet manager in the areas of financial services, software administration, research and purchasing. The successful candidate will supervise administrative staff and performs related work as required; prepare division operating and capital budgets including the vehicle/equipment replacement plan; prepare follow-up spending reports, including City Council reports during the year; ensure that sufficient funds are available and that budgets are administered within City and division guidelines; and serve as the division systems administrator for the office, garage and fuel software systems to include troubleshooting when problems are encountered, overseeing security and access to systems, providing technical support to user departments, executing billing reports and running performance monitoring reports. Completion of the core course requirements for a bachelor's degree in business, public administration or related field with three years of related experience or equivalent combination of training and experience is required. Fleet management experience particularly in a government setting is preferred. Existing fleet certification a plus. Uncertified candidates shall obtain a CAFM, CPFP or CEM within three years of hire date. Possession of a valid appropriate driver's permit issued by the Commonwealth of Virginia.
The City of Roanoke is an Equal Employment Opportunity/AA/M/F/Disability Employer.
To elevate the performance of the organization, we are committed to respecting, celebrating, and embracing the collective mixture of differences and similarities between our employees as a rich tapestry. Our behaviors will demonstrate open communication, and we will seek opportunities to learn, recognizing and rewarding actions that promote acceptance while suspending judgment. By doing this, we will foster an inclusive, open work environment that delivers excellent service and creates a more vibrant and inviting community.
This is an exempt position.SUMMARY
Performs a variety of complex tasks in support of the fleet manager in the areas of financial services, software administration, research and purchasing. Supervises administrative staff and performs related work as required. Directs the work of administrative staff to include the following: reconciliation of departmental credit cards statements, personnel and payroll duties, fuel procurement, equipment inventory and processing, oversight of records, accident contracts, reporting, billing insurance recovery and purchase orders.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
Prepares division operating and capital budgets including the vehicle/equipment replacement plan; prepares follow-up spending reports, including City Council reports during the year; ensures that sufficient funds are available and that budgets are administered within City and division guidelines;
Serves as the division systems administrator for the office, garage and fuel software systems to include troubleshooting when problems are encountered, overseeing security and access to systems, providing technical support to user departments, executing billing reports and running performance monitoring reports;
Prepares reports, policies and procedures independently using a variety of formats;
Interacts with City administrators to provide and interpret information;
Interacts with major vendors and other fleet management organizations to address Fleet Management issues;
Researches and prepares vehicle and equipment specifications in conjunction with operating departments;
Prepares Invitations to Bid (ITB) and Requests for Proposals (RFP) to purchase equipment, products and services for the Division;
Coordinates contract development and execution working with the Purchasing Division;
Evaluates services provided to the City by private vendors;
Reconciles monthly and quarterly statements with the internal private parts vendor;
Acts a project manager on projects assigned by the fleet manager;
Directs the work of administrative staff to include the following: reconciliation of departmental credit cards statements, personnel and payroll duties, fuel procurement, equipment inventory and processing, oversight of records, accident contracts, reporting, billing insurance recovery and purchase orders;
May serve as the Acting Fleet Manager in his/her absence;
Serves as a liaison to the Department of Human Resources;
Manages difficult and/or emotional customer and employee situations;
Ensures that work is completed in a timely manner.
SUPERVISORY RESPONSIBILITIES
Supervises staff in an assigned area. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, training employees; planning, assigning, and directing work; appraising performance; addressing complaints and resolving problemsQUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE
Completion of the core course requirements for a bachelor's degree in business, public administration or related field with three years of related experience or equivalent combination of training and experience. Fleet management experience particularly in a government setting is preferred. Existing fleet certification a plus. Uncertified candidates shall obtain a CAFM, CPFP or CEM within three years of hire date.LANGUAGE SKILLS
Ability to read, analyze, and interpret periodicals, journals, procedures, or governmental regulations. Ability to prepare reports, correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, and the general public.
REASONING ABILITY
Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret a variety of instructions and deal with several abstract and concrete variables.
CERTIFICATES, LICENSES, REGISTRATIONS
Possession of a valid appropriate driver's permit issued by the Commonwealth of Virginia.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to stand and walk. The employee must regularly lift and/or move up to 10 pounds. Specific vision abilities required by this job include ability to adjust focus.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.
This is a job description and not an individualized position description. A job description defines the general character and scope of duties and responsibilities of all positions in a job classification, but it is not intended to describe and does not necessarily list the essential job functions for a given position in a classification.
