Fleet Services Coordinator

The Position

The Public Works Fleet and Equipment Management division is recruiting for a Fleet Services Coordinator. Under supervision, the Fleet Services Coordinator supports the shop workload process for the Fleet and Equipment Management division of the Public Works Department.

Coordinates scheduled and unscheduled repair requests or projects; updates the fleet information system; tracks contracted and warranty repairs, fuel site inventory, and equipment;

performs related work as required to assist Management in accomplishing divisional objectives.

Essential Duties :

Essential and other important responsibilities and duties may include, but are not limited to, the following :

• Functions as primary contact for emergency and non-emergency maintenance requests, including initiating, processing, updating and closing work orders and related invoices.
• Maintains computerized maintenance records and physical files for warranty, recall, emissions inspection and high
• cost repair documentation.
• Supports the Assistant Fleet Manager with scheduling of preventative maintenance, repairs and special projects. Reviews fuel inventory at various sites and reorders fuel and / or repairs to maintain systems.
• Acts as liaison with user departments regarding service problems, recall notices, scheduling and informational requests.
• Acts as back-up to a second Fleet Services Coordinator position to monitor citywide fuel inventories; upload and manually enter fuel transaction data into a fuel inventory management system;
• complete daily and weekly fuel reconciliation reports; order fuel; enter employee and vehicles information into fuel database;
• issue fuel cards and update fuel card information; troubleshoot minor hardware issues at fueling facilities; train employees to operate fuel dispensing equipment and provide assistance as necessary;

and contract vendors to schedule repairs at fueling facilities.

• Acts as back-up to a second Fleet Services Coordinator position to perform monthly tank inspections as required once becoming certified as a California Underground Storage Tank (UST) System Operator.
• Generate and process fleet maintenance shop work orders; enter and / or verify job notes; change work order status; enter job open and finished times;

tack and enter vehicle downtime and job delays; enter employee labor times into database and cross-check against work orders.

• Provide updates to customers regarding vehicle status; scan and electronically file relevant invoices and other services information.
• Post parts and commercial invoices to work orders; maintain shop oils and lubricants inventory and order as needed. Under direction, monitor vehicle and equipment regulatory programs;

ensuring regulatory fees are paid, and permits are current for multiple locations and equipment.

Under direction, update and verify vehicle, employee, and departmental contact information in fleet management database;

and generate reports as necessary.

• Assist with shop office administration; may occasionally assist the maintenance operation with vehicle shuttling and parts pick-up duties.
• Manage all accident-related repairs, collecting third-party insurance information, and scheduling inspections and body shop repairs.

View complete job description HERE.

Minimum Qualifications :

Possession of a valid California Driver's License.

Special Requirements :

Obtain California UST System Operator Certification within 12 months of hire.

Ideal Candidate :

Sufficient education, training and / or work experience to demonstrate possession of the following knowledge, skills, and abilities, which would typically be acquired through :

Two years of experience in equipment maintenance operations, preventative maintenance procedures, and various automotive / truck equipment, including the use of computerized fleet information and fuel management systems.

Background working as a Service Advisor / Service Writer in a dealer, or independent shop setting, and / or background in body shop repair / estimating.

• Intermediate to advanced level skill with common office applications, database tools and report generators, and experience with maintenance management software applications.
• Strong data entry proficiency and be able to touch type error-free at a minimum of 40-50 words per minute. 10-key experience will be beneficial.
• Highly motivated; strong communication, organization, and analytical skills; innovative and adept at using technology to improve work processes;
• proficient with basic mathematics and a strong numerical aptitude; able to analyze and interpret large amounts of text and numerical data and be able to detect errors and inconsistencies;

be able to coordinate multiple tasks and projects; proven ability to meet deadlines; able to successfully interact with division staff, department clients, and outside vendors.

Five years of experience performing complex administrative and clerical tasks with at least three of those years spent working in support of a fleet maintenance operations or in a similar industrial setting.

Supplemental Information :

The Selection Process :

• Applicants will receive recruitment status notifications via email (governmentjobs.com account also has notification status updates).
• Applicants will be screened throughout the posting process and highly qualified candidates may be invited to interview at any time.
• The screening process for this position typically may include a virtual recorded interview and / or panel interviews preceding final interviews with the hiring manager or their designee.

TENTATIVE APPLICATION AND SELECTION PROCESS :

Application Deadline : Monday April 22, 2024 (by midnight)

In Person Panel Interviews : Week of May 6th, 2024 Final Interviews : In person week of May 13th, 2024

Our online application system is provided by NeoGov. If you have problems while applying online, please contact NeoGov's Live Applicant Support at (855) 524-5627 between 6 : 00 AM and 5 : 00 PM Pacific Time, Monday - Friday.

The City of Palo Alto is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodation to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

The City of Palo Alto offers its employees a generous benefit package, featuring family medical coverage, retirement, life insurance, plus 12 paid holidays per year.

• Participation in a Governmental 457 Deferred Compensation Plan
• Fully paid employee and dependent Dental Plan
• Fully paid employee and dependent Vision Plan
• Fully paid Life and AD&D insurance equal to annual salary
• Flat Rate City paid medical contribution which may allow employees to select a fully paid health plan
• Fully paid Life Insurance equal to one-times annual salary
• Voluntary Supplemental Life Insurance
• Long Term Disability plan
• 12 annual paid holidays
• Two to five weeks vacation annually depending on years of service per MOA
• 96 hours annual sick leave
• Direct Deposit
• Flexible Spending Account for Healthcare and Childcare expenses

Public Employees' Retirement System (PERS)

• 2% at 60 formula for Classic Employees
• One-year final compensation for 2% at 60 employees
• 2% at 62 formula for New CalPers Members
• Three-year final compensation for 2% at 62 employees only
• Retiree Medical benefits for employee and dependents after 10 years of service
30+ days ago