Assistant Fleet Manager

Posting number: 2700246

Department: General Services Department

Division: GS-Fleet-Shops

Job classification: Assistant Fleet Manager

Posting type: Open

Categories: Fleet Services, Management

Summary

Manage, supervise, and coordinate assigned programs and activities within the Fleet Division including planning and coordinating staff training, ensuring proper levels of inventory at various departments and resolving customer problems; coordinate assigned activities with other divisions and outside agencies and provide highly responsible and complex administrative support to the Fleet Manager.

Job descriptions are intended to present a general list of tasks/duties performed by employees within this job classification. Job Descriptions are not intended to reflect all duties performed within the job.

Examples of duties

ESSENTIAL FUNCTIONS: Essentialfunctions may include, but are not limited to the functions listed below. Mustbe able to perform the essential functions of the job with or without areasonable accommodation.

1. Assign services and activities of the Fleet Division including planning and coordinating staff training, ensuring proper levels of inventory at various departments and resolving customer problems.
2. Participate and provide input in the development and implementation of goals, objectives, policies and priorities for assigned programs; recommend and administer policies and procedures.
3. Monitor and evaluate the efficiency and effectiveness of service delivery methods and procedures; recommend, within departmental policy, appropriate service and staffing levels.
4. Plan, direct, coordinate and review the work plan for maintenance staff; assign work activities, projects, programs and special events; review and evaluate work products including the review of work completed by vendors and contractors, methods and procedures; meet with staff to identify and resolve problems.
5. Participate in the development and administration of the division's annual budget; participate in the forecast of funds needed for staffing, equipment, materials and supplies; monitor and approve expenditures; implement adjustments.
6. Projects future maintenance and repair resource requirements; assesses budgetary needs, recommends budget levels and controls the use of budgetary allotments; directs the control and maintenance of adequate inventory levels; makes recommendations on the purchase of vehicles, equipment, materials and supplies needed for work operations; monitors and controls expenditures to ensure they do not exceed budgetary allotments; coordinates procurement requirements with departmental administration officials, as well as vendor.
7. Manages staffing and work scheduling to effectuate the most productive and cost-effective use of manpower; plans and establishes operational guidelines for scheduled and unscheduled vehicle maintenance and repair work; establishes procedures to monitor, evaluate and control job activities and responsibilities; prioritizes operational needs; confers with subordinate supervisors in coordinating various functions and effecting planned work; provides technical direction to subordinates in complex or difficult situations.
8. Development and implementation of safety standards and procedures to be followed by staff personnel; ensures the continued development and training of subordinate workers; periodically tours work sites to observe the progress of maintenance and repair activity; reviews work in progress and completed for conformance with established objectives, standards, safety and efficiency; observes overall effectiveness of existing processes and procedures to assess possible improvements.
9. Manages a computerized data information system for recordkeeping, analysis and evaluation purposes; determines appropriate solutions to various operational and administrative problems in such areas as preventive maintenance, vehicle availability, vehicle life-cycle costing, risk management and other fleet related areas.
10. Reviews contracted maintenance and repair work and newly purchased vehicles and equipment to ensure conformance to contract specifications and quality workmanship; meets with vendors to resolve problems; approves payments to vendors for services rendered.
11. Keeps up-to-date on municipal fleet technology and incorporates new technology into maintenance operations; ensures subordinate personnel are trained on new fleet maintenance and repair techniques and procedures.

WHEN ASSIGNED TO MAINTENANCE:

1. Assist in managing all fleet maintenance program services and activities including monitoring and updating warranties on City equipment and providing preventive and diagnostic maintenance on vehicles and equipment.
2. Plan, direct, coordinate and review the work plan for maintenance staff; assign work activities, projects and programs; review and evaluate work products, methods and procedures; meet with staff to identify and resolve problems.
3. Develop preventive and diagnostic maintenance procedures for vehicles and equipment; coordinate availability of various parts, tools and equipment for maintenance functions.
4. Identify opportunities for improving service delivery methods and procedures within fleet maintenance operations; identify resource needs; review with appropriate management staff; implement improvements as directed.
5. Explain, justify and defend fleet maintenance programs, policies and activities; negotiate and resolve sensitive and controversial issues.
6. Coordinate with Risk Management regarding accidents and total vehicle losses.
7. Monitor fleet maintenance operations program performance and technicians level of productivity; recommend and as instructed implement modifications to systems and procedures.
8. Manage fuel acquisition activities including ordering fuels and lubricants and maintaining contact with major vendors and suppliers.
9. Ensure environmental compliance with federal, state and local laws and regulations relating to vapor recovery and fuel storage and dispensing facilities.
10. Manage safety and operational inspections of the main fuel facility and its satellite locations; verify the work of employees for proper work methods and compliance with applicable standards and specifications.
11. Identify training requirements for shop employees; establish and conduct training programs specific to the department.

WHEN ASSIGNED TO OPERATIONS:

1. Monitor and assign department's purchasing functions; audit and authorize payments to vendors; audit change orders and determine and authorize funding for same.
2. Review and coordinate type and quality requirements for parts inventory through analysis of fleet and current inventory needs; may develop specifications for acquisition of vehicles, equipment, services and parts relative to assigned department.
3. Plan, prioritize, assign, supervise, review and participate in the work of staff responsible for purchasing, receiving and issuing automotive shop tools, parts and related equipment.
4. Maintain accurate and complete records of all parts purchasing, inventory and issuing activities.
5. Review operational procedures for vendor relations, customer relations, contract compliance and materials management functions.
6. Review and evaluate purchased equipment, tools and materials; ensure such equipment, tools and materials meet contract specifications.
7. Prepare and review vehicle and equipment specifications for bid and/or warranty agreements.
8. Coordinate vehicle purchases, receiving, state titling, and registration for various departments.
9. Coordinate the installation of emergency or specialized equipment.
10. Monitor and resolve customer problems with billing and work performed.
11. Select, train, motivate and evaluate operations personnel; coordinate staff training; work with employees to correct deficiencies; provide or implement discipline.

SUPPLEMENTAL FUNCTIONS:

1. Provide responsible staff assistance to the Fleet Manager.
2. Perform related duties and responsibilities as required.

Qualifications

Education and experience directly related to the minimum requirements below may be interchangeable on a year for year basis.

Bachelor's degree from an accredited college or university in business administration or public administration; and

Five (5) years of fleet maintenance management or fleet operations management experience; and

To include two (2) years of supervisory experience.

ADDITIONAL REQUIREMENTS:

Possession of a valid New Mexico Driver's License, or the ability to obtain by date of hire.

Possession of a City Operator's Permit (COP) within 6 months from date of hire.

Supplemental information

Environmental:
Office and garage environment; exposure to dust, grease, noise, computer screens.

Physical:
Essential and supplemental functions may require maintaining physical condition necessary for sitting, standing or walking for prolonged periods.