Description

The Program Specialist 2 supports the mission of the Fleet Operations’ team by serving as the primary point of contact when customers contact fleet for assistance. The selected incumbent will directly coordinate with customers to schedule and provide training, ensures fleet databases are accurate and up to date, and coordinates with vendors and coworkers to ensure vehicle paperwork is processed appropriately.

Fleet Operations provides safe, reliable, and efficient vehicles to agencies, boards, commissions, and institutions to carry out state business. The position provides program-level support of strategic plans to improve vehicle fleet efficiency and accelerate electric vehicle adoption.

Some of the responsibilities include acting as a program liaison to provide consultation to program participants and outside customer agencies regarding functions of the program. The information that you will be expected to provide will include technical assistance for fleet operations policies, procedures, and activities. You will also be the direct liaison between the Customer Account Representatives and Fleet Operations transportation team to ensure efficient vehicle movement. In addition, this position supports program initiatives that provide agency customers with safe, reliable, and low total cost-of-ownership vehicle options to meet their business obligations.

• A great total compensation and benefits package
• Paid Vacation, Leave, and Holidays
• A healthy work/life balance, which may include flexible work schedules
• An agency-wide commitment to diversity, equity, inclusion and respect, and leaders who encourage all employees to bring their authentic selves to work
• Access to several state business resource groups including the Rainbow Alliance and Inclusion Network (RAIN); Veteran Employee Resource Group (VERG); Latino Leadership Network (LLN); Blacks United in Leadership and Diversity (BUILD); Disability Inclusion Network (DIN); Washington Immigrant Network (WIN); and Hawaiians, Asians, and Pacific Islanders Promoting an Empowerment Network (HAPPEN);
• Supported growth and development opportunities; and
• Opportunities to serve your community through meaningful work

Duties

Some of what you will enjoy doing

Utilizing program knowledge to maintain Fleet Management Systems, databases, and assist vendor and customer agencies with system issues

• Input new vehicle information into Assetworks
• Update Assetworks with information received from finance office, to include vehicle disposal proceeds and purchase costs
• Assist vendors and customer agencies in opening and updating their information for our Fleet System including but not limited to Automated Billing System (ABS) and Electronic Voucher (EVF) systems
• Direct customers on process to establish statewide vendor numbers (SWV)

Program liaison between all fleet department and customer account representatives

• Primary point of contact overseeing MPmail shared program email box
• Via shared email box and phone line, independently advise customers regarding program content, policies, procedures, and activities or recommend alternative courses of action
• Train customers on program policies and procedures
• Contact customers regarding vehicle complaints and citations, log and track in database

Primary liaison between the CARS team and the Transportation office to ensure efficient vehicle movement and compliance in all vehicle paperwork.

Process and preparation of new vehicle paperwork

• Receive and prepare new vehicle paperwork for payment to vendor, licensing application, and input into Assetworks
• Work directly with the vehicle vendors and customer account representatives to ensure all information in received and correct
• Update appropriate vehicle ordering systems (FOMS) with new vehicle information.
• Prepare vehicle plate packets and order necessary documents through MyPrint
• File vehicle registrations, titles, and new vehicle inspection forms

Qualifications

Required Qualifications

• A bachelor's degree in business administration, communications, public administration, or related field AND one (1) year of professional work experience in Fleet Management, Fleet Administration, or related field
  OR
• An associate degree AND three (3) years of professional work experience in Fleet Management, Fleet Administration, or related field
  OR
• A combination of education and/or experience in Fleet Management, Fleet Administration, or related field totaling five (5) years
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• Demonstrated experience with Microsoft Office Outlook, Excel, Word and PowerPoint
• Must possess a valid driver's license free of serious traffic violations

• Able to learn and understand the language and concepts of our DES DEI culture and commit to being a part of creating and maintaining a diverse, equitable, respectful, and inclusive workplace
• Demonstrate a commitment to growth, learning and self-awareness when provided training and opportunities to participate in improving our work environment
• Participate and behave in a manner that creates trust and builds working relationships, promoting teamwork and collaboration in the work environment
• Demonstrate the understanding that all people are valued; contribute to an equitable, inclusive and respectful environment when working with members of the group, team, organization or community
• Commit to being an active participant in continually evaluating and improving strategies that promote equity and inclusion in our organization

Preferred/Desired Qualifications

• Demonstrated ability to build rapport and partner with others.
• Demonstrated organizational and time management skills
• Demonstrated ability to apply negotiation and conflict resolution skills
• Ability to maintain confidentiality in the performance of this role

Supplemental Information

Working Conditions
Work Setting | Work is performed almost exclusively indoors in an office environment
Physical Job Location |1312 Fones Rd SE Bldg #4 Olympia, WA 98501
Schedule | Monday - Friday | 7:30am - 4:30pm
Travel Requirements | Local travel during business hours
Customer Interactions | Daily contact with internal and external customer
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Please provide the following documents in order to be considered; failure to do so may result in you not being considered for the position:

• A letter of interest, describing how you meet the qualifications for this position as outlined in the job posting
• A current resume, detailing experience, and education; and
• A current list of at least three (3) professional references with current contact information (attached or available to provide at the time of interview)

• Union Inclusion: This position is included in a bargaining unit represented by the Washington Federation of State Employees (WFSE).

• Background Check Notice: Prior to any new appointment into the Department of Enterprise Services, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the position.