Fleet Purchasing Coordinator

Essential Functions: -- Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. Essential duties and responsibilities may include, but are not limited to, the following:

• Prepares and compiles the annual vehicle replacement list for the entire city fleet including vehicles and other pieces of equipment; coordinates meetings with departments to evaluate and review replacement list.

• Collaborates and works closely with the City budget manager to ensure proper funding is available for fleet needs and monitors the adherence to determined budgetary constraints.

• Registers all new and purchased vehicles with the DMV; process appropriate paperwork and ensures all necessary licensing and tags are procured.

• Monitors, evaluates, and manages the fuel level in the City storage tanks; coordinates timely and efficient delivery of fuel to fleet vehicles and monitors the maintenance of the tanks.

• Researches, obtains, and compiles quotes used to purchase or up-fit all city vehicles; issues purchase orders to procure new or replacement equipment; handles all payment processing and management.

• Processes and submits all invoices and documents for fueling, replacements, purchasing, or up-fitting requirements.

• Drafts, edits, and delivers various agenda items to be presented to council; communicates all new purchases, replacements, up-fits, surplus vehicles, or damaged vehicles.

• Performs a wide range of administrative and clerical duties related to the fleet and its maintenance; makes reports on fuel and purchases.

• Maintains and updates city vehicle listings and assigns new city numbers when vehicles are ordered.

• Assists and supports all City departments by providing data and other pertinent information about a vehicle or piece of equipment; provides necessary data to Finance for various RFPs and up-fitting services; coordinates replacements and repairs due to wrecks or accidents.

• Performs other duties as assigned.

Knowledge of – 

• Methods and practices of fleet management and administration

• Fuel management for a Municipal government fleet

• General budgeting and resource allocation

• Purchasing and procuring vehicles and equipment

• Registering vehicles and ensuring all paperwork is processed and submitted

• Operation, capability, and use of a variety of vehicles and equipment

• Record keeping, report preparation, filing methods, and records

• Reporting equipment status

• General office policies and procedures; computers and general office equipment

• Equipment maintenance practices and methods

Skill in –

• Understanding and following oral and written instructions

• Completing maintenance forms and preparing reports

• Determining and processing needed purchases

• Maintaining effective working relationships with vendors, manufacturers, employees, and the public

• Preparing and maintaining records and reports

• Reading and following instructions and procedures in equipment service and repair

• Adhering to City rules, regulations, and policies