What are the responsibilities and job description for the ASSISTANT FLEET SPECIALIST position at City of Plantation?
This is a non-exempt position under direct supervision, performs general clerical support duties in the Fleet Services Division of the Public Works Department.
An employee in this classification is responsible for assisting the fleet specialist in a variety of complex administrative work. This classification requires good clerical skills and technical knowledge of other overall departmental operational procedures and of general and special correspondence formats and procedures, and the unique vocabulary of the Fleet Management. Work is subject to supervision on specific assignments and review of results.
Employees are hired as AT WILL employees that serve at the pleasure of the City and may be terminated at any time with or without cause.Assigns unit numbers and initiates records in Hansen for all new vehicles and equipment; initiates work orders to prepare equipment and vehicles for service; maintains current records; prepares paperwork for the transfer and disposal of equipment and vehicles; expires units and close out records when units are sold or destroyed; scans and attaches disposal documents in the Hansen system.
Obtains vehicle registrations; scans and attaches to vehicle file in Hansen.
Reconciles vehicle records maintained by Fleet Management with Financial reporting documents.
Coordinates vendor application process by directing new vendors to the City registration program. Obtains updated vendor records when requested.
Processes all Fleet Management invoices: code invoice by account number, inputs payment batches into payment system, submits to finance for payment. Scans and files invoices.
Reconciles Hansen report of materials issued from stock with financial reports; resolves discrepancies.
Administers fuel system: prepares requests for ordering fuel, completes fuel delivery reports; issues, replaces and cancels vehicle and equipment fuel cards; inputs employee card information, periodically reviews and purges records; prepares monthly report for Finance on department charges for fuel.
Receives, stores, records and issues supplies, maintains inventory in stockroom.
Maintains and organizes the efficient and proper storage of supplies, materials and records.
Performs basic accounting as it relates to maintenance of inventory records.
Inputs and updates various data and information on computer.
This position does not have final procurement authority.
Executes purchase orders authorized by the department director.
Performs other duties as assigned.
Considerable knowledge of modern office terminology, methods, practices and procedures.
Knowledge of business English, composition, spelling, punctuation, grammar and arithmetic.
Knowledge of proper telephone etiquette and procedures.
Knowledge of modern information systems, and standard software applications such as Word, Windows, Outlook and Excel and the ability to learn new applications.
Ability to maintain confidentiality, prioritize work assignments and to work independently.
Ability to work well under pressure and stress, handle multiple tasks, prioritize and organize work assignments.
Ability to understand and carry out instructions and to complete work assignments correctly.
Ability to establish and maintain an effective working relationship with other employees, City officials and the general public.
Skilled in the rapid and accurate operation of personal computers and other standard office equipment.
Desirable Experience And Training
A High School Diploma or General Equivalency Diploma (GED). Two (2) to three (3) years of progressively responsible experience/or equal formal training in fleet services. Must have a valid Florida driver's license. Any equivalent combination of education, experience and training which provides the required knowledge, abilities and skills may be considered.
An employee in this classification is responsible for assisting the fleet specialist in a variety of complex administrative work. This classification requires good clerical skills and technical knowledge of other overall departmental operational procedures and of general and special correspondence formats and procedures, and the unique vocabulary of the Fleet Management. Work is subject to supervision on specific assignments and review of results.
Employees are hired as AT WILL employees that serve at the pleasure of the City and may be terminated at any time with or without cause.Assigns unit numbers and initiates records in Hansen for all new vehicles and equipment; initiates work orders to prepare equipment and vehicles for service; maintains current records; prepares paperwork for the transfer and disposal of equipment and vehicles; expires units and close out records when units are sold or destroyed; scans and attaches disposal documents in the Hansen system.
Obtains vehicle registrations; scans and attaches to vehicle file in Hansen.
Reconciles vehicle records maintained by Fleet Management with Financial reporting documents.
Coordinates vendor application process by directing new vendors to the City registration program. Obtains updated vendor records when requested.
Processes all Fleet Management invoices: code invoice by account number, inputs payment batches into payment system, submits to finance for payment. Scans and files invoices.
Reconciles Hansen report of materials issued from stock with financial reports; resolves discrepancies.
Administers fuel system: prepares requests for ordering fuel, completes fuel delivery reports; issues, replaces and cancels vehicle and equipment fuel cards; inputs employee card information, periodically reviews and purges records; prepares monthly report for Finance on department charges for fuel.
Receives, stores, records and issues supplies, maintains inventory in stockroom.
Maintains and organizes the efficient and proper storage of supplies, materials and records.
Performs basic accounting as it relates to maintenance of inventory records.
Inputs and updates various data and information on computer.
This position does not have final procurement authority.
Executes purchase orders authorized by the department director.
Performs other duties as assigned.
Considerable knowledge of modern office terminology, methods, practices and procedures.
Knowledge of business English, composition, spelling, punctuation, grammar and arithmetic.
Knowledge of proper telephone etiquette and procedures.
Knowledge of modern information systems, and standard software applications such as Word, Windows, Outlook and Excel and the ability to learn new applications.
Ability to maintain confidentiality, prioritize work assignments and to work independently.
Ability to work well under pressure and stress, handle multiple tasks, prioritize and organize work assignments.
Ability to understand and carry out instructions and to complete work assignments correctly.
Ability to establish and maintain an effective working relationship with other employees, City officials and the general public.
Skilled in the rapid and accurate operation of personal computers and other standard office equipment.
Desirable Experience And Training
A High School Diploma or General Equivalency Diploma (GED). Two (2) to three (3) years of progressively responsible experience/or equal formal training in fleet services. Must have a valid Florida driver's license. Any equivalent combination of education, experience and training which provides the required knowledge, abilities and skills may be considered.