Fleet Maintenance Administrative Specialist

POSITION SUMMARY:

Under the supervision of the Fleet Manager, the Shop Clerk is a non-exempt position under FLSA. The primary responsibility of this position involves the performance of various purchasing, inventory maintenance, shop work orders and clerking duties. A person in this position purchases parts and supplies, processes shop work orders, and maintains a parts inventory for heavy equipment, trucks and pickup fleet and smaller items as needed.

ESSENTIAL FUNCTIONS (required):

1. Regular and predictable attendance required; Stores, organizes and inventories parts and supplies;

2. Purchases and receives equipment, materials and supplies approved by supervisor; Prepares shop work orders and inventory lists;

3. Prepares invoices and receipts for shop work orders and inventory;

4. Answers and directs incoming telephone/radio calls; Performs yearly physical inventory for department; Maintains safety equipment in vehicles-fire extinguishers, first aid kits, etc.;

5. Issues tools, parts and supplies to staff;

6. Tracks preventative maintenance schedules;

7. Maintains daily labor and equipment record;

8. Records equipment problems on forms;

9. Prints and analyzes reports and documents;

10. Maintains daily fuel transactions and monthly inventory of fuel. Employee must obtain and maintain A/B fuel license from the State of Kansas within 6-months of hire.

11. Maintains accuracy of records and work orders;

12. Ensures positive public relations with public and staff.

13. Possession and maintenance of a valid driver’s license

14. This position is severe weather essential.

Working Conditions and Physical Requirements: The work environment and physical demand characteristics described here are representative and not intended to be fully inclusive of those an employee encounters while performing the essential functions of this job. While performing the duties of this job, the employee is regularly exposed to fumes or airborne particles, outside weather conditions, risk of electrical shock, and vibration. The employee is frequently exposed to moving mechanical parts and high, precarious places. The employee is occasionally exposed to toxic or caustic chemicals. The noise level in the work environment is usually loud.

MARGINAL FUNCTIONS

1. Maintains working relationship with suppliers of parts and equipment;

2. Other clerical duties;

3. Assists other departments as needed;

4. Keeps area of responsibility clean and orderly;

5. Runs parts and other errands as needed; performs other duties as necessary or assigned.

KNOWLEDGE, SKILL AND ABILITY:

One to two years of similar or related experience is preferred. Employee is expected to have acquired the necessary information and skills to perform the job reasonably well within six months to one year of employment.

Employee shall possess general computer, equipment and auto mechanical knowledge. Employee must be able to operate office equipment with a high degree of accuracy. The ability to read and interpret manuals, reports and written instructions is required. Good mathematical, interpersonal, organizational and written and oral communication skills are required.

Problem Solving: The employee has recurring and routine tasks. Deviations, problems and unfamiliar situations are referred to the supervisor. Employee interprets vague parts manuals and interprets information for processing shop work orders.

Decision Making: Repetitive operations require independent work decisions, while major problems and irregularities are referred to the supervisor. Work is subject to review by supervisors.

Machines/Equipment Used: Office computer.

Supervision/Accountability: This position works with supervision from the Pottawatomie County Fleet Manager and does not have any supervisory duties. Employee is directly responsible for departmental equipment and resources, does have authority to make purchases with approval, but does not participate in the annual budget process. Employee is responsible for daily record keeping for cost accounting purposes.

Personal Relations: Daily contact with the general public, suppliers, co-workers, administrators and supervisory personnel is expected.

EDUCATION/TRAINING/EXPERIENCE:

A high school diploma, GED, or equivalent is required. Technical or vocational school training in specification writing, purchasing, inventory, maintenance and auto mechanics is preferred; any equivalent combination of training and experience which provides the required knowledge, ability and skill. Possession and maintenance of a valid Kansas Driver’s License, plus the ability to legally operate a county vehicle is required.

See attached complete job description.

An offer for employment for this position is contingent upon the applicant passing pre-employment background checks which may include, but are not necessarily limited to: Drug Screening, Driving Record, Criminal History, Physical Capacity, and/or Skills Testing.