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Fleet Service Coordinator (Administrative Specialist 1)

Oregon Department of Administrative Services

Salem, Oregon

Join the team that keeps Oregon moving!

The Oregon Department of Administrative Services (DAS) Fleet Services manages more than 4,000 vehicles for over 50 state agencies. We’re looking for a customer‑focused team member to be the front‑line connection at our Fleet Services Shop. In this role, you help keep vehicles safe, reliable, and ready to serve communities across Oregon.

What You’ll Do

As the first point of contact in a busy shop environment, you’ll help vehicles move smoothly through inspections, maintenance, and repairs. You’ll work closely with the Shop Manager to set priorities, coordinate workflow, and support technicians so vehicles get back on the road quickly and safely.

Typical duties include:

• Assist customers at the service counter, review repair requests, and coordinate inspections, recalls, maintenance, and repairs with technicians and vendors.

• Coordinating repairs with technicians, assign work to technicians.

• Create clear, accurate work orders, authorize repairs, resolve customer concerns, and confirm work is completed correctly.

• Manage emergency roadside support, shop schedule and service requests, and scheduling, pick-up, and delivery of vehicles going to outside repair shops.

• Maintain up‑to‑date fleet records for repairs, recalls, warranties, loaner vehicles, labor, parts, and billing, and issue purchase orders and approve vendor work.

• Support preparation and maintenance of rental, assigned, and seasonal vehicles, working with the Manager and seasonal programs to plan vehicle needs and coordinate deliveries and returns.

View the entire job description here.

What We Are Looking For

Minimum Qualifications:

Two years of secretarial or basic administrative support experience that includes records processing, generating documents, and gathering and sorting data;

OR

An associate degree in general office occupations and one year of experience with records processing, generating documents, and gathering and sorting data;

OR

An equivalent combination of education and experience.

Desired Attributes:

• Preference may be given to candidates with experience using automotive and/or fleet management software for billing and creating work orders.

• Basic knowledge of major automotive systems and functions.

• Proficiency with Microsoft Office applications (e.g., Word, Excel, Outlook).

• Strong customer service and public-facing communication skills.

• Ability to clearly communicate detailed information to diverse audiences, with attention to grammar, spelling, and punctuation.

• Highly organized and self-motivated, with the ability to meet firm deadlines while managing frequent interruptions.

How to Apply

Ready to join our team?

• External Applicants: Click “Apply” on the job posting.

• Current State of Oregon employees: Apply through your Workday account.

Application Requirements: Submit a resume and cover letter demonstrating how your experience meets the qualifications and desired attributes listed. Only complete applications received by the deadline will be considered.

Why DAS?

At DAS, innovation and service excellence start with our people. We support one another, foster learning, and value the diverse strengths each employee brings.

Our benefits include:

• Comprehensive Health Coverage: Low-cost medical, vision, and dental plans for you and your family. Additional benefits include life insurance, short- and long-term disability, deferred compensation savings plans, and flexible spending accounts for health and childcare.

• Generous Paid Time Off: 11 holidays, 3 personal business days, monthly sick leave and vacation leave that increases with years of service.

• Retirement Benefits: Membership in Public Employees Retirement System (PERS)/Oregon Public Service Retirement Plan (OPSRP).

• Wellness Resources: Support for work-life balance, health, and overall well-being.

• Career Development: Opportunities for professional growth and advancement.

• Commuting: Access to Get There - Oregon’s carpool matching tool and trip planner.

• Student Loan Forgiveness: Potential eligibility for the Public Service Loan Forgiveness (PSLF) program.

• Live, work, and play in Salem, Oregon.

Additional Details

• This recruitment is for 1 permanent, full-time, SEIU-represented Administrative Specialist 1 position, and may be used to fill future vacancies.

• Employee is required to possess and maintain a valid driver’s license issued by the state where the employee resides.

• • The salary listed is the non-PERS qualifying salary range. If the successful candidate is PERS qualifying, the salary range will reflect the additional 6.95%.

• Finalists will be subject to a computerized criminal history check, which may include fingerprints. Adverse background data may be grounds for immediate disqualification.

• We do not offer visa sponsorship. Within three days of hire, applicants will be required to complete I-9 documentation and confirm authorization to work in the United States.

• Veterans’ and Oregon National Guard preference: Eligible Veterans and Oregon National Guard servicemembers (current and former) who meet the qualifications of the position will be awarded candidate preference. For more information, please visit Veterans Resources.

• The State of Oregon does not request or require your age, date of birth, attendance or graduation dates from an educational institution during the application process.

Contact Information

For accommodation requests under the Americans with Disabilities Act (ADA), and application or Job-specific questions, please contact:

• Recruiter: Cassie Graham

• Email: cassie.graham@das.oregon.gov

• Phone (text friendly): 503-949-6169

Helpful Links & Resources

How to Set Job Alerts | Workday Applicant FAQ | What You Need to Know to Get the Job

Oregon Job Opportunities Webpage | Classification and Compensation | Pay Equity

The Department of Administrative Services is an Equal Opportunity, Affirmative Action Employer Committed to Workforce Diversity. At the Department of Administrative Services, we embody the value of hiring a workforce representative of the communities we serve, understanding that a diverse workforce revitalizes our state. We value diversity and foster a positive and welcoming environment where all employees can thrive.