Fleet Support Specialist

TOWN OF APEX
invites applications for the position of:
Fleet Support Specialist

ABOUT THIS POSITION:
Expected Hiring Range: $50,398.40 - 61,755.20
Work Location: Public Works Administration Building 105-A Upchurch Street Apex
Schedule: Monday - Friday, 7am-4pm
Closing Date: Open Until Filled

WHAT YOU WILL BE DOING:
This position performs a variety of advanced level administrative, recordkeeping, and office management duties for the Public Works Department – Fleet Division. Work requires understanding of the Public Works – Fleet Division Departmental Services - by ensuring accurate documentation reporting, and coordination of vehicle maintenance, service activities, and fleet technology systems. An employee in this class performs a wide variety of specialized program support and office management such as checking in customers for vehicle service repair, processing invoices, administering the Town’s fleet management systems/programs. Work generally requires that employees independently handle certain complex administrative tasks such as, representing the Public Department with other agencies, maintaining specialized databases, and using specialized programmatic software for program operations, and independently handling assigned office operational activities. Work entails political, confidential, and sensitive issues requiring a high degree of discretion and tact; dealing with technical information; and extensive contact with interdepartmental staff, outside agencies and organizations, and the public by using strong communication skills. Work requires a broad knowledge of office operations and an employee in this position may serve as backup in several roles. Guidance may include a variety of written manuals and instructions, as well as oral instructions. Sound judgment is required in performing tasks.
A SAMPLE OF THE ESSENTIALS:

• Researches and prepares a variety of Fleet records and reports; maintains a variety of spreadsheets and databases in support of departmental programs such as Fleetio, Raven Connect, Geotab and ERP; completes studies and programmatic and benchmarking reports.
• Reviews and verifies records and reports for correct information; processes documents based on review and verification; files and retrieves materials based on limited information and performs periodic follow‑up activities; creates, maintains, and updates data bases requiring knowledge of and ability to interpret and apply ordinances, regulations, and procedures.
• Enters and maintains accurate vehicle maintenance, repair, and asset data; develops and manages reporting dashboards – through Fleetio (Fleet Management Information System).
• Screens and routes materials according to content of communications, writes responses and researches alternatives; drafts recommendations. Coordinates vehicle status, communicates repair timelines, and ensures clear communication between Fleet Services and Town Departments.
• Check in Departmental customers for vehicle service and repair requests.
• Supports the Fleet Service Manager in overall departmental fleet-related projects; organizes the administrative workflow; identifies and develops database and other records management systems. Works closely with department director and assistant director (if applicable) in budgeting, purchasing, and procurement of supplies and materials for the department; handles contract files for a variety of projects; tracks payments and dues.
• Process, verifies and pays invoices for parts, supplies and services in a timely manner.
• Assists in tracking contracts, renewals, and vendor service performance for fleet related service agreements.
• May perform the reconciliation function for purchasing cards (P-Card) receipts
• Issue new cards, monitors transactions, reconciles fuel costs, and monitors fuel fraud through Fuel Cards and associate software.
• Handles public requests for services or information with limited review based on program and policy knowledge; often resolves problems or complaints without management's assistance.
• Maintains staff calendars as requested and schedules meetings.
• May plan and assign work of office staff and update staff and management on issues.
• Assists in weekly Division scheduling and communications.
• Assists with scheduling vendor coordination and vehicle record management.
• Supports Fleet personnel in conducting vehicle and equipment inspections, inventory tracking and day to day operations.
• Composes drafts or final letters, memoranda, reports, presentations and other materials; reviews work for both form and content; proofreads final proof of materials.
• Maintains inventory or activity records and files; initiates appropriate follow‑up or further action based on the status of program activity.
• Assist in administering the Town’s driver safety/telematics program - Geotab
• Plans, coordinates and purchases items for special events and meetings for the department.
• Ensures that assigned web pages are up to date.
• Carries responsibilities for department – specific programs, conducting research, making appropriate determinations, and maintaining related program files.
• Assists in managing scheduling, tracking utilization and coordinating vehicle assignments for the Motor Pool Program.
• Coordinates and writes council agenda items.
• Serves as administrator for departmental on-line registration and database programs; troubleshoots issues with registration and database; trains staff on issues; issues passwords; fixes issues with system where possible or works with software provider.
• May assist department management with any annual audits.
• Conducts field checks and operates telemetry or diagnostic equipment as needed.
• May perform some HR functions for temporary employees.
• May assist during emergency events or inclement weather operations as directed
• Handles public requests for services or information; researches and resolves problems or complaints.

WHAT YOU'LL NEED:

High School Diploma or GED and a minimum of one (1) year of office management experience.

Special Qualifications:

Valid driver's license in the State of North Carolina or other reliable means of transportation.

Must be able to attend training or work outside regular hours during emergency events as needed.

Preferred Qualifications:

Associate degree in business administration, computer science, public administration, or combination of education and experience.
One (1) year of experience with data management, fleet maintenance coordination, or municipal operations.
Strong understanding of fleet operations, maintenance, and recordkeeping practices.
Knowledge of Fleet Management Information Systems (Fleetio) and telematics software (Geotab) & (Raven Connect) or the ability to learn quickly.
Knowledge of service scheduling, preventive maintenance tracking, and fleet contract management.
Experience with Fleetio, Geotab, or similar fleet management and telematics systems.
Experience with report creation and analysis (Excel, Power BI, or similar).
Prior experience in a fleet, automotive, or public works environment.

WHO WE ARE:
Known as "The Peak of Good Living", the Town of Apex is a rapidly growing Wake County municipality with a current population of over 84,000 and has been ranked as one of Money Magazine's Best Place to Live in America. Our current workforce is comprised of over 680 full-time employees and over 125 part-time/seasonal staff. Our Human Resources Department - with the support and confidence of Town leadership - is committed to providing best-in-class HR programs for our employees, with a mission to create a culture of empowerment and accountability that maximizes individual and organizational potential. We offer a generous benefit package and have a highly competitive compensation program. More than that, the Town is an awesome place to work, as evidenced by the high job satisfaction rating received in the last employee opinion survey.
WHAT WE OFFER:
Not only is the Town "The Peak of Good Living", but it's also a great place to work! We strive to "reach the peak" of being an employer of choice by providing competitive salaries and excellent benefits, including:
Free medical, dental, vision, and life insurance for employees
5% contributions to the NC401(k) retirement plans (no matching required)
Participation in the Local Government Employees' Retirement System (LGERS)
Traditional sick and vacation leave
80 hours Peak Paid Time Off
$1,200 Peak Lifestyle Benefit to pay for health and wellness activities (after completion of probation)
8 weeks of Paid Parental Leave
3 weeks of Paid Caregiver Leave
Bereavement leave
13 paid holidays
Longevity Pay
Tuition assistance
Expansive wellness program, and more!
KEEP IN MIND:
Providing a safe work environment for our employees is a top priority; therefore, all new hires must successfully complete a pre-employment drug test, post-offer functional testing (if required by position), and background verifications including references, criminal record, and driver’s license checks prior to employment. Some positions may also require SBI fingerprinting as part of the background screening process.

The Town of Apex provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to age, sex, race, color, religion, national origin, disability, political affiliation or marital status, veteran status, or genetic information.