Fleet Administrative Specialist; Administrative Specialist II - CPPW

Job Appointment

Full time, regular

Tuesday – Friday, 7:00 – 5:30 PM.

This position will work out of the Kelly Building, 4735 E Burnside Portland, OR.

Please check our benefit tab for an overview of benefit for this position.

This classification is represented by the City of Portland Professional Workers, CPPW collective bargaining agreement. You can view the labor agreement here:
Current City Labor Agreements.

This position is or may be eligible for Language Pay Differential for qualifying employees.

Please click APPLY to submit your application via the City of Portland’s online portal. You will need respond to the supplemental questions and attach a resume.

The Fleet Program at the Portland Police Bureau (PPB) provides the leadership and strategic direction of the bureau’s fleet pool. This program manages the acquisition, disposition, and performance analytics to support core services in the community. The program develops strategies to meet both City and Bureau objectives including climate action goals, efficiency in the fleet pool, crime reduction, and operational excellence.

The timely replacement of vehicles and equipment is a critical component of fleet management that requires the ability to predict asset life cycles based on costing information, utilization, and vehicle age.

The PPB Fleet Administrative Specialist reports to the PPB Fleet Manager and provides a high level of direct administrative support to this position and members of the Bureau that have fleet needs. The PPB Fleet Administrative Specialist position resides in the Internal Operations Unit of the Office of the Chief within the Portland Police Bureau. This position maintains the PPB Fleet database of approximately 700 vehicles that encompass a $10.7 million budget.

• Maintain the Fleet mailbox, ensuring all requests/questions are answered in a timely manner.
• Track all vehicle damage and wrecks.
• Coordinate with PBOT to maintain parking access to secured floors.
• Ensure accuracy to parking patrol lists.
• Provide weekly preventative maintenance reports to the Bureau.
• Coordinate scheduling of Bureau vehicles for maintenance.
• Attend all fleet meetings and provide meeting notes.
• Produce asset certificates for all vehicles.
• Work with City Fleet to provide the PPB Fleet Manager with vehicle usage reports, low mileage reports, billing reports, etc.
• Updates City Fleet and the Bureau’s fleet databases with billing changes.
• Process all invoices via SAP.
• Track and maintain the Bureau’s bicycle program.

This position may at times be required to transport vehicles, stock vehicles with required items, transport bicycles to other locations, and lift boxes of supplies or vehicle parts weighing up to 50 pounds.

This position will also be expected to provide support to the other programs within the Internal Operations Unit as well as direct support for the manager. Other support could include processing of invoices, escorting contractors, supporting Quartermaster inquiries, answering phones and other emails.

The Fleet Administrative Specialist is an onsite position with limited telework options and is also required to report onsite to various precincts, PPB locations and City Fleet as needed. The Fleet Program office is in a confined space, located in the basement of the Kelly Building.

the successful candidate must pass an in-depth background investigation.