Administrative Assistant - Fleet and Facilities

EOE Statement
We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.

Description

WORK OBJECTIVE

The Fleet and Facilities Department Coordinator for the City ensures the efficient operation of daily administrative functions. This position requires exceptional organizational skills and attention to detail, as the coordinator is responsible for a wide range of logistical and clerical tasks that support the effective management of departmental resources and daily activities, coordinating vehicle registrations, including tracking renewals and maintaining accurate records, timely processing, and procurement of necessary supplies.

Employee interfaces with user departments when necessary to coordinate work orders and work to be performed. The position reports to the Fleet and Facilities Division Manager.

EMPLOYER IS WILLING TO PROVIDE FLEET AND FACILITIES TRAINING. MUST HAVE PROFICIENCY WITH MICROSOFT OFFICE SUITE.

ESSENTIAL FUNCTIONS

• Performs administrative duties for the Fleet and Facilities Divisions including correspondence, report writing, and records management (both paper files and computer-based files).
• Answers, responds to, and directs all customer calls and inquiries, including relaying messages and instructions as needed to field personnel.
• Receives and opens work requests, forwarding to appropriate staff.
• Arranges and maintains work schedules for jobs.
• Acts as a point of contact with internal customers requesting service or information and external vendors and contractors.
• Updates work orders as needed, including adding documentation including parts, invoices and work performed.
• Initiate and manage internal and external work orders for both scheduled and unscheduled repairs.
• Places order for parts and materials, receives parts and backorder parts, and manages parts and inventory. Tracks warranty parts for return or scrapping.

• Maintains and updates bin labels as required or appropriate.
• Codes and manages invoices for payment, forwarding invoices to the Division Manager for approval.
• Creates and maintains accurate files and records.
• Manages and provides periodic reports of the city's fuel management system.
• Maintains various fleet and facilities-related permits and inspection documents.
• Maintains office equipment, and coordinates office equipment repair and maintenance as needed.
• Opens and screens incoming mail; assists in answering correspondence; and verifies, codes and classifies incoming reports and documents.
• Updates forms and other information for the Division's web page.
• Assist with inventory control and management to optimize resource availability and minimize downtime.
• Assists with the movement of vehicles as needed.
• Performs other duties as assigned.

MINIMUM QUALIFICATIONS

• High School Diploma or GED equivalent. Associate degree preferred.
• A minimum of 4 years of similar experience or the equivalent combination of education and experience.
• Advanced level skills in Microsoft software applications (Excel, Word, PowerPoint, and Outlook) and database applications, with the ability to operate all types of office equipment.
• Ability to type 50 wpm accurately.
• Ability to successfully pass clerical skills and writing assessment test as required.

• Current Florida Driver's License with a good driving record.
• Highly desirable and preferred skills and experience include:
  • Knowledgeable of and experience with facilities maintenance and/or fleet management.
  • Experience in automotive and truck service and repair operations.
  • Experience in automotive and truck parts ordering and inventory.
  • Ability to obtain a Class B CDL is desirable in supporting occasional Division needs in moving City trucks and vehicles.
  • Bilingual (Spanish/English).
• Based on FMCSA regulations, applicants for employment and existing employees in positions requiring a CDL are subject to pre-employment, post-employment, and ongoing testing for controlled substances and alcohol as a condition of employment.

Exceptions to the minimum qualifications must be…