City of Miramar
Under general supervision performs a variety of routine to moderately complex administrative and clerical work to ensure proper procurement of service and vehicles/equipment, and the appropriation of vehicle/equipment fuel usage. Coordinate the purchasing function for citywide vehicle/equipment purchase. Procure vehicle/equipment information with departments in accordance with department needs and budget. Communicate with departments and outside vendors to ensure the accuracy of vehicle specifications. Ensure vehicle specifications and cost coincide with State pricing requirements, contract details, and city policy. Complete reports and data entry using the fleet work management system. Ensure all pricing for oils, fuel, and propane are entered for proper billing. Provide administrative support. Reports to the Fleet Manager.
Responsibilities
Receives, prepares and coordinates processing of various procurement documents, including but not limited to purchase requisitions, vendor quote forms, invoices, bid awards and authorization letters, and shipping documents.
Coordinate the purchasing function for Citywide vehicle/equipment purchase. Procure vehicle/equipment information with departments in accordance with department needs and budget.
Communicate with departments and outside vendors to ensure the accuracy of vehicle specifications. Ensure vehicle specifications and cost coincide with State pricing requirements, contract details, and City policy. Places special orders as requested.
Receive new vehicles, assign appropriate vehicle number and complete paperwork for Department of Motor Vehicles to secure new tag, title, and registration. Collaborate with outside vendors to ensure timely vehicle delivery, accurate invoicing of purchase orders, and replacement of damaged vehicles/equipment.
Assist with the preparation and update of documentation that tracks status of third party repair service on city vehicle and equipment. Act as a backup to the Service Writer with service operations. When required, assist with responding to third party communication to facilitate repair service, coordinate delivery and pick up, resolve payment concerns and follow through on priority scheduling of vehicles and equipment.
Run end of the month reports for total vehicle cost, fuel billing, vehicle repair history, mechanic accountability, fleet inventory report, end of period tires, and end of period vehicles. Ensure all pricing for oils, fuel, and propane are entered for proper billing.
Assists in maintaining accurate inventory of fleet assets including but not limited to vehicles, equipment, tools, material, supplies, shop apparatus, and fuel and vehicle keys. Assists in the recording of service, costs and other pertinent information necessary to keep historical accounting of fleet operations and assets.
Assists with the collection of fuel data from all city-owned fuel sites. Ensure all pricing for oils, fuel, and propane are entered for proper billing. Communicates with the Service Writer and parts employees to assure all work related work orders, and invoices are closed before the end of the month. Audits invoices submitted to fleet maintenance to ensure accuracy of delivered service, parts, supplies and material. Reports discrepancies to supervisor.
Presents clear and concise reports and in writing. Maintains orderly and efficient record keeping systems in both manual and computerized formats.
Interacts and communicates with departmental supervisors and employees, other city employees, sales representatives, vendor, etc.
Operates a variety of equipment such as a computer, printer, copier, fax machine, telephone, two-way radio, and vehicles.
Work cooperatively with other city employees, various governmental and private agencies, and the public.
Work safely without presenting a direct threat to self or others
Performs related duties as assigned.
Qualifications
High school diploma or GED and 3 years of experience in a fleet management environment; or an equivalent combination of education, training and experience that provides the required knowledge, skills and abilities.
Knowledge, SKILLS & ABILITIES
Knowledge of municipal fleet management operations.
Knowledge of the various types of vehicles, parts, and equipment used in municipal fleet operations.
Knowledge of municipal purchasing procedures.
Knowledge of receiving, inventory control and shipping practices and procedures.
Ability to perform basic math calculations with accuracy.
Ability to communicate effectively in oral and written form.
Ability to adapt to an evolving and continually improving environment.
Ability to respond to supervision, guidance, and direction of superiors in a positive, receptive manner and in accordance with stated policies and procedures.
Ability to demonstrate a polite, helpful, and courteous manner when engaged in any activity with the general public.
Ability to operate and care for equipment to manufacturer’s specifications and/or within the specified parameters.
Ability to demonstrate an understanding, consideration, and respect of cultural, religious, and gender differences when interacting with the general public and colleagues.
PHYSICAL DEMANDS Requires light physical effort including lifting up to 25 pounds. May require occasional crouching, kneeling, bending, or stooping. Frequent periods of standing or walking may be required.
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Responsibilities
Receives, prepares and coordinates processing of various procurement documents, including but not limited to purchase requisitions, vendor quote forms, invoices, bid awards and authorization letters, and shipping documents.
Coordinate the purchasing function for Citywide vehicle/equipment purchase. Procure vehicle/equipment information with departments in accordance with department needs and budget.
Communicate with departments and outside vendors to ensure the accuracy of vehicle specifications. Ensure vehicle specifications and cost coincide with State pricing requirements, contract details, and City policy. Places special orders as requested.
Receive new vehicles, assign appropriate vehicle number and complete paperwork for Department of Motor Vehicles to secure new tag, title, and registration. Collaborate with outside vendors to ensure timely vehicle delivery, accurate invoicing of purchase orders, and replacement of damaged vehicles/equipment.
Assist with the preparation and update of documentation that tracks status of third party repair service on city vehicle and equipment. Act as a backup to the Service Writer with service operations. When required, assist with responding to third party communication to facilitate repair service, coordinate delivery and pick up, resolve payment concerns and follow through on priority scheduling of vehicles and equipment.
Run end of the month reports for total vehicle cost, fuel billing, vehicle repair history, mechanic accountability, fleet inventory report, end of period tires, and end of period vehicles. Ensure all pricing for oils, fuel, and propane are entered for proper billing.
Assists in maintaining accurate inventory of fleet assets including but not limited to vehicles, equipment, tools, material, supplies, shop apparatus, and fuel and vehicle keys. Assists in the recording of service, costs and other pertinent information necessary to keep historical accounting of fleet operations and assets.
Assists with the collection of fuel data from all city-owned fuel sites. Ensure all pricing for oils, fuel, and propane are entered for proper billing. Communicates with the Service Writer and parts employees to assure all work related work orders, and invoices are closed before the end of the month. Audits invoices submitted to fleet maintenance to ensure accuracy of delivered service, parts, supplies and material. Reports discrepancies to supervisor.
Presents clear and concise reports and in writing. Maintains orderly and efficient record keeping systems in both manual and computerized formats.
Interacts and communicates with departmental supervisors and employees, other city employees, sales representatives, vendor, etc.
Operates a variety of equipment such as a computer, printer, copier, fax machine, telephone, two-way radio, and vehicles.
Work cooperatively with other city employees, various governmental and private agencies, and the public.
Work safely without presenting a direct threat to self or others
Performs related duties as assigned.
Qualifications
High school diploma or GED and 3 years of experience in a fleet management environment; or an equivalent combination of education, training and experience that provides the required knowledge, skills and abilities.
Knowledge, SKILLS & ABILITIES
Knowledge of municipal fleet management operations.
Knowledge of the various types of vehicles, parts, and equipment used in municipal fleet operations.
Knowledge of municipal purchasing procedures.
Knowledge of receiving, inventory control and shipping practices and procedures.
Ability to perform basic math calculations with accuracy.
Ability to communicate effectively in oral and written form.
Ability to adapt to an evolving and continually improving environment.
Ability to respond to supervision, guidance, and direction of superiors in a positive, receptive manner and in accordance with stated policies and procedures.
Ability to demonstrate a polite, helpful, and courteous manner when engaged in any activity with the general public.
Ability to operate and care for equipment to manufacturer’s specifications and/or within the specified parameters.
Ability to demonstrate an understanding, consideration, and respect of cultural, religious, and gender differences when interacting with the general public and colleagues.
PHYSICAL DEMANDS Requires light physical effort including lifting up to 25 pounds. May require occasional crouching, kneeling, bending, or stooping. Frequent periods of standing or walking may be required.
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