Office Manager - Fleet

Summary

Summary: Under general supervision of the Fleet Services Manager, or designee, the Fleet Office Manager performs and coordinates administrative projects, research, analytical studies, and special projects and manages the documentation of the department’s personnel and operational policies and procedures. Oversees the daily scheduling and assignments of activities for the department’s administrative staff. Supervises assigned staff.

The intent of this position description is to provide a representative summary of the major duties and responsibilities performed by incumbent(s) in this position. Incumbent(s) may not be required to perform all duties in this description and incumbent(s) may be required to perform position-related tasks other than those specifically listed in this description.

Essential Job Functions & Other Important Duties

Essential Job Functions:

• Administers the Fleet Management System software, fuel management system software, telematics software, and other fleet expert management system software.
• Develops, edits, and trains on division policies and procedures; works to develop standard operating procedures and clear guidelines for Fleet staff.
• Creates and monitors fleet related performance measures or other key performance indicators.
• Oversees the fleet preventative maintenance schedule and coordination with City Departments, including routine preventive maintenance and state inspections/registrations.
• Evaluates and improves Fleet division processes.
• Collaborates with City Departments on fleet operations and interactions.
• Oversees and ensures adequate coverage to deliver high-quality Fleet Customer Service support.
• Manages the Fleet Divisions intranet site and/or coordinates with Department personnel on update to City Department internet or intranet sites.
• Processes system entries for department purchasing, budget transfers and for obtaining proper quotes for purchasing department equipment and services.
• Reviews and prepares payments for contracted services, tracks payments against contracted services and services provided.
• Reviews and prepares fleet related charge outs for City Departments (ex: fuel, parts, outside repairs).
• Oversees the City fleet pool program and creates/edits program policies and procedures.
• Monitors budget expenditures, prepares budget justifications and narratives.
• Assists in hiring decisions regarding assigned staff; provides or coordinates administrative training.
• Evaluates supervised staff and prepares performance reviews; counsels subordinates regarding disciplinary and other problems, prepares appropriate documentation; recommends disciplinary action up to and including termination.
• Oversees maintenance of office records, coordinating with City Secretary regarding record retention, filing systems, protection and security of files & records and transfer/disposal according to retention schedules.
• Performs administrative tasks such as screening, routing, and answering correspondence, assisting the public by investigating and resolving problems and/or complaints, training employees on departmental procedures.
• Responds to Public Information Requests with appropriate City departments.
• Develops and maintains positive working relationships with vendors, customers, other agencies, and City staff.

• May be required to work some outside regular working hours.
• Travels to attend meetings, conferences, and training.
• Performs other related duties as assigned.
• Regular and consistent attendance for the assigned work hours is essential.

Job Requirements

Knowledge, Skills, and Abilities:

• Knowledge of public sector fleet practices and principles.
• Knowledge of City policies and procedures.
• Knowledge of federal, state, and local laws, statutes, and regulations related to the field of public sector contracts.
• Ability to review contract documentation for discrepancies and conformance to standards.
• Ability to track funding and expenditures of contracts.
• Ability to communicate effectively and clearly, both orally and in writing.
• Ability to identify problems and propose solutions in a timely manner.
• Ability to gather and analyze data and draw conclusions; presents data and other information in a clear and logical manner.
• Ability to handle a wide variety of tasks and projects with minimal supervision and direction.
• Ability to handle confidential information in a responsible manner.
• Skill in resolving customer complaints and concerns.
• Skill in effectively reviewing work and providing technical assistance to assigned staff.
• Proficiency in the use of computers and knowledge of computer applications including Microsoft Excel, PowerPoint, and Word.

• Bachelor’s degree plus two years general office experience or equivalent combination of education and experience that support the ability to perform the essential functions and/or skills of the job.
• Must pass pre-employment drug screen, criminal background check and MVR check.
• Must possess valid State of Texas Driver’s License.

Environmental Factors & Conditions/Physical Requirements

Environmental Factors and Conditions:

• Work is performed in an office environment.
• May be exposed to hostile or angry employees and customers.

• This work typically requires the following physical activities to be performed.A complete description of the activities below is available upon request from Human Resources.
  • Balancing – maintain equilibrium to prevent falling while walking, standing, or crouching.
  • Crouching – bending body forward by bending leg, spine.
  • Fingering – picking, pinching, typing, working with fingers rather than hand.
  • Hearing 1 – perceiving sounds at normal speaking levels, receive information.
  • Kneeling – bending legs at knee to come to rest at knees.
  • Lifting – raising objects from lower to higher position, moving objects side to side, using upper extremities, back.
  • Mental Acuity – ability to make rational decisions through sound logic, deductive reasoning.
  • Reaching – extending hands or arms in any direction.
  • Repetitive Motion – substantial movements of wrists, hands, fingers.
  • Speaking – expressing ideas with spoken word, convey detailed, important instructions accurately, concisely.
  • Stooping – bending body downward, forward at waist, with full motion of lower extremities and back.
  • Talking 1 – expressing ideas by spoken word.
  • Visual Acuity 1 – prepare, analyze data, transcribing, computer terminal, extensive reading.
  • Visual Acuity 3 – determine accuracy, neatness, observe facilities/structures.
  Walking – on foot to accomplish tasks, long distances, or site to site
  
• Work Environment:
  • Light Work: Exerting up to 20 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.