Fleet Office Coordinator I, II, III - Fleet Operations Division

Texas Department of Transportation; Paris; Sur place; EUR 30 000 - 48 000; Plein temps

Résumé du poste

A state transportation agency is seeking a Fleet Office Coordinator to provide technical and administrative support within the Fleet Operations Division. Responsibilities include managing fleet operations, processing equipment, and maintaining inventory. Candidates should have experience in clerical support, preferably with automotive knowledge. The role requires a valid driver's license, and offers a chance to contribute to efficient fleet management.

Qualifications

• 1 year of clerical or administrative support experience for Office Coordinator I.
• 3 years for Office Coordinator II.
• 5 years for Office Coordinator III.

Responsabilités

• Answers phone and evaluates requests.
• Provides technical assistance for software applications.
• Processes surplus equipment and minor orders.
• Establishes priorities and manages assignments.
• Maintains material inventory.

Connaissances

Office management practices

Effective communication

Technical document composition

Maintaining confidential information

Formation

High School Grad or Equivalent

Description du poste

Performs advanced technical and administrative support and other related work within the Fleet Operations Division. Provides general oversight of administrative aspects of fleet management, including maintenance of fuel cards, key valet, equipment, and inventory. Work usually involves confidential and sensitive correspondence and communications. Work may require contact with private entities and the public. Employees at this level establish their own work plan and priorities to meet set objectives. Issues are rarely referred to the supervisor but are handled at the occurrence.

Essential Duties:

Fleet Office Coordinator I

• Answers the telephone, evaluates requests, answers questions, and routes messages.
• Provides technical assistance to others in using personal computer and/or software applications.
• Assists with oversight of pool management, fuel cards and key valet processes.
• Processes surplus equipment and orders minor equipment for district.
• Processes employee reimbursements.
• Maintains material inventory.
• Establishes priorities and makes assignments.
• Independently handles a wide variety of situations that often cannot be brought to the immediate attention of a supervisor.
• Monitors and maintains suspense logs, records and various files.
• Operates a variety of office machines.
• Provides administrative support and maintains a close and highly responsive relationship to the day-to-day activities of supervisors and staff.
• Receives, sorts, opens, evaluates content and distributes the mail.
• Reviews, prepares and/or negotiates applicable program purchases for services, office materials, supplies, tools, or equipment and monitors service agreements.
• Processes receipts and invoices for payment.
• Schedules and coordinates meetings and appointments; makes travel arrangements, and completes travel expense vouchers, reports, and account reconciliation.
• Performs other job responsibilities as assigned.

Fleet Office Coordinator II

All of the above, and:

• Composes and prepares correspondence and applicable recurring or special one-time reports requiring an understanding of technical matters and confidential sensitive communications.
• Monitors equipment mileage and service records.
• Trains other clerical or technical staff.

Fleet Office Coordinator III

All of the above, and:

• Coordinates and tracks the progress of projects and/or specialized programs and informs supervisor or other Department officials of status.
• Monitors the use of equipment and transfers.
• Compiles information and reports summarizing statistical data.
• Assists other offices remotely in the absence of other fleet office coordinators.

Minimum Qualifications:

Education: High School Grad or Equivalent in general education.

Experience:

Office Coordinator I - 1 year in clerical, administrative support, or related experience.

Office Coordinator II - 3 years in clerical, administrative support, or related experience.

Office Coordinator III - 5 years in clerical, administrative support, or related experience.

(Experience can be satisfied by full time or prorated part time equivalent). College education and/or relevant technical training may be substituted for experience on a year per year basis. Substitutions for Minimum Qualifications

Licenses and Certifications: Valid driver’s license. This position requires driving a state vehicle.

Preferred Qualifications:

• Previous automotive, diesel or equipment repair shop experience
• Purchasing experience
• Shows initiative and action beyond what is required to improve products or services
• Is a self-starter and completes assignments independently without supervision

Competencies:

Fleet Office Coordinator I

Considerable knowledge of:

• Office management practices and procedures
• Applicable laws, rules and regulations
• Purchasing methods and procedures

Proficient skill in:

• Composing correspondence and technical documents
• Maintaining effective working relationships with others
• Dealing courteously and effectively with the public
• Using personal computers and applicable programs, applications and systems
• Maintaining a safe working environment
• Communicating effectively
• Protecting sensitive and confidential information

Fleet Office Coordinator II

All of the above, and

Proficient skill in:

• Researching, analyzing, and interpreting policies and state and federal laws and regulations specific to functional area
• Administrative support practices and procedures to include writing, editing and report writing techniques, recording meeting notes, record keeping and records management

Fleet Office Coordinator III

All of the above, and

Extensive knowledge of:

• Office management practices and procedures
• Applicable computer systems and applications
• Compensation, payroll and timekeeping
• Purchasing methods and procedures
• Applicable laws, rules, and regulations
• Administrative support practices and procedures to include writing, editing and report writing techniques, recording meeting notes, record keeping and records management

Proficient skill in:

• Preparing technical/statistical reports
• Coordinating and implementing special projects
• Training others in efficient office management practices and procedures

Physical Requirements and Working Conditions:

• Sedentary work: Lift up to 10 lbs at a time and occasionally carry files/small tools
• Light work: Lift up to 20 lbs at a time and frequently lift or carry objects up to 10 lbs
• Sitting - prolonged periods of time
• Standing-prolonged periods of time
• Hearing-perceive sound at normal speaking levels; receive information by oral communication
• Repetitive Motion-substantial movements of the wrists, hands, and/or fingers
• Close Visual Acuity-work includes data/figures; view a computer screen; extensive reading

Conditions of Employment:
Please click this link to read the standard conditions of employment for all positions: Standard Conditions of Employment (TxDOT)