Equipment Service Writer

Reno; Reno (NV); On-site; USD 42,000 - 60,000; Full time

Job summary

The City of Reno is seeking an Equipment Service Writer to coordinate maintenance and repairs for the city’s fleet, create and track work orders, and manage parts purchasing and inventory. The role requires strong organizational and customer-service skills and the ability to communicate effectively with City departments and vendors.

Responsibilities include scheduling, data entry in fleet systems, and ensuring technicians and customers have the information and parts needed to keep City vehicles

Qualifications

• Graduation from high school or equivalent.
• /p>Two years of administrative experience supporting fleet/equipment repair or scheduling repairs and ordering parts.

Responsibilities

• Coordinates and schedules maintenance and repairs for City fleet equipment.
• Creates, updates, and maintains service requests and work orders using fleet systems.
• Tracks preventive maintenance schedules and notifies departments of scheduled service.
• Researches parts, obtains quotes, and processes purchasing documentation.
• Maintains inventory, vendor records, and billing information.
• Provides operational support for fleet activities and parts distribution.
• Manages internal and external communications regarding maintenance status.

Skills

Organizational skills

Customer service

Communication

Data entry

Inventory management

Vendor coordination

Fleet maintenance

Education

High school diploma

Tools

Fleet management software

Purchasing systems

Job description

The ideal candidate in this position will be organized, service-oriented, and comfortable coordinating multiple priorities in a fleet maintenance environment. The Equipment Service Writer schedules maintenance and repairs, creates and tracks work orders, communicates with City departments and vendors, researches and orders parts, monitors inventory, and maintains accurate service and purchasing records. This position plays an important role in keeping maintenance work organized and ensuring technicians and customers have the information, parts, and support needed to keep City vehicles and equipment available for service.

This is both an internal and external recruitment to provide a promotional opportunity for all qualified current classified City of Reno employees and an open competitive opportunity for all other qualified applicants.

The City of Reno is committed to providing equal employment opportunities to everyone. This commitment is an integral part of our efforts to ensure that we have a diverse and representative workforce that serves the community of Reno.

• Coordinates and schedules routine, preventive, and emergency maintenance and repair of City fleet equipment within established service priorities, maintenance requirements, and shop procedures.
• Creates, updates, and maintains service requests and work orders using computerized fleet management systems; gathers and documents fleet equipment concerns, determines appropriate routing within established procedures, and tracks work through completion.
• Monitors preventive maintenance schedules based on fleet equipment usage, manufacturer recommendations, service history, and established maintenance requirements; notifies departments and operators of scheduled service and follows up as needed.
• Tracks recalls, service bulletins, inspections, and other required maintenance actions; ensures relevant information is available to maintenance personnel and associated fleet records are accurately maintained.
• Serves as a point of contact for City departments and fleet equipment operators regarding maintenance needs, scheduling, repair status, fleet availability, and related fleet service matters; responds to inquiries by telephone, radio, electronic communication, or in person.
• Coordinates repairs, inspections, and other services performed by outside vendors; initiates service requests or work orders, coordinates transportation and scheduling, monitors completion timelines, and verifies that requested work and supporting documentation are received.
• Provides operational and logistical support for fleet activities, including fleet intake, key control and spare-key assignment, movement or transportation of fleet equipment and parts, staging of parts and equipment, fleet outfitting coordination, and fuel-related ordering or support activities at assigned locations.
• Receives, inspects, stocks, stores, issues, and distributes parts, materials, supplies, tools, and equipment; verifies incoming shipments for quantity and condition, records inventory transactions, and maintains organized storage and service-counter areas.
• Researches and identifies appropriate fleet equipment parts using parts catalogs, manuals, computerized systems, technical publications, and vendor resources; assists maintenance personnel and customers with parts applications, product information, ordering requirements, and safe handling or use.
• Obtains price quotes, prepares requisitions and other purchasing documentation, and orders stock and special-order parts, materials, supplies, and services in accordance with established purchasing and contracting procedures; tracks and expedites orders as operational needs require.
• Administers parts warranty, return, credit, and core-return processes with all vendors; prepares and processes required documentation, tracks associated parts and claims, and follows transactions through final resolution or credit.
• Monitors inventory activity and stock levels; conducts periodic or cycle inventories, replenishes stock, processes transfers and returns, reconciles routine discrepancies, and maintains appropriate inventory levels to support fleet maintenance operations.
• Reviews work orders, parts transactions, and related records for completeness and accuracy, including parts coding, inventory usage, warranty information, billing data, and other fleet information; researches and corrects routine discrepancies.
• Maintains accurate vendor, purchasing, inventory, warranty, service, and billing records; performs fleet and parts data entry, filing, correspondence, recordkeeping, and related administrative support necessary for effective shop operations.
• Maintains clean, orderly, and safe warehouse, service-counter, and shop-support areas; follows established procedures for the storage, handling, and disposal of fleet materials, oils, chemicals, waste, and other potentially hazardous materials and identifies or reports unsafe conditions.
• Performs other non-essential duties as assigned. These may include marginal, incidental, or minimal tasks that can be redistributed if needed.

Education:

Graduation from high school or equivalent.

Work Experience:

Two years of work experience performing administrative work directly supporting fleet/equipment repair or scheduling repairs and ordering parts in a vehicle services and parts environment specifically for the repair and upkeep of automobiles, heavy-duty trucks, and/or equipment.

License:

Must possess a valid driver’s license.

Requirements of the Position:

All required certifications/trainings as mandated by state and federal laws, or as required by the City, must be obtained and maintained as a condition of continued employment.

Examination Process:

Applicants must meet the minimum qualifications and pass the examination for this position to be eligible for hire. The examination will consist of multiple online assessments; along with a Supplemental Screening Questionnaire that is completed with the application. They will be weighted as follows:

• Simulated Skills Test - Customer Service Interaction = 25%
• Simulated Skill Test - Data Entry/Call Summary = 25%
• Simulated Skills Test - Applying Policies = 20%
• Supplemental Screening Questionnaire = 15%
• Cognitive Abilities Test = 15%
• Employee Personality Profile = Informational purposes only

Online Assessment Details: Qualified applicants will be invited to participate in the online assessments once the recruitment has closed. These tests will be self-administered with no proctor, which means candidates will be able to complete them online at their convenience during the designated testing window.

The instructions and guidelines will be emailed to qualified applicants after the recruitment closes on October 25, 2026. Please make sure to check for emails around this time, including your spam folder so that you do not miss this testing opportunity. All assessments must be completed within the designated testing window to move forward in the hiring process.

Supplemental Screening Questionnaire Details:

• Responses to the questions should be consistent with the information given in your application details. Answers are subject to verification.
• Failure to complete all of the questions or incomplete responses will result in a lower score; therefore, it is advantageous for you to provide a full and complete response to each supplemental question.
• In order to receive credit for education or training, you must attach copies of your transcripts, diploma, or relevant certificates to your online application.
• Resumes or questionnaires uploaded as attachments to the application will not be accepted in lieu of completing each question online.
• "See Resume" or "See above," etc., are not qualifying responses and will not be considered.
• Changes or corrections to your responses cannot be made once your application packet has been submitted.
• TIP: It may be more efficient to develop your responses in a word processing document and then paste them into the online questionnaire to be submitted.

Notification:

Applicants are notified by email of their examination results. Applicants who do not meet the minimum qualifications will also be notified within two weeks of the job posting closing.

We highly recommend opting in to receive text message notifications. Follow-up text messages may include updates about your application, next steps, and interviews. If you haven’t opted in before, the option will appear before you submit your application. If you’ve previously opted in or out, you can update your choice anytime in account settings in your governmentjobs.com profile.

Testing Accommodation:

We strive to ensure equal access for all individuals. If you require an accommodation due to a disability, you must inform the Chief Examiner by completing the Accommodation Request Form by the closing date of this announcement. All requests will be handled with confidentiality and respect.

Contact Information:

Reports (Rule XV, Section 2)

Applicants are responsible for keeping the Reno Civil Service Commission informed of their current contact information, including phone number, email, and mailing address.

Employee/Veteran Preference in the Event of Tie Scores:

Open Competitive Examination (Rule VII, Section 7):

1. City of Reno classified employees who are veterans
2. City of Reno classified employees who are not veterans
3. City of Reno non-classified employees and external candidates who are veterans

This preference is only used to break ties. Proof of honorable discharge must be submitted with the application.

Promotional Examinations (Rule VIII, Section 7):

If two or more employees earn the same final score (including seniority points), veterans’ preference will be applied if any of the tied employees have submitted proof of an honorable military discharge. This preference is only used to break ties. If a tie still remains, it will be broken based on seniority in the current classification. Proof of honorable discharge must be submitted with the application.

Seniority Points:

Seniority Credit (Rule VIII, Section 9):

Classified employees of the City of Reno shall receive seniority credit computed by adding to a passing score as follows:

The final ranking will include the applicable seniority points added to the overall grade of the examination process. For each full year of continuous service completed, 0.2 points will be added up to a maximum of ten (10) years... 2 points will be the maximum.

Appointment and Certification:

Appointments to positions in the City's Civil Service system are made on the basis of examination. Scores resulting from a competitive examination are used in determining a person's rank on an eligible register. The department may hire any of the persons referred. The names of those persons not hired may be considered when the next vacancy occurs, for as long as that register is viable.

Probationary Period:

Certification of Eligibles, Appointments, and Probation (Rule VII, Section 12)

Classified employees who are newly hired, promoted, reclassified, transferred, or who voluntarily demote to a lower position are subject to a probation period.

The only exception is if an employee chooses to voluntarily demote back to the exact job they previously held within 24 months of being promoted.

Questions and Updates:

Questions about the information on this announcement and updates to application information should be directed to Civil Service at [phone] or [e-mail].

The City of Reno is an equal opportunity employer. Recruitment, hiring, assignment, training, compensation, promotion, retention, and disciplinary decisions will be made without regard to race, color, religion, creed, national origin, sex, sexual orientation, gender identity, gender expression, age, pregnancy, physical or mental disability, genetic information, veteran status, political affiliation, membership in an employee association, or any other protected class status applicable under federal or state law or City Charter.