Fleet Maintenance Clerk - Fleet Maintenance

Gwinnett County Public Schools; Georgia; On-site; USD 25,000 - 39,000; Full time

Job summary

Gwinnett County Public Schools is seeking a detail‑oriented Fleet Maintenance Clerk to support shop and office operations. You will handle clerical tasks, data entry in the Fleet CMMS, and reporting to help keep transportation services running smoothly and safely.

The role emphasizes customer service, data management, inventory coordination, and coordination with drivers, contractors, and fleet staff to ensure timely maintenance, accurate records, and effective communication across the

Qualifications

• HS Diploma or GED required.
• 2 years of secretarial/administrative experience required.
• Customer service and/or purchasing experience preferred.

Responsibilities

• Support fleet operations with clerical duties and CMMS data entry.
• Enter data into software applications for reports (labor hours, data, invoices).
• Develop and maintain filing system for office documents.
• Act as customer contact for shop level communications (phone, e‑mail).
• Operate and maintain office machinery (calculators, printers, copiers).
• Perform fleet dispatch duties: receive service requests, dispatch trucks, coordinate with vendors.
• Coordinate vehicle movement to/from lots, shops, and vendors.
• Assist with DPS inspections data entry (Maximo) and related reports.
• Communicate with GCPS personnel, contractors, and suppliers in a professional manner.

Skills

Communication with customers

Computer data entry

Prioritize and meet deadlines

Written and oral communication with GC

Data entry into software and databases

Print standard reports

Knowledge of GCPS policies

Represent GCPS

Education

HS Diploma or GED

Tools

Fleet CMMS

Maximo

Job description

License and Certification Qualifications:

• Valid Georgia drivers license Required
• Fork truck operator license Preferred

Education Qualifications:

• H.S. Diploma or General Education Degree or equivalent Required

Experience Qualifications:

• 2 years secretarial/administrative or equivalent acceptable experience Required
• Customer service and/or purchasing experience Preferred

Skills Qualifications:

• Ability to communicate with a variety of customers in an effective and tactful manner
• Ability to use computer word processing, spreadsheet, and vehicle management programs
• Ability to prioritize work, meet deadlines, resolve problems, and assist in addressing emergencies
• Ability to communicate orally and in writing with GCPS personnel, contractors, and suppliers
• Ability to research and compile information and enter into software applications, spreadsheets, and databases
• Ability to print standard reports
• Knowledge of or ability to learn GCPS policies and procedures and apply them to routine operations
• Ability to act as a representative of Gwinnett County Public Schools

Primary Responsibilities:

Support fleet operations at the shop and main office locations by focusing on customer service, data collection and retrieval, and administrative support to shop and departmental efforts.

• Support fleet operations by performing office clerical and administrative duties including using Fleet Computerized Maintenance Management System (CMMS).
  • Enter data into various software applications for current and historical management reports (i.e., labor hours, operational data, invoices, work hours, etc.).
  • Develop and maintain the shops filing system, organize, and maintain electronic and paper files for the office in an efficient manner.
  • Act as the customer support point of contact for the office at the shop level by assisting in all aspects of communication. (i.e., telephone, radio, dispatch, e-mail, etc.).
  • Operate and maintain, or refer for maintenance, routine office machinery including, but not limited to, calculators, computer systems, fax machines, printers, and copiers.
• Perform fleet operations duties as directed by line management.
  • Maintain the vehicle asset database to include driver assignments.
  • Schedule routine fleet maintenance activities (i.e., PMs, statutory inspections, etc.).
  • Generate shop management reports (i.e., readiness, fuel usage, etc.).
  • Participate in inventory counts for the office.
  • Schedule external vendor services as requested.
  • Coordinate movement of vehicles to and from lots, shops, and vendors.
• Perform fleet dispatch duties as directed by line management.
  • Receive maintenance service requests in person and by telephone and radio.
  • Determine the nature of the discrepancies and advise drivers as to the appropriate action to take.
  • Enter request data into the fleet software program, dispatch service trucks to provide roadside assistance if required, and assign spares as required.
  • Contact other agencies to arrange for maintenance support and repairs as required.
  • Notify fleet management promptly of emergency situations.
• Assist with the annual school bus safety inspections conducted by the Georgia Department of Public Safety (DPS).
  • Prepare inspection forms prior to the arrival of the DPS officers.
  • Enter inspection results into Maximo and assist with data entry into the DPSs data base.
  • Report any issues to the Fleet Foreman.
• Communicate with all parties in a businesslike, courteous, and efficient manner.
  • Handle internal and external customers graciously and effectively.
  • Utilize telecommunication equipment courteously for the efficient operation of the fleet shop.
  • Route incoming and outgoing correspondence accurately.
• Perform other duties as assigned. * Perform additional clerical and inventory management duties in the absence of the Fleet Maintenance Clerk - Parts.

Physical Demands:

While performing the duties of this job, the employee is required to stand, walk, negotiate stairs, climb ladders, reach with hands and arms, talk, and hear, manipulate tools and small items with hands, and lift and transport up to 50 pounds over short distances. The employee is required to operate a motor vehicle in performance of duties. Specific vision abilities required by this job include close vision, distance vision, and color vision. The employee may be subjected to a wide range of ambient temperature and humidity conditions while working on equipment under varying conditions including overhead work and work in confined spaces. Potential hazards of this position include working with electricity, working with heat and noise producing machinery and equipment, working on elevated equipment using ladders or other lifting devices, and use of chemicals and solvents. Reasonable accommodations will be made for individuals with specific disabilities.