FLEET OPERATIONS ASSISTANT

City of Fort Myers; Fort Myers (FL); On-site; USD 42,000 - 65,000; Full time

Benefits offered by this job

Free city-paid employee healthcoverage

3 weeks Paid Time Off

13 paid holidays

Pension plan & Deferred Compensation

City-paid life insurance

Vision, Dental, and Disability Ins.

Tuition reimbursement

On-site Gym facility

Job summary

The City of Fort Myers seeks a Fleet Records and Operations coordinator to manage fleet asset records, contracts, and fuel purchasing. The role reports to the Fleet Supervisor and requires attention to detail and data-driven reporting to support daily operations.

Responsibilities include maintaining fleet data, processing maintenance orders, coordinating fuel, and generating regular reports. Prior fleet experience and a Florida driver’s license are required.

Qualifications

• High School diploma or GED.
• Two years of experience in fleet operations coordination, asset management, fuel management, or contract administration.
• Valid Florida Driver’s License with acceptable driving record.

Responsibilities

• Maintain accurate fleet asset records and related documents.
• Process fleet maintenance service orders and monitor contracts.
• Coordinate fuel orders and track fuel site inventory.
• Generate routine operational and financial reports.
• Provide customer service support and assist with special projects.

Skills

Fleet knowledge

Data analysis

MS Word & Excel

Communication skills

Education

High School diploma or GED

Job description

The City of Fort Myers strives to be an employer of choice and most of our employees turn jobs into long term careers. The salary shown in the job description is the full range for this position from entry to later career.

NEW EMPLOYEES ARE HIRED AT, OR NEAR THE ENTRY POINT SHOWN, DEPENDING ON QUALIFICATIONS AND RELEVANT EXPERIENCE.

FLSA Status:Non-Exempt Safety Sensitive:NO Level II Screening: NO

Under the general direction of the Fleet Superintendent, performs professional, technical and/or administrative functions within Public Works. Subject areas may include one or more of the following: Fleet records, Fleet Operations and Contracts, Fuel and Purchasing Coordination, Reports and Customer Service. No supervisory responsibilities.

Responsibilities and Reporting During an Emergency Situation

Essential Employees may be required to work during a declared emergency. Depending on the nature of the emergency, this may require working around the clock for several days on short notice.

Non-Essential Employees will not be required to work during a declared emergency. The employee’s Department Head will determine when the employee will be required to work.

Perks and Benefits

• Free city-paid employee health coverage, additional for spouse or family
• 3 weeks Paid Time Off (sick & vacation)
• 13 paid holidays
• Pension plan & optional Deferred Compensation
• City-paid life insurance
• Optional Vision, Dental, and Disability Insurance
• Tuition reimbursement
• On-site Gym facility
• And much more!

Fleet Records Processing

• Collects, updates, and maintains accurate City of Fort Myers fleet asset records, including vehicles, equipment, titles, tags, and licensing documentation.
• Processes vehicle titles and tags and serves as a liaison with the Florida Department of Highway Safety and Motor Vehicles (DMV) to ensure compliance with State requirements.
• Maintains documentation related to fleet acquisitions, disposals, transfers, and asset status changes.

Fleet Operations and Contracts

• Processes and tracks fleet maintenance service orders, ensuring accuracy and completeness in the fleet management system.
• Monitors and maintains fleet maintenance and service contracts, including tracking contract usage, expiration dates, and compliance requirements.
• Reviews vendor invoices associated with maintenance contracts and services for accuracy and completeness.

Fuel and Purchasing Coordination

• Coordinates fuel ordering for City fueling sites based on usage trends and inventory thresholds.
• Monitors fuel site inventory levels to ensure uninterrupted fleet operations and timely deliveries.
• Reviews and reconciles fuel usage data, delivery records, and vendor invoices.
• Allocates and tracks fleet-related purchasing cards (credit cards) in accordance with City policies and procedures.
• Assists with reconciliation and documentation of purchasing card activity related to fleet operations.

Systems, Reporting, and Support

• Assists in the implementation, maintenance, and optimization of fleet and fuel management computer systems.
• Acts as a liaison between fleet software vendors and the Fleet Maintenance Division.
• Maintains system data accuracy and provides support to internal customers.
• Troubleshoots software, data, and reporting issues related to fleet operations.
• Trains new and existing personnel on fleet and fuel management systems as assigned.
• Runs and maintains daily, monthly, and end-of-month operational and financial reports to review transaction accuracy.

Customer Service Support

• Serves as a backup to the Customer Service Coordinator, providing support with customer inquiries, service coordination, and internal communications as needed.
• Handles special projects and assignments requiring research, analysis, and collaboration to improve fleet operating efficiency.
• Must be proficient in Microsoft Word and Excel.
• This position requires regular and reliable attendance and the employee’s physical presence at the workplace.
• Performs other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of fleet maintenance operations, asset management, fuel management, and contract administration.
• Knowledge of vehicle titling, registration, and DMV requirements.
• Proficient in the use of word processing, spreadsheet, database, and reporting software.
• Ability to analyze operational and financial data and prepare accurate reports.
• Ability to speak clearly and persuasively in positive or negative situations.
• Ability to maintain effective working relationships with supervisors, coworkers, vendors, and other City departments.

• High School diploma or GED.
• Two (2) years of experience in fleet operations coordination, asset management, fuel management, contract administration, or related administrative work; or an equivalent combination of education, experience, and training that provides the required knowledge and abilities.
• Must possess a valid Florida Driver’s License with an acceptable driving record.

This work typically requires the following physical activities to be performed

• Balancing – maintain equilibrium to prevent falling while walking, standing, or crouching.
• Climbing – ascending, descending ladders, stairs, ramps, requires body agility.
• Pushing – use upper extremities to press against objects with force, or thrust forward, downward, outward.
• 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.
• Standing – for sustained periods of time.
• Stooping – bending body downward, forward at waist, with full motion of lower extremities and back.
• Talking 1- expressing ideas by spoken word
• Crouching – bending body forward by bending leg, spine.
• Feeling – perceiving attributes of objects by touch with skin, fingertips.
• Fingering – picking, pinching, typing, working with fingers rather than hand.
• Grasping – applying pressure to object with fingers, palm.
• Handling – picking, holding, or working with whole hand.
• Hearing 1 – perceiving sounds at normal speaking levels, receive information.
• Hearing 2 – receive detailed information, make discrimination in sound.
• Visual Acuity 1 - prepare, analyze data, transcribing, computer terminal, extensive reading.
• Visual Acuity 2 - color, depth perception, field of vision.
• Visual Acuity 3 - determine accuracy, neatness, observe facilities/structures.
• Visual Acuity 4 - operate motor vehicles/heavy equipment.
• 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.
• Walking - on foot to accomplish tasks, long distances, or site to site.

Work performed is primarily:

• Sedentary work: Exerting up to 10 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.

WORK ENVIRONMENT

• Works in an office environment and sits for long periods of time
• May be required to work hours other than the regular schedule including nights, weekends, and holidays.

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions described herein. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.