Fleet Purchasing Coordinator

City-of-Clearwater; Clearwater (FL); On-site; USD 56,000 - 59,000; Full time

Job summary

City of Clearwater's Fleet Operations seeks a Fleet Purchasing Coordinator to schedule, procure and manage the city's fleet assets, fuel program, and related admin duties to keep the fleet operational and compliant.

Under general direction, you will prepare the annual vehicle replacement list, coordinate with departments and the budget office, obtain quotes, issue purchase orders, process invoices, and report fleet status to leadership.

Qualifications

• High School Diploma or GED and five years of experience in office and clerical administration, fleet management, or purchasing.
• Knowledge of budgeting, resource allocation, and records management.
• Experience with registering vehicles, invoicing, and vendor coordination.

Responsibilities

• Prepares and maintains the annual vehicle replacement list for the city fleet.
• Coordinates with departments and budget manager to ensure funding for fleet needs.
• Registers vehicles with DMV; processes licensing and tags.
• Monitors fuel levels and coordinates fuel deliveries for fleet vehicles.
• Obtains quotes, issues purchase orders, and processes payments for fleet equipment.
• Delivers agendas and presents fleet-related items to council.
• Maintains fleet records and reports on fuel and purchases.

Skills

Fleet management

Budgeting

Purchasing

Vendor relations

Record keeping

Education

High School Diploma or GED

Job description

ENTRY SALARY: $56,345.31 - $59,162.57 BASED UPON QUALIFICATIONS

Under general direction, the Fleet Purchasing Coordinator schedules, coordinates, replaces, procures, and performs other related tasks and activities in the support of the City's fleet operation. Ensures the maintenance of proper fuel levels in the City's storage tanks to keep the fleet operational.

Essential Functions: -- Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. Essential duties and responsibilities may include, but are not limited to, the following:

• Prepares and compiles the annual vehicle replacement list for the entire city fleet including vehicles and other pieces of equipment; coordinates meetings with departments to evaluate and review replacement list.
• Collaborates and works closely with the City budget manager to ensure proper funding is available for fleet needs and monitors the adherence to determined budgetary constraints.
• Registers all new and purchased vehicles with the DMV; process appropriate paperwork and ensures all necessary licensing and tags are procured.

• Monitors, evaluates, and manages the fuel level in the City storage tanks; coordinates timely and efficient delivery of fuel to fleet vehicles and monitors the maintenance of the tanks.
• Researches, obtains, and compiles quotes used to purchase or up-fit all city vehicles; issues purchase orders to procure new or replacement equipment; handles all payment processing and management.
• Processes and submits all invoices and documents for fueling, replacements, purchasing, or up-fitting requirements.
• Drafts, edits, and delivers various agenda items to be presented to council; communicates all new purchases, replacements, up-fits, surplus vehicles, or damaged vehicles.
• Performs a wide range of administrative and clerical duties related to the fleet and its maintenance; makes reports on fuel and purchases.

• Maintains and updates city vehicle listings and assigns new city numbers when vehicles are ordered.
• Assists and supports all City departments by providing data and other pertinent information about a vehicle or piece of equipment; provides necessary data to Finance for various RFPs and up-fitting services; coordinates replacements and repairs due to wrecks or accidents.
• Performs other duties as assigned.

Licenses, Certifications, and Equipment:

A valid State driver's license is required.

This position is required to operate the below equipment, machines, tools, and other work aides:

Automotive & power driven equipment, and other equipment as assigned.

Education and Experience

High School Diploma or G.E.D. Certificate AND five (5) years of experience in office and clerical administration, fleet management, or purchasing; OR an equivalent combination of education, training, and experience may be considered.

Knowledge of–

• Methodsand practices of fleet management and administration
• Fuel management for a Municipal government fleet

• General budgeting and resourceallocation
• Purchasing and procuring vehicles and equipment
• Registering vehicles and ensuring all paperwork is processed and submitted
• Operation, capability, and use of a variety of vehicles and equipment
• Record keeping, report preparation, filing methods, and records

• Reporting equipment status
• General office policiesand procedures;computers and general office equipment
• Equipment maintenance practices and methods

Skill in–

• Understanding and following oral and written instructions
• Completing maintenance forms and preparing reports
• Determiningand processing needed purchases
• Maintaining effective working relationships with vendors, manufacturers, employees, and the public

• Preparing andmaintaining records and reports
• Reading and following instructions and proceduresin equipment service and repair
• Adhering to City rules, regulations, and policies