Fleet Services Specialist

Guilford County Government; Greensboro (NC); On-site; USD 42,000 - 54,000; Full time

Job summary

Guilford County Government is seeking a Fleet Services administrative support professional to assist the Fleet Services Manager in maintaining vehicle records and coordinating repairs, recalls, and scheduling.

The role involves data entry, vendor coordination, and budget tracking within the county’s vehicle inventory system. Valid driver's license and willingness to work odd hours may be required.

Qualifications

• Bachelor’s degree with 1 year of admin/maintenance/repair/service experience; OR associate’s with 3 years in admin/maintenance/repair/service; OR HS with 5 years in admin/maintenance/repair/service.
• Experience in office support or related fleet/vehicle maintenance preferred.
• Proficiency in data entry and operating standard office software.

Responsibilities

• Assist with vehicle reservations and key distribution.
• Coordinate maintenance and repairs through vendors; schedule and deliver vehicles for repair.
• Assist in accident reporting and documentation.
• Update and maintain vehicle inventory and maintenance databases.
• Manage vehicle records including titles, repair history, and purchase info.
• Support fleet contracts and RFP/bid processes as needed.
• Assist in disposal/surplus of vehicles.
• Track and summarize fleet maintenance costs and budget usage.
• Drive/transport vehicles as required; coordinate after-hours repair/towing.

Skills

Data entry

Office software

Record keeping

Communication skills

Administrative support

Vehicle knowledge

Education

Bachelor’s degree

Associate’s degree

High School diploma

Tools

OfficeSuite

Fleet management software

Spreadsheet software

Job description

GENERAL STATEMENT OF DUTIES

Under minimal supervision, supports Fleet Services in maintaining all vehicle titles, licenses, and maintenance and operability for the County’s vehicle inventory. Works with contract maintenance organizations to keep the fleet compliant with NC inspection requirements and to ensure vehicle reliability.

DISTINGUISHING FEATURES OF THE CLASS

An employee in this position is responsible for assisting the Fleet Services Manager in the operational management support of all vehicles and equipment associated with the county’s fleet of vehicles. The position prepares and maintains vehicle records including maintenance history and incident reports. This position serves as the point of contact for routine vehicle repairs and maintenance, including coordinating vehicle scheduling and delivery for service and communicating with staff. May also coordinate accident-related repairs and documents. Work includes maintaining the maintenance history and data entry of a comprehensive vehicle inventory database used to track all activity pertaining to the vehicles. Work is performed under the general supervision of the Fleet Services Manager.

DUTIES AND RESPONSIBILITIES

Essential duties and responsibilities include, but are not limited to:

• Assists with vehicle reservations and key distribution.
• Coordinates the maintenance and repairs of the motor pool and various fleet vehicles through independent vendors, to include scheduling and delivering vehicles for repair; provide maintenance reminders to departments and fleet drivers as needed.
• Coordinates service for vehicle recalls.
• Assist in the accident reporting process to ensure all paperwork and repairs are complete.
• Updates and maintains vehicle inventory database and vehicle maintenance database.
• Manages vehicle records to include vehicle titles, repair history and purchase information.
• Supports as needed with fleet service contracts Request For Proposal and/or bid process.
• Assist in providing documentation for the disposal/surplus process to sell or dispose of vehicles.
• Assist in the budget process by tracking fleet maintenance and repair costs, assist in monitoring spending against budget, and prepare financial summaries or cost reports
• Responsible for vehicle cleaning, which may include cleaning the vehicles as needed or using a contracted service provider.
• Maintains and manages schedule for State Inspection renewals.
• Move/transport vehicles throughout the county.
• Clean vehicles, vacuum and process vehicles through automated carwash systems.
• Apply and remove decals, jump start vehicles, and other related duties.
• Performs related duties as required.

RECRUITMENT STANDARDS
Knowledge, Skills, and Abilities

• Knowledge of office systems and techniques (hardware and software) to enter data, set up functions, create spreadsheets and word documents, and process information.
• Knowledge of basic tools and vehicle fundamentals.
• General knowledge of vehicle maintenance and inventory control.
• General knowledge of the practice and use of public vehicles used in transportation services.
• General knowledge of vehicle systems and repair processes
• Skill in navigating related departmental software.
• Skill in organizing workflow and coordinating activities.
• Ability to enter data accurately and administer a database.
• Ability to communicate effectively in person, by telephone and in written form.
• Ability to summarize, compile, and tabulate narrative and numerical materials.
• Ability to develop and maintain effective working relationships with county staff, vendors, other agencies, and the general public.
• Ability to respond to vehicle repair problems quickly and effectively.
• Ability to analyze and interpret policy and procedural guidelines.
• Ability to work independently and exercise good judgment.
• Ability and experience maintaining vehicles.
• Ability to respond and coordinate response for after-hours requests for repair or towing.
• Position may require work during off-hours, weather-related and/or emergency response situations as the County’s needs dictate.

MINIMUM QUALIFICATIONS

Bachelor’s degree with one year of administrative, maintenance/repair, or service department management/repair/service advisor experience; ORassociate’s degree with three years of progressively responsible administrative, maintenance/repair/service advisor experience; OR High School with five years of progressively responsible administrative, maintenance/repair/service advisor experience.

Experience in office support or other related experience to fleet, transportation, vehicle maintenance or repair preferred.

Physical Demands

• Must be able to physically perform the basic life operational functions of kneeling, crouching, reaching, standing, walking, fingering, grasping, feeling, talking, hearing, and repetitive motions.
• Must be able to perform sedentary work with light lifting occasionally.
• Must possess the visual acuity to read and write handwritten and typed information and to view a computer screen.

Work Conditions

Work is performed inside and outside, often exposed to the outside environment, including all weather conditions due to various vehicle related needs.

Driving is Essential

Driving is an essential requirement of this position whether driving a County owned or personal vehicle to conduct county business. Motor Vehicle Reports may be verified for valid driver's license and that the driving record is compatible with the county's driving criteria. If a personal vehicle is operated for county business proper insurance is maintained as per Guilford County's vehicle use policy.

If a personal vehicle is operated for county business proper insurance is maintained as per Guilford County’s vehicle use policy.

Special Note:

This generic class description gives an overview of the job class, its essential job functions, and recommended job requirements. However, for each individual position assigned to this class, there is available a completed job description with a physical abilities checklist which can give further details about that one specific position. Those documents should be reviewed before initiating a selection process. They can provide additional detailed information on which to base various personnel actions and can assist management in making legal defensible personnel decisions.