FLEET SPECIALIST I

City of Lynchburg; Lynchburg (VA); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Virginia Retirement System (VRS)

457 Deferred Compensation

Paid time off

Medical insurance

Dental and Vision insurance

Job summary

City of Lynchburg seeks a Fleet Specialist I to join the Fleet Services team. The position supports customer service, work order management, and preventive maintenance coordination for City vehicles and equipment.

Responsibilities include processing repairs, maintaining records, and communicating with departments. A valid VA driver’s license is required, with a background check and NIMS training expected within 90 days.

Qualifications

• High School Diploma or GED required.
• 2–4 years of experience in automotive repair, fleet maintenance, or related field.
• Experience with FMIS or fleet management software preferred.
• Virginia driver's license and clean driving record required.
• Background check and NIMS IS100/IS700 training within 90 days may be required.

Responsibilities

• Serve as liaison between customers and Fleet Services personnel.
• Create, process, and maintain work orders using FMIS.
• Enter vehicle, labor, parts, and maintenance information into computer systems.
• Prepare repair estimates and communicate status to departments.
• Coordinate preventive maintenance scheduling and asset downtime.
• Support fueling facilities operations and vehicle movement.
• Collaborate with technicians to ensure accurate documentation.

Skills

Customer service

Communication

Organizational skills

Multitasking

Teamwork

Education

High School Diploma or GED

Tools

FMIS

Fleet management software

Job description

The City of Lynchburg is an Equal Opportunity Employer.

The Fleet Services department of the City of Lynchburg is an award-winning operation. Accolades include NAFA’s #5 ranking of Fleets within the U.S., Canada, and North, South, and Central America, as well as top 50 Fleets in the Nation by Government Fleet Magazine. We are currently seeking a full-time Fleet Specialist I to join our team. To deliver the best possible experience for our customers, the ideal candidate must be team-oriented with a focus on continuous improvement and be able to accomplish measurable results while managing high-value resources in a dynamic, fast-paced environment.

• We offer stable hours, opportunities for advancement, and a competitive benefits package including VRS (Virginia Retirement System), 457 Deferred Compensation, and paid time off.
• The City offers medical, dental, and vision benefits to all full-time employees and their eligible dependents.
• Currently, the employee-only premium for medical insurance is $26.00/month.

To learn more about Fleet Services: https://www.lynchburgva.gov/fleet-services

General Definition of Work

The Fleet Specialist I performs skilled administrative, customer service, and technical support work serving as the primary liaison between Fleet Services customers and maintenance personnel. Responsibilities include receiving and documenting repair requests, creating and managing work orders, scheduling preventive maintenance services, coordinating communication between customers and technicians, preparing repair estimates, maintaining fleet maintenance records, supporting fuel site operations, and performing minor vehicle service tasks. Work is performed under the general supervision of the Fleet Operations Manager.

The following duties are illustrative and are not intended to describe every duty performed by the incumbent.

Customer Service and Communication

• Promptly greet customers arriving at Fleet Services facilities and provide professional, courteous assistance.
• Receive and document vehicle and equipment maintenance concerns from customers.
• Listen carefully to customer descriptions of vehicle or equipment issues and ask follow-up questions to gather accurate diagnostic information.
• Serve as the primary point of contact between customers and Fleet Services personnel.
• Communicate repair status, estimated completion dates, and maintenance recommendations to customers and departments.
• Explain technical repair information in a clear and understandable manner.
• Answer customer inquiries regarding maintenance services, repair costs, work status, and scheduling.
• Handle incoming telephone calls, emails, and service requests.

Work Order Administration

• Create, process, and maintain work orders using the Fleet Management Information System (FMIS).
• Enter vehicle, equipment, labor, parts, and maintenance information accurately intocomputerized systems.
• Review completed repair orders for accuracy and completeness.
• Prepare and communicate repair estimates to departments and outside agencies.
• Maintain accurate maintenance histories and service records.
• Ensure proper documentation of warranty repairs and vendor services.

Preventive Maintenance Scheduling

• Coordinate and schedule preventive maintenance (PM) services for City vehicles and equipment.
• Monitor maintenance schedules and notify departments when assets are due for service.
• Track vehicle downtime and assist with scheduling to maximize fleet availability.
• Coordinate maintenance appointments and shop workload to improve operational efficiency.
• Assist in managing vehicle replacement and service scheduling records.

Fleet Operations Support

• Assist with the operation and customer support functions of City fueling facilities.
• Monitor fuel site activities and report equipment malfunctions or operational concerns.
• Maintain fuel transaction and usage records as required.
• Relocate vehicles and equipment between City facilities, maintenance shops, vendor locations, fueling stations, and operational sites.
• Assist with vehicle intake, dispatch, and return processes.
• Support fleet utilization efforts by coordinating vehicle movement and availability.
• Perform basic inspections to identify maintenance needs and safety concerns.

Technician Coordination

• Collaborate with technicians to ensure accurate repair documentation and work order completion.
• Communicate technician findings and recommendations to customers and departments.
• Assist with prioritizing repair requests based on operational needs and available resources.
• Ensure all required approvals and authorizations are obtained before repairs are initiated.

Minor Vehicle Service Tasks

• Replace windshield wiper blades.
• Replace tail light, marker light, and other minor bulbs.
• Refill windshield washer fluid and other approved service fluids.
• Perform other minor maintenance duties as assigned.

Additional Duties and Responsibilities

• Assist with inventory control and fleet-related administrative functions.Participate in training programs and safety initiatives.
• Support special projects and departmental initiatives.
• Perform other related duties as assigned.
• When unusual situations occur and/or the City Manager declares a State of Emergency, all City employees may be required to accept special assignments and perform duties as needed to ensure continuity of operations and appropriate service delivery to the community.

Education

High School Diploma or GED required.

Experience

Two (2) to four (4) years of experience in automotive repair, fleet maintenance, parts sales, service writing, customer service, or a closely related field.

Preferred Qualifications

• Experience working in a municipal, government, public works, or fleet maintenance environment.
• Experience using a Fleet Management Information System (FMIS) or computerized maintenance management system.

• Possession of a valid driver's license issued by the Commonwealth of Virginia, and an acceptable driving record according to City criteria
• Successful completion of a criminal background check
• Must successfully complete IS100 and IS700 National Incident Management (NIMS) training within 90 days of employment. May also be required to complete higher levels of NIMS training as determined appropriate for the position.

Knowledge, Skills, and Abilities

Knowledge of:

• Principles and practices of fleet maintenance and repair.
• Automotive, truck, and equipment systems and components.
• Preventive maintenance programs and scheduling practices.
• Fleet Management Information Systems (FMIS).
• Customer service principles and practices.
• Office procedures, recordkeeping, and data entry methods.

Skill in:

• Providing excellent customer service.
• Communicating effectively with customers, technicians, vendors, and management.
• Organizing and prioritizing multiple assignments.
• Operating computers and office equipment.
• Maintaining accurate records and documentation.

Ability to:

• Understand and communicate technical information.
• Gather accurate information from customers and technicians.
• Work independently and as part of a team.
• Maintain professionalism under pressure.
• Multitask effectively in a fast-paced environment.
• Learn and utilize specialized fleet software systems.
• Establish and maintain effective working relationships with employees, departments, vendors, and the public.