Fleet Specification Analyst (Fleet Specification Writer)

City of Charlotte; Charlotte (NC); On-site; USD 43,000 - 62,000; Full time

Job summary

City of Charlotte is seeking a Fleet Specification Analyst to develop, manage, and maintain technical specifications for vehicles and equipment across departments. You will coordinate with Fleet Management, Procurement, user departments, and vendors throughout the lifecycle—from planning to delivery and replacement.

The role requires strong analytical skills, knowledge of fleet equipment, and the ability to collaborate with multiple stakeholders to ensure compliant, cost-effective purchasing

Qualifications

• Experience with purchasing, specification writing, and procurement.
• Knowledge of public procurement guidelines and contracts.
• Ability to prepare precise technical and purchasing records.

Responsibilities

• Develop detailed written specifications for fleet vehicles, heavy equipment, and specialized equipment.
• Prepare RFQs, ITB specifications, contract documents, VEAs, and supporting materials.
• Participate in specification and purchasing of municipal equipment for City and county departments.
• Solicit price quotes, research equipment data, and evaluate supplier offerings.
• Review industry trends to identify new equipment, service improvements, and vendor capabilities.
• Assist in evaluating Change In Capital Outlay requests and updating replacement cost models.
• Coordinate with user departments to determine requirements and replacement planning.
• Maintain order queues, ETAs, and delivery documentation.

Skills

Purchasing

Specification writing

Procurement analysis

Public procurement

Contract management

Education

Associate's or Bachelor's degree in Business Administration or related field

Job description

Department: General Services Department

Salary: $31.20 - $44.84 Commensurate with Experience

Welcome to the City of Charlotte

Charlotte is America's Queen City, opening her arms to a diverse and inclusive community of residents, businesses and visitors alike. Here you will find a safe, family-oriented city where people work together to help everyone thrive. The mission of the City of Charlotte is to deliver quality public services and promote the safety, health, and quality of life for all residents.

Our guiding principles include:

• Attracting and retaining a skilled and diverse workforce
• Valuing teamwork, openness, accountability, productivity, and employee development
• Providing all customers with courteous, responsive, accessible, and seamless quality services
• Taking initiative to identify, analyze, and solve problems
• Collaborating with stakeholders to make informed decisions

SUMMARY

The Fleet Specification Analyst is responsible for developing, managing, and maintaining technical specifications for vehicles and equipment purchased by the organization. This role supports Fleet Management, Procurement, user departments, and vendors throughout the entire equipment lifecycle-from planning and specification development through ordering, delivery, inspection, and replacement. The position requires strong analytical skills, technical knowledge of fleet equipment, and the ability to coordinate across multiple internal and external stakeholders.

Major Duties and Responsibilities:

Technical Specification Development & Purchasing Support

• Prepare detailed written specifications for fleet vehicles, heavy equipment, and specialized equipment.
• Develop informal RFQs, ITB specifications, contract documents, VEAs, and supporting materials.
• Participate in specification and purchasing of municipal equipment for all City and Mecklenburg County departments.
• Solicit price quotes, research equipment data, and evaluate supplier offerings.
• Review industry trends to identify new equipment, service improvements, and vendor capabilities.
• Assist in evaluating CICO (Change In Capital Outlay) requests and updating annual replacement cost models.

Department & Stakeholder Coordination

• Communicate daily with departmental liaisons regarding work in progress, future, and completed vehicle orders.
• Meet with user departments to determine operational requirements, reliability expectations, usage patterns, and replacement planning.
• Work with CDC internal ordering staff on finance, contracts, deliveries, and process improvements.
• Attend recurring meetings to support department procurement needs.

Order Management & Production Tracking

• Check and manage order queues, requisitions, ETAs, order window openings and closings.
• Identify and source "on the lot" vehicles when urgent needs arise.
• Coordinate with Service Order Specialist for inbound vehicles needing upfitting or additional work.
• Maintain spreadsheets and reports related to fleet ordering and production status.

Vehicle Delivery, Inspection & Issue Resolution

• Inspect and evaluate equipment upon receipt to ensure compliance with specifications.
• Work outside as needed to check in and park incoming vehicles.
• Work with vendors when equipment arrives with damage or discrepancies.
• Clear delivered orders and update supporting documentation.

Vendor & Manufacturer Relations

• Maintain regular communication with manufacturer representatives.
• Attend vendor meetings, conferences, equipment shows, and facility tours to evaluate products and vendor capacity.
• Assist vendors with registration, bid preparation, and RFQ participation.

Organizational Support Activities

• Assist departments with cooperative contract review forms, RCA support, and equipment purchasing strategies.
• Complete sole source justification forms where required.
• Support annual replacement meetings and capital planning for all departments.

Knowledge, Skills & Abilities

• Ability to perform purchasing, specification writing, and technical analysis related to fleet equipment.
• Working knowledge of purchasing principles, public procurement guidelines, and contract development.
• Ability to prepare, organize, and maintain precise technical and purchasing records.
• Ability to interpret and apply internal policies, procedures, and procurement requirements.
• Strong analytical and written communication skills for developing accurate specifications.
• Ability to communicate effectively with departments, vendors, manufacturers, and operational staff.
• Strong relationship-building skills to maintain effective working partnerships.
• Ability to work both independently and collaboratively in a team environment.

Preferred Qualifications:

• Associate's or Bachelor's degree in Business Administration, Automotive Technology, Supply Chain Management, or a related field.
• Experience in public sector procurement or fleet operations.
• Familiarity with fleet management systems and procurement software.
• Knowledge