Fleet Specification Analyst (Fleet Specification Writer)

City of Charlotte; United States; On-site; USD 43,000 - 62,000; Full time

Benefits offered by this job

Benefits package

Drug-free workplace

Accessible to all

Job summary

The City of Charlotte is seeking a Fleet Specification Analyst to develop and maintain technical specifications for municipal vehicles and equipment. You will support Fleet Management, Procurement, and user departments across the full lifecycle from planning to delivery and replacement.

Ideal candidates have extensive purchasing and public procurement experience, with strong analytical and vendor-relations skills, plus the ability to coordinate across multiple stakeholders in a large city

Qualifications

• High school diploma or GED with at least 5 years of purchasing or fleet operations experience.
• Experience interpreting technical requirements and managing procurement documentation.
• Knowledge of public procurement guidelines and contract development.
• Strong written and verbal communication for cross‑department coordination.
• Experience with vendor relationships and capital planning.

Responsibilities

• Develop detailed specifications for fleet vehicles and equipment.
• Prepare RFQs, ITBs, contract documents, and supporting materials.
• Coordinate with user departments on operational requirements.
• Manage order queues, ETAs, and production status.
• Inspect equipment on delivery and resolve discrepancies.
• Maintain purchase records and vendor communications.

Skills

Purchasing

Spec writing

Tech analysis

Public procurement

Vendor coordination

Communication

Fleet knowledge

Education

High school diploma or GED

Associate/Bachelor in Business Administration or Supply Chain

CPPB/CPPO certification (plus)

Job description

Department: General Services Department Salary: $31.20 - $44.84

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.

• 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 of vehicle and equipment specifications, especially for municipal or utility fleets.
• Certification in public procurement (e.g., CPPB, CPPO) is a plus.

Minimum Qualifications

High school diploma or GED with at least 5 years of experience in purchasing, fleet operations, or technical specification writing related to vehicles or heavy equipment. A demonstrated ability to work with vendors, interpret technical requirements, and manage procurement documentation, or equivalent combination of education and relevant experience that provides the necessary knowledge, skills and abilities to successfully perform the essential job duties.

Conditions of Employment

The City’s Background Check Policy requires background checks to be conducted on final internal or external candidate(s) applying for any position with the City of Charlotte. The type of information that will be collected as part of a background check includes, but is not limited to: reference checks, social security verification, education verification, criminal conviction record check, and, if applicable, a credit history check, sex offender registry and motor vehicle records check. Background checks must be in compliance with all federal and state statutes, such as the Fair Credit Reporting Act (FCRA). The checks must be consistent with the guidelines set forth by these laws requiring organizations to obtain a candidate’s written authorization before obtaining a criminal background report, motor vehicle records check or credit report; and to properly store and dispose of information derived from such reports. Final candidates must pass a pre‑employment drug‑screening test and physical examination. During the selection process, candidates may be asked to take a skills test, and/or participate in other assessments. The City of Charlotte is an Equal Opportunity Employer and does not unlawfully discriminate on the basis of race, religion, color, sex, national origin, marital status, age, disability, sexual orientation, political affiliation or on the basis of actual or perceived gender as expressed through dress, appearance, or behavior. Our culture is to serve the community honorably.

BENEFITS

• The City of Charlotte provides a comprehensive benefits package to eligible employees.
• Click here to learn more about the City of Charlotte’s benefits.
• The City of Charlotte is a drug and alcohol-free workplace.
• The City of Charlotte is committed to making our services and programs accessible to all.
• Upon request, auxiliary aids, written materials in alternate formats, language access, and other reasonable accommodations or modifications will be provided.

To make a request, please fill out the Innovation & Technology ADA request form or call 704.336.4120.

Our City, Our Mission

When you join the City of Charlotte, you become part of Team Charlotte — a dedicated group of professionals working together to make a meaningful impact on our community and its future. The City of Charlotte has more than 8,000 employees working across 19 departments to serve close to 1 million residents. From public safety and clean water to transportation, housing and an international airport, our teams deliver essential services to keep Charlotte connected, safe and empowered with opportunity for all. As public servants, we are guided by a clear mission: to be committed to exceptional service every day. No matter the department or role, every team member plays a part in helping our city grow, thrive and meet the needs of those who rely on us. We are a values-driven organization, working collaboratively, acting with integrity and delivering reliable results. We embrace a forward-thinking mindset, encouraging curiosity, innovation and continuous improvement.

The City of Charlotte is committed to making our services and programs accessible to all. Upon request, auxiliary aids, written materials in alternate formats, language access, and other reasonable accommodations or modifications will be provided. To make a request, please fill out the Innovation & Technology ADA request form or call 704.336.4120.

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