Fleet Support Assistant

Clay County Sheriff's Office (FL); Green Cove Springs (FL); On-site; USD 32,000 - 48,000; Full time

Job summary

Clay County Sheriff's Office (FL) is seeking a Fleet Support Assistant to manage parts inventory, track vehicle maintenance records and work orders, and generate vendor communications. The role supports VRIS and PIS teams and ensures accurate insurance, fuel, and scheduling data in alignment with agency policies.

Responsibilities include processing requisitions, coordinating parts, and maintaining fleet records.

Qualifications

• High school diploma or equivalent.
• Minimum 1 year administrative or inventory experience.
• Proficient in Microsoft Office and basic data entry.

Responsibilities

• Prepare and process requisitions and purchase orders for parts and vehicles.
• Log and reconcile vendor invoices and receipts with purchase orders.
• Enter and maintain vehicle repairs, work orders, and fleet records.
• Coordinate parts with vendors and track inventory levels.
• Schedule maintenance and manage pool vehicles and recalls.

Skills

Inventory management

Customer service

Data entry

Vendor coordination

Scheduling

MS Office

Record keeping

Education

High school diploma or equivalent

Tools

Origami Risk

Fleet maintenance software

Job description

The Fleet Support Assistant plays a vital role in the Fleet section by keeping parts inventory, tracking vehicle maintenance records and work order, generating vendor communications, and entering/reconciling requisitions. This position ensures accuracy and efficiency of vehicle insurance, record-keeping, fuel management, and scheduling while maintaining compliance with agency policies and standards. Additional responsibilities include providing secondary support to the Vehicle Records and Insurance Specialist (VRIS) and the Parts Inventory Specialist (PIS), ensuring seamless operations during absences or high workloads.

Key duties include asserting visitor’s needs, ordering parts, processing work orders, tracking vehicle repairs, managing pool cars, and coordinating disposal paperwork. This role requires strong organizational skills, the ability to manage multiple priorities, and a customer service-oriented approach. By ensuring efficient fleet operations, the Fleet Support Assistant contributes directly to the agency’s mission and operational success.

Work schedule is Monday – Friday 0600-1500.

Duties

• Prepare, verify, and submit requisitions for supplies, equipment, and vehicles.
• Log and reconcile vendor invoices, packing slips, and receipts, ensuring alignment with requisitions and purchase orders for all vehicles and installation, verifying items and quantities are correct.
• Accurately receive, maintain, enter, and manage all internal vehicle repairs and work orders, and file; ensuring details of repairs and services are documented (i.e., parts, labor hours, descriptions).
• Enters all outside vehicle repairs in the fleet maintenance computer program, documenting all vehicle information, purpose of outside repair, name/location of repair shop, mileage, vehicle equipment inventory, etc.
• Coordinate with vendors to order parts and stock parts.
• Enter parts into the blanket account spreadsheet and work orders, returning unnecessary parts, warranty parts or cores. Review and match ordered parts to their corresponding vehicle work orders for accuracy.
• Monitor and track vehicles sent to external vendors (e.g., dealerships, alignment shops) and enter related data.
• Monitor and process vehicle recalls and distribute memos to appropriate personnel and timely communication with vendors.
• Ensure prompt follow-up for agency vehicles.
• Responsible of assigning pool cars to agency members.
• Track transfers, assignments, and returns of vehicles to ensure accurate records, fills out and prints transfer paperwork and logs them onto Transfer Spreadsheet.
• Maintain, print, and post the appointments Outlook Calendar daily.
• Create a detailed daily/monthly calendar for scheduling purposes, appointment keeping, and/or tracking of office personnel for designated supervisors, as requested.
• Provide customer service by addressing phone and counter inquiries related to fleet operations. Answer phones, assist visitors, and liaise with vendors and internal staff to address fleet-related inquiries.
• Demonstrate a caring character and provide support when addressing members involved in agency owned vehicle accidents, including insurance claims, Accident Review Board process, and repair logistics, maintaining professionalism and confidentiality standards.
• Maintain an accurate and up to date tracking system to facilitate locating reports, records, appointments, and training classes and/or any other item as required to ensure that all commitments/due dates are met within the established timeframes.
• Coordinate and schedule appointments for vehicle repairs and preventive maintenance, avoiding scheduling conflicts and ensuring parts and supplies are available.
• Contact the vehicle operator in a timely manner to pick up the vehicle once the vehicle has been repaired/serviced and inspected.
• Assist with reports, forms, and meeting documentation. Maintain staffing calendars, prepare meeting minutes, and support strategic planning efforts.
• Maintain accurate records on vehicle repairs, maintenance, and departmental filings.
• Coordinate crash damage repairs and ensure required documentation is prepared and submitted for Accident Review Board Meetings.
• Call for waste oil/antifreeze removal and coordinate lift repairs or building maintenance needs.
• Transport vehicles to and from dealerships, vendors, between district stations and/or as otherwise directed by authorized individuals in accordance with agency policies/procedures.
• Notify their supervisor or other designated agency individual of anything noteworthy (e.g., when damage has occurred to their agency owned vehicle, when it has been involved in an accident.
• Provide additional support to the Fleet Supervisor and Manager as needed to ensure smooth operations within the Fleet section.

Supporting Tasks for VRIS

• Assist with renewing insurance for agency vehicles, trailers, and assets. Manage updates vehicle insurance records in Origami Risk. Manage registrations, confidential tags, and updates to the insurance database. Remove capital assets no longer needing vehicle insurance coverage.
• Obtain and renew vehicle registrations and tags from the office of the Tax Collector.
• Obtain and renew confidential registrations and tags from Tallahassee.
• Enter and audit fuel transactions for multiple locations (County Road Department, Gate, Orange Park, and Clay Electric). Generates and submits to the Fleet Maintenance Supervisor an accurate daily/weekly/monthly fuel audit report, detailing fuel consumption, mileage, and users, consistent with agency policy.
• Manage and issue gas cards and keys.
• Provide, receive, and disseminate vehicle-related insurance information to/from insurance carriers, underwriters, estimators, and other insurance related personnel/entities (e.g., collect estimates, determine responsibilities, process claims to recover repair costs).
• Prepare and coordinate paperwork for disposal of vehicles and other fleet-related capital assets with the County Comptroller’s Office.
• Order and assign SunPass transponders while maintaining accurate logs for agency vehicles.

Supporting Tasks for PIS

• Assist with evaluating and comparing supplier costs for parts and services. Identify alternative suppliers to ensure cost-effectiveness and search for obsolete parts.
• Liaison with vendors to handle parts and service requests. Arrange warranty repairs and replacements for parts, tools, or equipment.
• Handle inventory and property stickers during audits by assisting with stock checks, labeling, and organizing parts by year, make, model, or system (brake / cooling, etc.). Order and maintain necessary supplies, including vehicle decals/striping and inventory items, reordering regularly used supplies and parts are readily available. Run reports to optimize stock levels.
• Conduct periodic audits and prepare special inventory reports.
• Conduct/prepare special and/or annual inventories of stock in accordance with agency policies and procedures.

High school graduate or equivalent.
One (1) year of administrative or inventory experience required.
Proficient in Microsoft office products
Speak and understand the English language