Administrative Specialist II - Fleet

Stafford County • Stafford County, VA

5d • Onsite

About The Position

Under general supervision, this role provides support to the Administrative Services Division and department staff. The primary responsibilities include planning, coordinating, and administering the department’s vehicle and specialized equipment replacement program. This position involves preparing and maintaining manual and computerized files and records, coordinating maintenance and repairs for fleet vehicles, and preparing reports. The Administrative Specialist II also performs additional duties as assigned and provides support to all divisions of the Sheriff’s Office. Work is performed under the direct supervision of the Captain and/or First Lieutenant of the Administrative Services Division.

Requirements

• Possess a comprehensive understanding of standard office practices, procedures, equipment, and techniques for providing office assistance.
• Have a general familiarity with basic computer programs, including Office 365, and demonstrate strong basic computer skills with the ability to learn specialized software and standalone applications related to equipment purchased and maintained by the Stafford County Sheriff for fleet use.
• Show the ability to learn new programs, such as those used for shielding or managing data from in-car video systems.
• Demonstrate the ability to interact courteously with the public, even under stressful conditions, and to establish and maintain effective working relationships with colleagues and members of the public.
• Any combination of education and experience equivalent to high school and 3 years of experience in administrative and office work.
• Possession of a valid driver’s license and proof of an acceptable driving record compliant with County policy, such as to allow operation of County vehicles.

Nice To Haves

• Graduation from an accredited community college with major course work in business management or related field is desired.

Responsibilities

• Reviews the status of the fleet, analyzes equipment usage, and makes recommendations based on identified needs.
• Allocates and distributes vehicles to assigned staff members.
• Maintains an accurate database of assigned fleet vehicles and specialized equipment.
• Inspects vehicles for damage or mechanical problems and maintains a file of all monthly vehicle inspection reports.
• Routinely checks preventive maintenance service schedules and state inspections and distributes state license renewal decals.
• Maintains a database for EZPass transponders and coordinates the payment of vendor bills.
• Schedules the ordering, installation, and removal of police equipment and maintains sufficient inventory to outfit the vehicle fleet (including MDCs, radios, lights, cameras, and sirens) with the appropriate vendor.
• Assists in maintaining the in-car video (ICV) system.
• Shields videos in accordance with VA FOIA laws as needed.
• Prepares ICV videos for court and/or public release as required.
• Maintains ownership files and ensures the accuracy of gas card usage.
• Enters a variety of data into the computer, verifying the accuracy and completeness of statistical and other records.
• Processes requests for information and generates reports.
• Operates various standard office equipment and performs related tasks as needed.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED