Fleet Administrative Assistant 1

City of Lebanon•Lebanon, TN

40d•Onsite

About The Position

Under close to general supervision, Administrative Assistant I performs a variety of clerical and administrative support tasks in support of the daily operations of the City’s Garage or Fleet Maintenance Division. Duties include maintaining records, processing work orders, assisting with parts inventory, communicating with vendors, scheduling appointments, and performing basic data entry and filing tasks. The position requires strong organizational skills, attention to detail, and the ability to interact effectively with mechanics, supervisors, vendors, and other City departments.

Requirements

Exemplary Microsoft Office program and general office/computer skills are mandatory.
Strong communication skills & ability to translate internal customers’ needs to workable technician orders.
Organizational skills include the ability to schedule appointments, meet with internal customers & ensure that work is done properly.
Exceptional customer skills
Must have strong organizational, communications & interpersonal skills.
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
Ability to write routine reports and correspondence.
Ability to speak effectively before groups of customers or employees of organization.
H.S. Diploma or G.E.D is required.
Valid Tennessee Driver's License and clear driving record are required.

Nice To Haves

Previous experience working as a service technician or in a service department a plus.
Secondary education in automotive field or equivalent combination of education, training, and relevant experience.
Previous Fleet software experience desired.
Strong Data Entry, keyboarding skills at least 30 WPM with minimal errors are strongly desired.
Minimum of 1 years of administrative assistant or related experience is strongly desired.

Responsibilities

Assist with the administration of the day-to-day operations of the City of Lebanon Garage Shop and ensure internal customers are cared for in an effective and efficient manner.
Assist in scheduling appointments for technicians.
Assists Fleet Manager with administrative tasks involving estimates and work in process.
Works well with other divisions, able to communicate written, verbally, and in person.
Closes out month-end reporting duties as assigned.
Greet internal customers and offer excellent customer service from intake to release of their vehicles and assist with vehicle intake, write-ups, and service documents as needed.
Handle and resolve internal customer complaints and make follow-up calls to facilitate a positive service center experience.
Manage and maintain all vehicle/equipment records, paperwork, including repair orders and invoices as needed. Assist service writer and manager with employee recordkeeping.
Enter data into computer databases.
Monitor daily productivity reports and corresponding payroll records.
Monitor paper flow to ensure that all documents are accounted for, complete, legible, and filed or distributed to the appropriate parties.
Review and verify vehicle warranty protections and service contract coverage when developing cost estimates, repair orders, and related paperwork.
Leverage automotive paperwork, including repair orders, invoices, and maintain records.
General housekeeping duties to maintain office and workspace as needed. Basic housekeeping of restrooms and break area as required.
Maintain professional appearance.
Team Oriented
Works well with other divisions and communicates effectively in writing, verbally, and in person.
Monitors the Fleet Division phone line and email.
Works as part of the Fleet Division team; establishes and maintains relationships with vendors and suppliers and negotiates favorable terms to obtain the best pricing and delivery options.
Supports the maintenance of a safe, clean office, ensuring compliance with policy, procedure, and best practices.
Actively participates in employee engagement initiatives and serves as a departmental representative on committees and working groups.
Performs periodic audits to ensure the accuracy of inventory records and identifies discrepancies for resolution.
Generates regular reports on inventory levels, usage, and expenditures, providing insights and recommendations to management.
Maintains accurate records of fleet-related inventory, including vehicles, spare parts, tools, and equipment.
Inspects and assesses the quality and condition of incoming inventory and tracks warranty and service information.
Monitors inventory levels and initiates reordering as needed to ensure all necessary items are readily available.
Analyzes inventory data to identify opportunities for cost reduction and process improvement.
Maintains comprehensive records of all inventory-related transactions and maintains an organized filing system.
Creates and monitors work orders utilizing maintenance software.
Ensures adherence to record retention policies and oversee the preservation of historical records through the city's digital repository (TBA).
Originates and reviews professional correspondence and reports, including those related to confidential matters.
Performs safety inspections (e.g., daily fuel island inspections, shop equipment inspections) and conducts mandatory inventory counts and audits to ensure accurate levels of parts, supplies, materials, and fuel.
Oversee waste disposal processes (e.g., used tires, waste oil, waste coolant) and keep proper documentation of disposal events.
Assists in the division’s budget preparation and control, including maintaining budget accounts, preparing requisitions, obtaining necessary quotes and/or bids, analyzing best value, creating purchase orders, and processing accounts receivable and payable.
Undertakes additional tasks as requested or required to contribute to the overall effectiveness of the Public Works Department and Fleet Division.