Fleet Administrative Specialist

University of Texas at Austin•Austin, TX

1d•$44,000•Onsite

About The Position

Parking and Transportation Services (PTS) provides the campus access, mobility, and services through policies that are customer focused, environmentally friendly, and economically sound. For more information about PTS, please visit: https://parking.utexas.edu/about Your skills will make a difference. You’ll be working for a university that is internationally recognized for our academic programs and research. Your work will make a difference in the lives of University Business Services (UBS) staff, thereby enhancing the student experience. If you’re the type of person that wants to know your work has meaning and impact, you’ll like working in our department and for UT Austin. UT Austin provides an outstanding benefits package including but not limited to: Competitive health benefits (employee premiums covered at 100%, family premiums at 50%) Voluntary Vision, Dental, Life, and Disability insurance options Generous paid vacation, sick time, and holidays Teachers Retirement System of Texas, a defined benefit retirement plan, with 8.25% employer matching funds Additional Voluntary Retirement Programs: Tax Sheltered Annuity 403(b) and a Deferred Compensation program 457(b) Flexible spending account options for medical and childcare expenses Robust free training access through LinkedIn Learning plus professional conference opportunities Expansive employee discount program including athletic tickets Free access to UT Austin's libraries and museums with staff ID card Free rides on all UT Shuttle and Austin CapMetro buses with staff ID card For more details, please see: https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards . Must be authorized to work in the United States on a full-time basis for any employer without sponsorship. Occasional weekend, holiday, comp and overtime hours required as needed. Must work a minimum of two home football games every year in addition to every other Thanksgiving week and/or playoff home football game. Purpose UT Fleet Operations has been nationally recognized as one of “America’s 100 Best Fleets” for eight straight years and is an integral part the University of Texas community. Parking and Transportation is looking for an Administrative Assistant to join the UT Fleet Operations team. This group manages all University vehicles, carts, trailers, and equipment along with managing two vehicle repair facilities and adjacent fuel stations. The Fleet Admin will perform administrative tasks supporting the purchase, ownership, care and disposal of a large public fleet, including inventory management, creating preventative maintenance schedules, creating work orders, tag, title and registration, etc. The Fleet Specialist is a self-motivated team player who works well in a fast-paced environment and can efficiently manage multiple projects simultaneously.

Requirements

Diploma (High School) with 5 years clerical experience.
Working knowledge of Microsoft Office (Word, Excel, PowerPoint).
Experience managing multiple spreadsheets and working on databases.
Must be able to work independently, be prompt, and show attention to detail.
Must be effective communicator and able to multi-task in a fast-paced environment.
Relevant education and experience may be substituted as appropriate.
This job requires a class "C" operator's driver's license. The applicant selected must provide a current three-year driving record from the current state of residence. If not currently a Texas resident, a Texas driver's license must be obtained within 30 days of becoming a Texas resident. Employees who are required to have a CDL are subject to drug and alcohol testing (pre-employment, post-accident, reasonable suspicion, random, return-to-duty, and follow-up drug and alcohol testing).

Nice To Haves

Bachelor’s degree and five years of experience with advanced administrative functions.
Direct experience as the point of contact with internal and external customers.
Direct knowledge of automotive repair services.
Working knowledge at the intermediate-level Microsoft Office Suite, specifically Outlook, Excel, Word, and PowerPoint.
Working knowledge of QuickBooks and university software systems.
Previous experience in a fleet management environment.
Familiarity with fleet management and fuel management software.

Responsibilities

First point of contact with internal and external customers.
Create work orders for technicians and monitor progress of repairs.
Review finished work orders for completeness and accuracy and edit as needed.
Notify customers when vehicle is ready to be picked up.
Handle incoming phone lines.
Input and update equipment records in a Fleet database, prepare billing reports and fleet analytics for management review.
Send Preventative Maintenance notifications to fleet contacts.
Complete tag, title, and registration paperwork and take it to County Tax Assessors Office.
Assign and affix registration renewals, inventory stickers, and AVI tags as needed.
Reconcile toll tags.
Maintain spreadsheets for insurance and inventory reporting.
Prepare manifests for tire disposals, fuel deliveries, and battery disposals.
Perform credit card reconciliations.
Occasionally extended hours for special events.
Other related duties as assigned.
Required to work at least one home football game per season in addition to the home football game that occurs during Thanksgiving week.

Benefits

Competitive health benefits (employee premiums covered at 100%, family premiums at 50%)
Voluntary Vision, Dental, Life, and Disability insurance options
Generous paid vacation, sick time, and holidays
Teachers Retirement System of Texas, a defined benefit retirement plan, with 8.25% employer matching funds
Additional Voluntary Retirement Programs: Tax Sheltered Annuity 403(b) and a Deferred Compensation program 457(b)
Flexible spending account options for medical and childcare expenses
Robust free training access through LinkedIn Learning plus professional conference opportunities
Expansive employee discount program including athletic tickets
Free access to UT Austin's libraries and museums with staff ID card
Free rides on all UT Shuttle and Austin CapMetro buses with staff ID card