FLEET OFFICE MANAGER

City of Amarillo

4d•Onsite

About The Position

Under limited supervision, this position assists the Superintendent in his duties. This position researches ideas for improvement, designs plans and implementation methods and presents to the Superintendent for consideration; interprets administrative decisions and policies regarding the Technical and routine operations of the Fleet Services; exercises independence when performing various difficult, complex and specialized tasks requiring the use of accounting principles; exercises independent judgment in making decisions, with any marked deviations from general routine normally cleared through Superintendent; working closely with Fleet Supervisors in the areas of, job injuries, Workers' Compensation, personnel rules, and Fleet Services policies; and supervises an Administrative Technician.

Requirements

Requires a High School Diploma or its equivalent and office management and a minimum of four years of clerical experience, including supervisory experience.
A valid Class C Texas Driver’s License required.
Good communication skills and ability to work well with others.
Proficiency in the use of a computer for data entry, word processing and accounting purposes, including a working knowledge of Microsoft Office.
Ability to learn the Fuel System software.
Knowledge of hazardous material regulations, Workers' Compensation Law, personnel rules, and routine city policy pertaining to purchasing.
Knowledge of computer printers and routine maintenance procedures.
Ability to operate standard office equipment including a, copy machine, phone system, calculator, fax, scanner.
Ability to work in an environment containing hazardous equipment, machinery, fumes, noise, and periodic exposure to outside elements via open shop bay doors.
Ability to maintain a pleasant and professional telephone manner.

Nice To Haves

College level coursework in accounting preferred.

Responsibilities

Performs extensive record keeping and maintains numerous databases, such as, personnel training, City current CDL licensing, fleet lubrication schedule and the like.
Generates monthly lubrication worksheets and memos to departments.
Collects and records data on City fleet parts and labor costs and depreciation collected, fuel and oil inventories and the like.
Maintains an adequate supply of fuels at all of Fleet Services Fuel Islands.
Creates and analyzes reports created through Fleet Services Fuel Management system.
Retrieves vehicle data, analyzes mainframe printouts, prepares daily fuel and oil inventory controls and prepares monthly and annual fuel and oil reports for auditor.
Processes Leasing invoices for payment and scans invoices into the system.
Prepares and processes requisitions, vouchers, miscellaneous invoices.
Converses with outside vendors as to purchasing matters.
Handles personnel related items such as payroll and entry to mainframe payroll program, prepares docket pay for performance reports, job injury reports adhering to Workers' Compensation Law, and answers employee's inquiries.
Maintains contact with various departments within the City, answers departments inquiries.
Handles confidential information pertaining to all facets of Fleet Services and the City as a whole.
Composes correspondence frequently without instruction or review.
Requisitions equipment and accounts for City property assigned to the department.
Prepares and submits TCEQ reports.
Assists in performing routine office duties such as making copies, preparing routine correspondence and the like.
Maintains electronic and paper files in an orderly and organized manner, assists in records management activities and in preparing responses to Open Records requests.
Receives and distributes the mail.
Answers phones, answering questions and responding to complaints in a courteous and concise manner, directing the caller to the appropriate staff member for assistance, and/or taking and delivering detailed messages for the appropriate staff member.
Maintains office supplies, orders uniforms and shop towels, maintains inventory files.
Performs other job-related duties as assigned.