Fleet Services Support Specialist

Invite Only•Centennial, CO

3d•Onsite

About The Position

The Fleet Services Support Specialist is responsible for a variety of administrative and technical duties in support of South Metro Fire Rescue’s Fleet Services bureau in a manner consistent with organizational values. This position is responsible administering and maintaining fleet software, managing the fuel card program, and tracking personnel certifications and renewals, among other administrative duties in support of the bureau.

Requirements

Minimum of a High school Diploma or equivalent GED.
Three (3) years of responsible fleet administrative experience is required.
Possess and maintain a valid Colorado Driver’s license with an acceptable driving record in accordance with the SMFR’s Driving Records Policy.
Must obtain CPR certification within one (1) year of hire.
Ability to demonstrate strong customer service orientation.
Ability to establish and maintain effective working relationships with other SMFR employees, the public, and external vendors.
Knowledge of or the ability to learn current versions of SMFR's hardware and software applications including Fleet Management Software, word processing programs, office equipment, copiers, and audio/visual devices.
Basic knowledge of principles, practices, and techniques of office administration, including record keeping, billing, record requests, policy, and procedure.
Knowledge of basic math and accounting skills to aid in preparing a budget, tracking expenditures, and purchasing.
Ability to manage multiple projects simultaneously, respond to changing priorities, work with frequent interruptions, and adhere to deadlines in stressful situations.
Ability to design, coordinate, and layout project materials for Fleet Services bureau meetings and trainings.
Ability to provide clear concise verbal and/or written instructions to other employees and supervisors.
Skill in verbal and written communication and the ability to comprehend broad and complicated conceptual ideas or strategies and implement such ideas or strategies.
Ability to prepare clear, concise, and accurate reports, correspondence, and other written materials.
Ability to work independently and set priorities.
Ability to interact well with a diverse population with outstanding interpersonal and communication skills.
Knowledge of business principles and office practices and procedures including business writing and mathematics, report and correspondence development, records management; and basic bookkeeping.
Skill in all Microsoft applications including Teams, SharePoint, D365 as well as Smartsheet and ADOBE including PDF editing and form creation.

Nice To Haves

Additional training in Business Administration, Public Administration, or related field, is preferred.
Experience in government setting is preferred.

Responsibilities

Serves as a point of contact for internal and external phone calls and email correspondence for the Fleet Services bureau; provides information and assistance to customers; answers questions and provides information; resolves or escalates issues to appropriate Fleet personnel; processes records requests as needed.
Manages Fleet Services technology (Asset Works); ensures accurate asset information, databases, meta data, and user access; builds and utilizes automatic and ad-hoc reports; recommends efficiencies and solutions.
Serves as fleet technology subject matter expert; acts as the liaison between information technology staff and vendors to coordinate software updates and system repair; troubleshoots problems with system users and applications; documents system problems and fixes.
Develops and delivers fleet technology training on system updates and changes.
Manages the lease program through Enterprise; reconciles program billing and manages maintenance schedules.
Manages fleet vendor accounts including e470, fuel accounts (WEX), and car wash accounts; tracks and distributes fuel cards and transponders, maintains account records.
Assists with preparation of the annual fleet budget, prepares reports and monitors budget expenditures.
Prepares unit title paperwork, works with DMV to acquire new/duplicate titles; assists with purchase, lease and liquidation process for SMFR vehicles.
Tracks and records certifications and certification renewals for Fleet Services employees.
Assists in the accreditation process as it pertains to Fleet Services.
Attends and participates in Fleet Services meetings.
Provides a variety of administrative support functions to the Fleet Services bureau including the Fleet Services Manager; orders and maintains department supplies; collects and distributes mail; posts, distributes, and maintains Power DMS documents for the Fleet Services bureau.
Assists with coordination of various events, secures rooms/locations; prepares invitations or notices for events; provides logistical support for event including meeting materials, presentations, refreshments, set up and take down, etc.
Prepares purchase requisitions, reconciles, and processes purchases and expense reports.
Composes, types, and edits a variety of correspondence, reports, memoranda, and other material, ensures accuracy and completeness.
Researches, collects, and compiles information from various sources for a variety of business services functions; assists with collecting and preparing records, reports, and summaries.
Performs other duties as assigned.