Fleet Specialist

Hernando County Sheriff's Office•Brooksville, FL

About The Position

The Fleet Specialist performs varied, complex clerical work under the general supervision of the Fleet Supervisor. The role requires sound independent judgment and a thorough working knowledge of agency policies and procedures. It involves coordinating with the agency’s Finance and Purchasing departments, vendors, and agency officials at various levels. The position supports fleet purchasing and financial processing; vehicle and equipment registration, records, inventory, and fuel accounts; and insurance claims and accident repairs. The Fleet Specialist also compiles documentation and reports for Vehicle Operations Safety Improvement Board meetings and assists the Fleet Supervisor and Mechanics as needed.

Requirements

High school diploma or GED.
Proficiency with personal computers, Microsoft Office products such as Word and Excel, and internet research.
Ability to work under pressure, multitask, exercise independent judgment, and produce accurate, high-quality work within tight time constraints.
Ability to maintain detailed records and perform related clerical tasks with a high degree of organization.
Ability to communicate effectively orally and in writing.
Ability to work independently and self-sufficiently and work effectively with necessary personnel.
Ability to operate standard office equipment, including a copy machine and computer.
Ability to operate a forklift and/or pallet trucks.
Ability to lift and carry at least 50 pounds.
Ability to work outdoors in heat and cold.
Ability to hook and pull trailers of multiple sizes.
Ability to operate motor vehicles of different sizes.
Acceptable eyesight and hearing, with or without correction, and ability to communicate clearly.
Ability to sit and/or stand for long periods.

Nice To Haves

High school coursework or additional courses in bookkeeping and business practices.
Knowledge of large-scale purchasing methods and organized storage and warehousing.

Responsibilities

Process purchase requests, purchase orders, and check requests in the Munis financial system for fleet vehicles, vehicle upfits, garage equipment, and stock and non-stock garage inventory.
Prepare documentation for vehicle titles and registrations, title transfers, license plate maintenance, annual confidential tag registration, and replacement decals.
Obtain registrations and titles for new and used vehicles, trailers, boats, and ATVs acquired by purchase or forfeiture.
Maintain and manage files for agency vehicles, trailers, boats, and ATVs.
Process invoices, statements, and credit card charges for fleet-related purchases.
Maintain adequate inventory of expendable Fleet items and order and track stock and non-stock items.
Order and track Sunpass transponders and process payments for toll violation notices.
Maintain the Fuel Master gas system, including authorizing new personnel, coding keys, and replacing gas keys.
Manage the Wex Fuel Card account, including ordering cards for Fleet vehicles, maintaining personnel access, preparing monthly reports, checking out-of-county charges, and providing Finance with monthly invoices and reports of charges and discrepancies.
Maintain agency vehicle status and transfers in the Munis financial system and Fleet Database, and update Fleet Database assets.
Process credit card approvals and payments.
Prepare and submit accident and incident claims paperwork to the insurance company.
Obtain accident repair estimates, oversee the repair process, and process payment.
Compile data for quarterly Vehicle Operations Safety Improvement Board meetings and attend the meetings.
Provide Board members with reports, photographs, memos, repair costs, and past accident information for employees involved in accidents or incidents.
Compile information, prepare graphs of Board meeting findings, and submit them to the Sheriff through the chain of command for approval.
Assist the Fleet Supervisor and Mechanics in the chain of command as needed.