Fleet Specification Analyst (Fleet Specification Writer)

City of Charlotte•Charlotte, NC

10d

About The Position

The Fleet Specification Analyst develops, manages, and maintains technical specifications for vehicles and equipment purchased by the City. The role supports Fleet Management, Procurement, user departments, and vendors throughout the equipment lifecycle, from planning and specification development through ordering, delivery, inspection, and replacement. It requires analytical skills, technical knowledge of fleet equipment, and coordination across internal and external stakeholders. The analyst prepares specifications and purchasing documents for fleet vehicles, heavy equipment, and specialized equipment; researches and evaluates supplier offerings; and supports procurement and capital planning. The role coordinates with departments on operational requirements, orders, production status, deliveries, and replacement planning. It also inspects incoming equipment, resolves delivery discrepancies with vendors, and maintains ordering records and reports. The position includes regular communication with manufacturer representatives and participation in vendor meetings, conferences, equipment shows, and facility tours. Minimum qualifications are a high school diploma or GED and at least five years of experience in purchasing, fleet operations, or technical specification writing related to vehicles or heavy equipment, or an equivalent combination of education and relevant experience. Final candidates must pass a pre-employment drug-screening test and physical examination; candidates may also be asked to take a skills test or participate in other assessments. Background checks are conducted on final candidates.

Requirements

High school diploma or GED and at least five years of experience in purchasing, fleet operations, or technical specification writing related to vehicles or heavy equipment, or an equivalent combination of education and relevant experience.
Demonstrated ability to work with vendors, interpret technical requirements, and manage procurement documentation.
Ability to perform purchasing, specification writing, and technical analysis related to fleet equipment.
Working knowledge of purchasing principles, public procurement guidelines, and contract development.
Ability to prepare, organize, and maintain precise technical and purchasing records.
Ability to interpret and apply internal policies, procedures, and procurement requirements.
Strong analytical and written communication skills for developing accurate specifications.
Ability to communicate effectively with departments, vendors, manufacturers, and operational staff.
Strong relationship-building skills to maintain effective working partnerships.
Ability to work independently and collaboratively in a team environment.
Final candidates must pass a pre-employment drug-screening test and physical examination.
Candidates may be asked to take a skills test and/or participate in other assessments.
Final candidates are subject to background checks.

Nice To Haves

Associate’s or Bachelor’s degree in Business Administration, Automotive Technology, Supply Chain Management, or a related field.
Experience in public sector procurement or fleet operations.
Familiarity with fleet management systems and procurement software.
Knowledge of vehicle and equipment specifications, especially for municipal or utility fleets.
Certification in public procurement, such as CPPB or CPPO.

Responsibilities

Prepare detailed written specifications for fleet vehicles, heavy equipment, and specialized equipment.
Develop informal RFQs, ITB specifications, contract documents, VEAs, and supporting materials.
Participate in specification development and purchasing of municipal equipment for City and Mecklenburg County departments.
Solicit price quotes, research equipment data, and evaluate supplier offerings.
Review industry trends to identify equipment, service improvements, and vendor capabilities.
Assist in evaluating CICO (Change In Capital Outlay) requests and updating annual replacement cost models.
Communicate with departmental liaisons about current, future, and completed vehicle orders.
Meet with user departments to determine operational requirements, reliability expectations, usage patterns, and replacement plans.
Work with CDC internal ordering staff on finance, contracts, deliveries, and process improvements.
Attend recurring meetings to support department procurement needs.
Check and manage order queues, requisitions, ETAs, and order window openings and closings.
Identify and source on-the-lot vehicles when urgent needs arise.
Coordinate with the Service Order Specialist on inbound vehicles needing upfitting or additional work.
Maintain spreadsheets and reports related to fleet ordering and production status.
Inspect and evaluate equipment upon receipt to ensure it complies with specifications.
Work outside as needed to check in and park incoming vehicles.
Work with vendors to resolve damage or discrepancies in delivered equipment.
Clear delivered orders and update supporting documentation.
Maintain communication with manufacturer representatives.
Attend vendor meetings, conferences, equipment shows, and facility tours to evaluate products and vendor capacity.
Assist vendors with registration, bid preparation, and RFQ participation.
Assist departments with cooperative contract review forms, RCA support, and equipment purchasing strategies.
Complete sole-source justification forms where required.
Support annual replacement meetings and capital planning for all departments.