Maintenance Systems Program Coordinator

State of North Carolina•Wake County, NC

About The Position

The Maintenance Systems Program Coordinator analyzes, assembles, and prepares internal workflows and documentation for Automated Fuel Dispensing Units (Syntech – FM Legacy, FMLive) so information can be entered into SAP. The role researches fuel-system records, including fuel inventories and contracts, and conducts analytical studies. It verifies, examines, records, regulates, and approves fuel-file input into the Department’s financial systems, and analyzes how fuel data is handled and assigned for statewide equipment personnel. The coordinator checks data entered by Divisions, identifies problem areas, develops corrective processes, and ensures corrections are implemented as appropriate. The position administers fuel-related documentation and archives, oversees commercial credit-card processes and billing, researches standard fuel usage by equipment class, and monitors error rates and procedural issues. It develops data for cost-benefit analysis and assists the Team Lead with monitoring daily diesel and gasoline dispensing operations, troubleshooting, and supporting Division Equipment Units and FMMU Field Support staff. The coordinator assists with the Petroleum Displacement Plan by reviewing fuel purchasing and delivery for compliance with the statewide purchasing contract. The role also assists with annual renewal of underground storage tank operating permits, monitors contracted testing services and inspections, responds to findings from annual or triennial compliance inspections, and periodically assists with contracts for fuel testing, fuel additives, and fuel-tank cleaning. It supports the State Maintenance Operations Engineer and State Equipment Superintendent with data analysis and reporting, interacts with representatives of other state agencies, and performs other duties as assigned. Occasional business-related travel and operation of a company or personal vehicle are required; a valid driver’s license is required.

Requirements

Bachelor’s degree from an appropriately accredited institution and two years of experience related to the area of assignment, or an equivalent combination of training and experience.
Valid driver’s license, due to occasional business-related travel and the need to operate a company or personal vehicle while conducting technician duties.
Ability to legally operate a motor vehicle is preferred by management.

Nice To Haves

Demonstrated ability to operate and navigate large database systems, including SAP and fuel-related software platforms, to verify, record, and regulate statewide fuel data.
Demonstrated ability to use advanced data interpretation and performance metrics to evaluate program effectiveness and support operational decision-making.
Demonstrated ability to analyze and prepare internal workflows and documentation for Automated Fuel Dispensing Units to ensure accurate data integration into SAP.
Knowledge of transportation and environmental policies and procedures when reviewing fuel purchasing, delivery, and compliance-related documentation.
Demonstrated ability to assess and troubleshoot fuel storage, piping, dispensing, and mechanical or electrical system components to support statewide fuel operations and resolve operational issues.
Experience analyzing fuel-system data and workflows; verifying and processing fuel inputs in financial systems; working knowledge of fuel-dispensing operations and compliance activities; working knowledge of fuel documentation and fuel-card processes; and providing data analysis for agency leadership.

Responsibilities

Analyze, assemble, and prepare internal workflows and documentation for Automated Fuel Dispensing Units for input into SAP.
Research fuel-system documentation, including fuel inventories and contracts, and conduct analytical studies.
Verify, examine, record, regulate, and approve fuel-file inputs into the Department’s financial systems.
Analyze fuel-data handling and assignment for statewide equipment personnel.
Check results entered in financial systems by Divisions, compile problem areas, develop corrective processes, and ensure corrections are implemented as appropriate.
Administer fuel documentation and archiving files and oversee commercial credit-card processes and billing.
Research standard fuel usage for classes of equipment and monitor error rates associated with action logs and procedural difficulties.
Develop data used for cost-benefit analysis.
Assist the Team Lead in monitoring daily fuel-dispensing operations, primarily diesel and gasoline, and provide troubleshooting and support to Division Equipment Units and FMMU Field Support staff.
Assist with implementation of the Petroleum Displacement Plan by reviewing fuel purchasing and delivery for compliance with the statewide purchasing contract.
Assist with annual renewal of underground storage tank operating permits, monitor contracted testing services and inspections, and help respond to findings from annual or triennial compliance inspections.
Periodically assist with management of contracts involving fuel testing, fuel additives, and fuel-tank cleaning.
Support the State Maintenance Operations Engineer and State Equipment Superintendent with data analysis and reporting.
Interact with representatives of other state agencies and travel occasionally for business-related duties.
Perform other duties as assigned by supervision.