Program Administrator Fleet Management

Santa Clara Valley Water District•San Jose, CA

7d•Onsite

About The Position

Valley Water is seeking an experienced, strategic, and forward-thinking Program Administrator to lead and oversee its agencywide Fleet Management and Maintenance Program. The position provides direction and oversight for fleet planning, administration, and continuous improvement, ensuring vehicles and equipment are safe, reliable, cost-effective, and available to support the agency’s services. The role covers fleet lifecycle management, vehicle acquisition and replacement, operating and capital budgets, regulatory compliance, vendor relationships, and emerging fleet technologies. It also advances fleet electrification, alternative-fuel initiatives, and technology-driven solutions to improve efficiency, sustainability, and operational performance. The position collaborates with internal departments, external partners, and regulatory agencies to shape long-term fleet strategies, optimize resources, and support responsible stewardship of public resources. The position is part of the Equipment Management Unit (Position Code 750). It requires the individual to work onsite and is typically not a teleworking position. Telework eligibility generally depends on work performed, operational needs, and the ability to perform essential job duties remotely. Valley Water employees must live within 150 miles of their primary physical work location in San Jose, California, by their start date. Position and start date are subject to availability of funds.

Requirements

Six years of experience in the assigned program area, including either one year planning, organizing, coordinating, and directing projects or programs, or service as a District-recognized subject matter expert or advisor in the assigned program area.
Equivalent to a bachelor's degree from an accredited college or university, with major coursework in business administration or a related field. Directly related experience may substitute for the college requirement at 1.5 years of experience for each year of education, up to a maximum of four years.
Possession of, or ability to obtain, an appropriate, valid California driver's license; reasonable accommodation may be considered for individuals unable to meet the license requirement due to a disability.
Strong program administration and organizational skills, including the ability to set priorities, coordinate resources, and manage a complex agencywide program.
Ability to develop strategic fleet management plans balancing operational needs, financial stewardship, sustainability, and regulatory requirements.
Strong analytical and problem-solving skills, including evaluating fleet performance data, identifying trends, assessing alternatives, and recommending practical solutions.
Ability to develop, administer, and monitor complex budgets, evaluate lifecycle costs, and identify operational and financial efficiencies.
Ability to manage contracts, procurement activities, vendor performance, and competing operational priorities.
Ability to coordinate organizational improvements and implement technologies, processes, and initiatives that enhance fleet reliability and efficiency.
Strong interpersonal, communication, and relationship-building skills to collaborate with employees, management, vendors, and regulatory agencies.
Ability to prepare clear, concise, and comprehensive reports, presentations, policies, and recommendations.
Ability to exercise sound independent judgment, demonstrate initiative, and manage sensitive or complex operational matters.
Knowledge of comprehensive fleet management, including vehicle acquisition, assignment, utilization, preventive maintenance, replacement, and disposal.
Knowledge of fleet lifecycle management, total cost of ownership, capital replacement planning, budgeting, and financial analysis.
Knowledge of fleet electrification, alternative-fuel technologies, telematics, and strategies for operational efficiency and environmental sustainability.
Knowledge of applicable federal, state, and local fleet regulations, including CARB, DMV, DOT, EPA, air quality district, and vehicle emissions requirements.
Knowledge of public-sector procurement, contract administration, vendor management, and regulatory compliance.
Knowledge of fleet management information systems, asset management software, performance dashboards, and data analysis techniques.
Knowledge of program administration, strategic planning, performance measurement, policy development, and continuous process improvement.
Knowledge of lead direction, staff coordination, workload planning, fleet safety, risk management, and operational standards.

Nice To Haves

Extensive experience administering or managing a comprehensive fleet management program, preferably within a public agency, utility, or similarly complex organization.
Experience developing and implementing fleet policies, operational work plans, performance measures, and long-range vehicle replacement strategies.
Experience overseeing fleet operating and capital budgets, financial forecasting, cost analysis, and lifecycle planning.
Experience managing fleet procurement, contracts, vendor relationships, leases, warranties, and outside maintenance and repair services.
Experience coordinating fleet modernization initiatives, including electrification, alternative fuels, telematics, or fleet management technologies.
Experience interpreting and applying fleet-related regulatory requirements and maintaining compliance with federal, state, and local regulations.
Experience providing lead direction, coordinating technical or operational staff, or administering complex programs.
Experience collaborating with internal stakeholders and external partners to develop solutions, improve service delivery, and support organizational objectives.

Responsibilities

Plan, administer, and oversee the agencywide Fleet Management Program, establishing strategic priorities, operational objectives, policies, service levels, and performance measures.
Provide administrative oversight and lead direction to assigned staff; coordinate work priorities, establish performance expectations, and promote accountability and continuous improvement.
Develop and implement long-range fleet lifecycle strategies, including vehicle replacement schedules, acquisition planning, vehicle assignments, utilization, and disposal.
Develop, administer, and monitor fleet operating and capital budgets; evaluate expenditures, forecast resource needs, and recommend cost-effective strategies.
Coordinate fleet electrification, alternative-fuel vehicle, telematics, and emerging-technology initiatives to improve efficiency and support sustainability objectives.
Oversee fleet acquisitions, vendor agreements, maintenance contracts, leases, rentals, warranties, and outside repair services; monitor vendor performance and contractual compliance.
Oversee compliance with applicable CARB, DMV, DOT, EPA, air quality district, and vehicle emissions requirements.
Develop and evaluate fleet performance metrics, including utilization, maintenance costs, downtime, fuel consumption, emissions, and customer service; prepare reports and recommendations.
Serve as the primary liaison with operational departments, Procurement, Finance, Safety, Risk Management, Information Technology, vendors, and regulatory agencies to address fleet needs and priorities.
Evaluate fleet policies, processes, and service delivery methods and identify opportunities to improve efficiency, reliability, regulatory compliance, and overall program effectiveness.