Service Writer - 0526

City of Greenville•475 Fairforest Way - Greenville, SC

7d•Hybrid

About The Position

Under regular direction and in compliance with standard operating procedures and policies, receives repair requests from vehicle operators and creates work orders in the fleet management information system (FMIS). Retrieves information from vehicles data plates, determines nature of service utilizing diagnostic equipment, and visually inspects all areas of vehicle (i.e. under hood, beneath vehicle, etc.). Coordinates needed maintenance/repairs with Mechanics. Creates, tracks, and closes invoices and purchase orders (POs) for outside repairs. Provides general administrative support for the division by typing correspondences, memos, reports, and other written material as assigned. Subject to on-call availability and overtime. May be required to work special events after hours as needed.

Requirements

High school diploma or equivalent.
Over one (1) year of experience in service writing or automotive repair.
FEMA ICS 100, 552, and 700, within three (3) months of employment.
Valid South Carolina Class D Driver's License.
Knowledge of: Vehicle/equipment system operations.
Knowledge of: Fleet management information systems.
Knowledge of: Basic accounts payable procedures.
Knowledge of: Fleet/automotive repair scheduling.
Knowledge of: National Highway Traffic Safety Administration (NHTSA) safety issues and recall procedures.
Ability to: Utilize an automated fleet management information system to track vehicle/equipment maintenance and to look up vehicle data.
Ability to: Maintain detailed records of vehicle service and inspection.
Ability to: Communicate effectively with customers and mechanics.
Ability to: Use effective judgment in discussing and resolving customer related issues consistent with City and department policies and procedures.
Ability to: Develop and maintain cooperative and professional relationships with employees and all levels of management to include representatives from other departments, external organizations, and the public.
Ability to: Maintain excellent organization and attention to detail; develop and maintain filing systems; and maintain complex records using a variety of source materials.
Ability to: Read and comprehend service manuals.
Ability to: Deal with a system of real numbers; and practical application of fractions, percentages, ratios/proportions and measurement.
Ability to: Write reports and emails using proper format, punctuation, spelling and grammar.
Ability to: Drive a City vehicle.
Ability to: Use hand tools, diagnostic machine, calipers, micrometers, and various other equipment to assess vehicle maintenance requirements.
Ability to: Operate general office equipment to include scanner, printer, copier, telephone, and computer with Microsoft Office Suite.
Ability to: Utilize specialized software and systems to include purchasing system, timekeeping system, and fleet management information systems.

Responsibilities

Receive repair requests from vehicle operators and create works order in FMIS.
Analyze FMIS for out-of-date work orders, close job orders, and correct job orders as needed.
Ensure accuracy when opening work orders, including recording the correct vehicle mileage.
Receive completed work order and verify all labor charges and date/time vehicle was returned to service.
Record all repair codes and close work order.
Match the repair request to the printed work order and file accordingly.
Remove and store old work orders as needed.
Assist in scheduling repairs and preventative maintenance services including reminding departments of overdue maintenance.
Maintain the Vehicle Repair Status calendar by recording vehicle status on the ready line (i.e. out for repair, or waiting on parts).
Assist Shop Foreman in dispatching mechanics to road calls.
Create, track, and close invoices and POs accurately for outside repairs.
Coordinate with vendors to verify quality control of repairs.
Research repair invoice discrepancies, correct discrepancies once found, and document all corrected discrepancies.
Assist vendors with end of the month/year reports to ensure prompt payment of invoices in the correct month/year.
Enter requisitions and purchase orders in the FMIS.
Track and maintain all warranty issues by coordinating with operators and vendors to make prompt repairs in accordance with the applied warranty.
Coordinate and track all vehicle recalls for accurate safe repairs of vehicles in accordance with vendor recall notice.
Research, quarterly, the national recall data base for any recalls that would apply to City vehicles.
Provide general administrative support for the division by typing correspondence, memos, reports, meeting minutes, and other written material as assigned.
Make copies for distribution.
Schedule and coordinate meetings and keep daily schedule.
Manage division files, order office supplies as needed and manage office equipment contracts and service needs.
Act as primary customer service representative, answering calls for Fleet Services, and informing division management of the nature of calls and/or requests.
Retrieve information from vehicle data plates to enter into FMIS.
Analyze fluid leaks (i.e. oil, hydraulic, brake, etc.) to determine type and nature of leak.
Determine nature of service utilizing diagnostic equipment and visually inspecting all areas of vehicle (i.e. under hood, beneath vehicle, etc.).
Coordinate needed maintenance/repairs with Mechanics.
Perform other duties as assigned.