Fleet Management Administrator (admin Asst Ii)

Location
Fairfax, Virginia
Salary
$35,775.79 - $59,626.94 Annually
Posted
Oct 12, 2019
Closes
Oct 26, 2019
Ref
19-02226
Industry
Automotive
Hours
Full Time
Job Announcement

Collects and analyzes all FCPD fleet data. The data will be collected on vehicle work orders and requests with the Department of Vehicle Service (DVS) and outside vendors. The incumbent will:
  • Use DVS's Fleet Information Management Systems as well as various Microsoft Office software applications, spreadsheets, databases, and customized fleet software tools to keep track of fleet information for data analysis, information sharing, and reporting.
  • Monitor vehicle recall notices from the National Highway Traffic Safety Administration (NHTSA) and coordinate repairs and/or planned resolutions with management.
  • Maintain and manage the motor pool and key tracking systems and interact with uniform/sworn officers as well as civilian personnel for vehicle pick-ups, drop-offs and returns.
  • Manage the antique vehicle pool and specialty cause cruisers for police events and other law enforcement related activities.
  • Ensure new vehicle additions to the fleet are properly recorded and that the associated written documentation has the proper reviews and authorization.
  • Performs additional duties and responsibilities as required by the managers and supervisors.
Must have strong communication and customer service skills, the ability to work in a team environment and independently with minimum supervision. Must have the ability to use a variety of office machines, equipment, computer systems and software.

Functional areas: records management, police or legal administration, or customer service

Illustrative Duties

General Financial Duties
  • Prepares a variety of standard disbursement forms (e.g., work orders, petty cash) for routing and approval;
  • Compiles and maintains daily and weekly totals, reports, and financial statements;
  • Reconciles statements;
  • Establishes, revises and maintains accounting documents and files.
Fiscal Administration
  • Performs data entry into corporate system, e.g., routine posting and billing.
  • Reviews completed forms for accuracy and completeness;
  • May perform inquiries in internal and external databases to determine discrepancies.
Accounting
  • Performs inquiries in Purchasing/Logistics Enterprise Resource Planning systems and/or Financial Enterprise Resource Planning systems;
  • Performs basic calculations.
Purchasing
  • Orders, inventories, receives, and/or shelves routine supplies;
  • Reviews invoices/packing slips to ensure shipment is correct and follows up on discrepancies;
  • Tracks expenditures.
Scheduling & Coordinating for Others
  • Notifies all participants of meetings and other functions in advance;
  • Schedules routine meetings.
Communication
  • Produces and electronically distributes simple documents (e.g., flyers).
Office Management
  • Maintains a system for tracking the progress of work;
  • Orients new employees on procedures and systems.
General Administrative
  • Performs alpha and/or numeric filing;
  • Performs simple screening and sorting of mail;
  • Is responsible for sending dated material.
Receptionist/Public Contact
  • Refers calls;
  • Greet visitors;
  • Gives standard information in response to phone or in-person inquiries;
  • Acts as back up to other administrative positions.
Word Processing/Typing
  • Keys/types form letters, labels, simple documents and correspondence;
  • Proofs spelling.
Information Systems/Software
  • Performs data entry into multiple screens.
Payroll
  • Verifies employment on a countywide basis;
  • Inputs simple or occasional Human Capital Management Enterprise Resource Planning system entries, with review of supervisor (e.g., simple T&A).
Personnel
  • Types forms;
  • Updates personnel data;
  • Sets up agency personnel files;
  • Prints out and distributes personnel documents;
  • Files critical records (e.g., performance evaluations, PARS).


Required Knowledge Skills and Abilities

  • Knowledge of a variety of standard office procedures;
  • Knowledge of specific unit terminology;
  • Knowledge of work done in related departments.
Communication
  • Ability to read and comprehend relevant documents.
Information Abilities
  • Ability to process and integrate simple data.
Interpersonal Abilities
  • Ability to establish and maintain effective working relationships with both external and internal contacts.
Purchasing and Accounting
  • Ability to perform inquiries in Purchasing/Logistics Enterprise Resource Planning systems and/or Financial Enterprise Resource Planning systems.
Personnel and Payroll
  • Understanding of the basic PRISM functions;
  • Ability to perform inquiries (e.g., check personnel data) in Human Capital Management Enterprise Resource Planning system.
Word Processing/Typing
  • Basic skills in the use of Microsoft Word.
PC Skills
  • Basic skills in the use of applicable Microsoft software.


Employment Standards

MINIMUM QUALIFICATIONS:
Any combination of education, experience, and training equivalent to the following: high school graduation and one year of experience providing administrative support. (Click on the aforementioned link to learn how Fairfax County interprets equivalencies for "Any combination, experience, and training equivalent to")

CERTIFICATIONS AND LICENSES REQUIRED:
Valid Department of motor vehicle driver's license.

NECESSARY SPECIAL REQUIREMENTS:
The appointee to this position will be required to complete a criminal background check, a credit check, a driving record check, and public safety background check to the satisfaction of the employer.

Certain positions with financial responsibility within this class may be subject to criminal background checks and/or credit checks as a condition of hiring and periodically thereafter, as determined by the department head. An applicant or employee may be required to submit a request for a criminal background check and/or credit check to the appropriate agency. Applicants and employees within these select positions must demonstrate financial responsibility in personal finances as a condition of employment.

PREFERRED QUALIFICATIONS:
  • Experienced with Microsoft Office software applications, spreadsheets and database systems.
  • Experience in a police or legal environment.
  • Experience providing front-line customer services.
  • At least two years of administrative experience.
  • Experience indexing or retrieving records from a database.
  • Experience with data analysis.
  • Detailed-oriented and organized.
PHYSICAL REQUIREMENTS:
Ability to move, lift and carry a minimum of 15 pounds. Ability to sit and stand for long periods of time. All duties performed with or without reasonable accommodations.

SELECTION PROCEDURE:
Panel interview; may include exercise

It is the policy of Fairfax County Government to prohibit discrimination on the basis of race, sex, color, national origin, religion, age, veteran status, political affiliation, genetics, or disability in the recruitment, selection, and hiring of its workforce.

Reasonable accommodations are available to persons with disabilities during application and/or interview processes per the Americans with Disabilities Act. Contact 703-324-4900 for assistance. TTY 703-222-7314. EEO/AA/TTY.

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