Fleet Manager II (Public Works)

Revised: December 2015 Replaces: July 2015 Fleet Manager II (Public Works) Job Title: Job Description Number: 2507 Department/Division: Public Works/Fleet Exemption Status: Exempt Pay Grade: 112 Immediate Supervisor: Assistant Public Works Director Normal Work Schedule: Mon-Fri, 8 hours/day Brief Description of the Job: Manage the overall maintenance operation of the City Fleet Services Division. Review repair requests, repair cost, and availability records to identify inefficient operation. Develop reports that analyze the economic performance of the fleet, make recommendations, or take corrective action that would improve the fleet s efficiency. Prepare and administer the annual fleet services budget, fleet operation budget and mobile communications budget. Develop, solicit, and manage contracts for various types of fleet repairs and services with outside vendors. Essential Functions: Manage the overall operation and budget of the Fleet Services Division (40%): Analyze various performance/operation reports and budget/finance documents. Develop benchmarks and best practices guidelines for the division. Prepare and administer the annual Fleet Services budget, fleet operation budget and mobile communications budget. Assure a safe and efficient fleet of vehicles and equipment by reviewing repair request, repair cost, and availability records to identify inefficient operation. Make periodic inspection of vehicles for safety or maintenance-related problems. Develop and administer policies relating to vehicle use. Coordinate the efforts of the fleet reduction committee. Develop and manage contracts for various types of fleet repairs and services. Determine the priority and extent of the most costly or critical vehicle repairs by monitoring City mission and objectives. Develop a vehicle replacement program by researching current standards of vehicle use and cost of operation with other agencies and the private sector, assess the condition, cost of operation, availability, and technological outdating of the fleet. Develop recommendations for funding and cost allocation methods for vehicle replacement. Develop specifications for the purchase of vehicles and fleet related supplies. Approve receipt and compliance to specification of all vehicles/equipment and fleet related supplies. Determine when a vehicle/equipment is no longer economical or technologically useable. Prepare the vehicle for disposal or arrange with Purchasing for its sale. Work with the auctioneer to assure the City s optimum return from vehicle sale. Manage the confiscated vehicle impound lot. Develop additional revenue sources for the City. Assure the efficient operation of all computer systems used for fleet management. Develop database programs, reports, and analytical spreadsheets. Manage the take-home vehicle program by assuring that all City employees using a city vehicle for commuting purposes understand the IRS requirements. Work with payroll to assure City compliance with IRS regulations. Supervise City Fleet Staff (25%): Directly and indirectly monitor the activity of the division. Oversee all fleet maintenance activities. Supervise Garage Superintendent, Shop Foremen, Mechanics, Service Writers, Parts Supervisor, and Administrative Assistant. Direct and evaluate staff, process employee concerns and problems, direct work, counsel, coach, discipline and complete employee performance Page 1 of 5

evaluations. Recommend hiring, promotions, terminations, and other personnel-related issues. Provide or coordinate staff training and work with employees to correct deficiencies. Plan, direct, coordinate and review work plans for assigned staff. Assign work activities, projects, and programs. Review and evaluate work methods and procedures. Meet with staff to identify and resolve problems. Consult with assigned staff, assists with complex/problem situations, and provides technical expertise and coordinate training activities. Monitor and evaluate the efficiency and effectiveness of service delivery methods and procedures and recommend departmental policy and appropriate service and staffing levels. Develop and enhance productivity by monitoring division work methods. Allow flexibility in work activities by developing contingency plans for crisis situations and anticipating variations in work flow. Ensure subordinates' compliance with all applicable laws and regulations, City and department policies and procedures, and standards of quality and safety. Oversee ASE certification incentive program, ensuring all employee records are up to date and processed in a timely manner through Human Resources. Assist in the posting, screening and hiring of vacant positions as needed. Administer External Vendor Contracts (20%): Administer contracts with external vendors, providing facilities management-related services to the City. Responsible for collaboration, coordination, and development of RFP, proposal, and selection of vendors. Request proposals, interpret, and implement financial aspects of contractual agreements. Monitor and track contracts to ensure that all services provided are of the highest quality and consistent with terms of contract. Coordinate effective resolution of vendor issues. Analyze cellular telephone usage and restructure rate plans or recommend corrective action to reduce the cost of cell phone operation. Assure the most economical and effective cellular telephone operation. Manage the operation, maintenance, and repair of mobile radio equipment by developing and administering contracts with vendors, monitoring repair cost, developing specifications for new radios, acquiring and maintain the required Federal Communications Commission License. Ensure Safety and Manage Risk (15%): Assure fleet and division compliance with OSHA, DHEC, DOT, and EPA regulations. Develop policies and procedures for the safe, secure, and efficient operation of the supply operation. Work with all Fleet Services employees to ensure that they understand and comply with safety policies and procedures to prevent accidents related to fleet vehicle maintenance and usage. Conduct monthly division safety meetings providing pertinent updates on safety issues and problems, demonstrating use of necessary safety equipment required for the job, and obtaining sources for training aids such as videos, booklets, magazines, and trade magazine articles. Conduct reviews of all injuries and accidents, and implement changes and/or training to enhance safety practices. Investigate accidents or incidents where the operation of the vehicle was thought to have contributed to the cause. Ensure that accidents are reported to Assistant Director and Director of Public Works, as well as the Employee Health Clinic within required timeframes, and take corrective action regarding accident investigations. Other duties and responsibilities as assigned. Physical Demands Overall Strength Demands: Medium strength demands include exerting 20-50 pounds occasionally, 10-25 pounds frequently, or up to 10 pounds constantly. Physical Demands: Continuously requires vision and talking. Frequently requires standing, vision, hearing, walking, and sitting. Occasionally requires reaching, climbing, crouching, fine dexterity, handling, kneeling, foot controls, twisting, lifting, crawling, balancing, carrying, pushing/pulling, and bending. Page 2 of 5

Machines, Tools, Equipment, and Work Aids: Calculator, printer, phone, computer, two-way radio, and various shop equipment. Computer Equipment and Software: Microsoft Office H.T.E. NaviLine, ExecuTime, Fleet management software, maintenance manuals, diagrams, and vehicle schematics. Working Conditions Overall Working Conditions: Disagreeable: Frequent exposure to unpleasant environmental conditions and/or hazards. Little physical effort is required. Environmental Factors: Daily exposure to respiratory hazards, noise and vibration, and physical hazards. Weekly exposure to extreme temperature, wetness and/or humidity. Health and Safety: Daily exposure to mechanical hazards. Weekly exposure to chemical hazards. Monthly exposure to electrical hazards, fire hazards, and communicable diseases. Primary Work Location: Office Environment, Shop, and Vehicle. Protective Equipment Required: Safety shoes, eye protection, hearing protection, gloves. Non-Physical Demands Frequently requires time pressures, frequent change of tasks, performing multiple tasks simultaneously, noisy/distracting environment, and working closely with others as part of a team. Occasionally requires emergency situations, irregular schedule/overtime, and tedious or exacting work. Job Requirements Formal Education: Two year Associate s degree or equivalent in Business Administration, Public Administration, or related field is required. Experience: Over four years of experience in supervision or management are required, preferably in a maintenance environment. Driver s License Required: Class D South Carolina license. Certifications and Other Requirements: Must have or obtain within one year of employment certifications as APWA Certified Public Fleet Professional and ASE Master Mechanic. Job Demands Reading: Advanced Level: Ability to read, analyze, and interpret general business periodicals, professional journals, technical journals and procedures, financial reports, legal documents, and governmental regulations as well as literature, books, reviews, reports, and abstracts. Position requires the ability to read budget worksheets, technical manuals, government and EPA regulations, and compliance manuals, vehicle schematics, and technical diagrams, as well as professional fleet publications and correspondence. Page 3 of 5

Math: Intermediate Level: Ability to deal with a system of real numbers; and practical application of fractions, percentages, ratios/proportions and measurement. Position requires the ability to perform budget calculations and forecasts for fiscal expenditures to present to City Council, as well as the ability to calculate vehicle depreciations, using appropriate matrix or designated procedures. Writing: Advanced Level: Ability to write policies, contracts, speeches, formal presentations, and/or technical and legal documents and correspondence. Position requires the ability to prepare reports, budget summaries, contracts, professional letters/correspondence, meeting minutes, emails, employee performance evaluations, and City Council briefings. Human Collaboration Skills: Recommendations regarding policy development and implementation are made and/or recommended. Contact may involve support of controversial positions or the negotiation of sensitive issues or important presentations. Evaluates customer satisfaction, develops cooperative associations, and utilizes resources to continuously improve customer satisfaction. Work has a moderate impact on the organization. External contacts include management representatives of Christopher Trucks, Greenville Tractor, Blanchard Machine, Spring Service, and City Welding. Internal contacts include all City departments, but especially the Operations Police Captain, Solid Waste Manager, Waster Water Operations Manager, Storm Water Operations Manager, and Assistant Administrator for Parks & Recreation. Management and Supervision: Work requires managing and monitoring work performance by directing subordinate supervisors, including making final decisions on hiring and disciplinary actions, evaluating program/work objectives and effectiveness, and realigning work and staffing assignments, as needed. Semi-complex scope of supervision. This position is responsible for supervising the positions of Shop Superintendent, Shop Foreman, Parts Supervisor, Parts Technicians, Mechanics, and Administrative Assistant. Technical Skill: Skilled: Work requires a comprehensive, practical knowledge of a technical field with use of analytical judgment and decision-making abilities appropriate to the work environment of the organization. Comprehensive application: Consequences of work affect large groups as well as the customer-base at large. Fiscal Responsibility: Position develops the budget for a division and/or multiple programs and projects. Has responsibility for recommending requests to the Department head. Recommends to department head execution of procurement documents, journal entries, and budget transfers. Freedom to Act and Impact of Action Receives Limited Direction: The employee normally performs the duty assignment according to his or her own judgment, requesting supervisory assistance only when necessary. Special projects are managed with little oversight and assignments may be reviewed upon completion. Performance reviewed periodically. Significant impact of action: Considerable benefits or costs in time, money, or public/employee relations. Disclaimer Page 4 of 5

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. Page 5 of 5