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HomeMy WebLinkAboutFleet Services ManagerJEFFERSON COUNTY JOB DESCRIPTION Position: Fleet Services Manager FSLA: Exempt -Administrative Department: Central Services UNION: Exempt Annual Hours Worked: 2080 Adopted: August 2017 Exempt Salary System Grade: MGR18 Approved: Human resources Manager 1.0 MAJOR FUNCTION AND PURPOSE 1.1 Persons in this position are responsible for the overall management of the Fleet Services Division; the Equipment Rental and Revolving (ER&R) Fund; the purchase, maintenance, repair, management and remarketing of fleet vehicles, trailers and equipment; the purchase of equipment, materials, supplies and services required by the Division's operations; the materials and supplies required by the Roads Division, including aggregates and surface -mine administration; and the planning, organizing and directing of all operations of the Division. Persons in this position also manage a primary, staffed shop facility, additional facilities staffed only by Public Works employees and additional unstaffed facilities, which includes the repair, maintenance and upgrades of buildings, fuel sites, above- and underground -storage tanks and various related facility systems. 2.0 SUPERVISION RECEIVED 2.1 Persons in this position are given significant discretion, within the scope of policy and regulations, in the routine performance of their duties; supervision and guidance is received from the Central Services Director. 3.0 SUPERVISION EXERCIZED 3.1 Persons in this position direct the personnel of the Division, which includes Mechanics at Levels I, II and III, and lead/supervisory positions, and implement supervisory and management responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring and training employees; planning, assigning and directing work; appraising and rewarding performance; disciplining and firing employees; addressing complaints; and resolving problems. 4.0 SPECIFIC DUTIES AND RESPONSIBILITES 4.1 Planning: Formulates and implements long-range asset purchase and management policies. Evaluates time lines, staffing and production levels. Ensures tasks completed appropriately. Works with supervisors to accomplish tasks and set minimum standards. Works with various state, county, or city agencies and other divisions and/or departments to address County -wide fleet requirements. 4.2 Develops contracts and bid specifications in collaboration with Public Works leadership and other customers for fleet assets and roads materials. Reviews final documents for accuracy. 4.3 Develops standard performance criteria and goals for Division programs. Meets the needs of internal and external fleet, shop -facility and materials customers with regard to needs, desires and costs. 4.4 Establishes terms and charges for the sale of any material or supplies which have been purchased, maintained or manufactured through the ER&R Fund. Jefferson County Job Description: Fleet Services Manager Page 2 of 4 4.5 Establishes rates for fleet -asset rental to cover all costs of maintenance, repair, material and supplies utilized in the operation and maintenance of each asset and future asset replacement. 4.6 Plans and develops Division programs, which may include pits, quarries, mechanical shops, part stores, fuel depots, equipment rental services, motor pool services and other transportation services, and evaluate results on a cost -reimbursement basis. 4.7 Collaborates in administration of system to track inventories and evaluate rental rates. Oversees inventories of equipment, supplies and materials and requisitions replacements. Collaborates with accounting staff to maintain accurate records on materials, time and equipment. 4.8 Develops work methods and practices to increase efficiency and ensure a quality product and employee safety. 4.9 Training: Organizes, plans, manages and directs implementation of the Division training program. 4.10 Safety: Organizes, plans, manages and directs implementation of the Division safety program. Ensures that employees obtain and maintain all required certifications, pass all required tests and any other safety training required. 4.11 Develops and monitors Division programs, budgets, long range goals and objectives. Authorizes with concurrence of supervisors all Division budgeted purchases and expenditures in accordance with Department Policy. 4.12 Collaborates with the Public Works Director/County Engineer in the implementation of Division maintenance plans and programs. 4.13 Maintains fleet radio systems including antenna/tower systems and associated FCC licenses. 4.14 Ensures compliance with all Federal, State and local certifications, permits, materials use and disposal and best management practices for all areas of the Division's operations. Goes beyond mandates when practical to improve the efficiency and cost-effectiveness and to reduce environmental impacts of the fleet and related operations. 4.15 Performs other tasks as directed. 5.0 REQUIRED KNOWLEDGE AND ABILITIES 5.1 Language Skills: Ability to read, analyze and interpret scientific and technical journals, financial reports and legal documents. Ability to respond to routine inquiries or complaints from internal or external customers. Ability to write reports including reports evaluating fleet costs. Ability to effectively prepare various specifications, contracts, plans and permits, and to prepare and present comprehensive reports, presentations, budgets and correspondence to top management, peers, customers, the public and boards. 5.2 Mathematical Skills: Ability to apply concepts such as fractions, percentages, ratios and proportions to practical situations. 5.3 Reasoning Ability: Ability to define problems, collect data, establish facts and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables. Jefferson County Job Description: Fleet Services Manager Page 3 of 4 5.4 Ability to research and implement new fleet management techniques. 5.5 Ability to apply knowledge of Federal, State, and local rules and regulations pertaining to equipment, materials and other Division activities. 5.6 Ability to use a personal computer and fleet -management -information software for managing, reporting and making decisions on fleet lifecycles, Division performance, fleet asset profit/loss, material inventories, supplies, contracts. 5.7 Implement and maintain sound organizational practices. 5.8 Maintain a high standard for accuracy, completeness and efficiency in the preparation or reports and budgets. Independent and self -motivated to complete required deadlines while simultaneously completing other tasks. 6.0 MINIMUM QUALIFICATIONS 6.1 Bachelor's degree (BA) in industrial arts, mechanical technologies or a closely related field from a four-year university and three (3) years' experience in relevant, progressively responsible, fleet - management positions, including one (1) year of supervisory or lead experience; 6.2 An associate's Degree (A.A) or equivalent from two (2) year college or technical school in fleet management or maintenance, automotive -service management or a related field, and a minimum of five (5) years' experience in mechanical repair work; and three (3) years' experience in relevant, progressively responsible, municipal -fleet -management positions, including one (1) year of supervisory or lead experience; OR 6.3 High School Diploma or GED with seven (7) years' experience in fleet maintenance, automotive - service management, or related field, including three (3) years' experience in relevant, progressively responsible, municipal -fleet -management positions, including one (1) year of supervisory or lead experience. 6.4 Valid Washington State Driver's License with a driving record free of serious or frequent violations and ability to maintain a valid license. 6.5 Ability to successfully complete various required training classes and obtain certificates necessary for functional skills performance, maintenance and improvement. 6.6 Thorough knowledge of fleet -management principles, as demonstrated by previous professional experience, writing samples or attainment of one of the fleet -industry certifications. 6.7 Thorough knowledge of, ability to interpret and ability to operate according to the laws that apply to public -sector fleet and surface -mine operations. 6.8 Thorough knowledge of fleet -management -information -system databases and the practical application of such systems to accumulate and produce accurate, relevant and usable data. Jefferson County Job Description: Fleet Services Manager Page 4 of 4 7.0 DESIRABLE QUALIFICATIONS AND ABILITIES 7.1 Familiarity with vehicles, trailers, equipment, tools, instruments and techniques commonly used in the procurement and management of these items. 7.2 Ability to quickly grasp new techniques, deal with rapid changes in events, remain calm in stressful situations, relate to various personality styles in a calm, professional manner. 7.3 Understanding of the need for maintaining confidentiality of sensitive information. 7.4 Ability to read, interpret and draft vehicle and equipment specifications; ability to read and interpret vehicle and equipment drawings and technical manuals. 7.5 Ability to read, interpret, draft and direct implementation of pit (surface -mine) reclamation plans. 7.6 Ability to understand materials, oils and aggregate specifications and the needs of annual Public Works road -construction program. 7.7 Efficient and effective utilization of department personnel, funds, materials, facilities and time. 7.8 Knowledge of and experience with CAMS database software from Cascade Software systems for fleet -management purposes. 7.9 Knowledge of and experience with SQL Server Reporting Services from Microsoft, including the ability to create and revise custom reports based on fleet -management -information -system data. 7.10 Knowledge of and experience with fully -funded or revolving -fund -based municipal fleet operations, especially in an operation based on a mandated Equipment Rental and Revolving Fund. 8.0 PHYSICAL DEMANDS 8.1 While performing the duties of this job, the employee is regularly required to stand, walk, sit, talk or hear and reach with hands and arms and use hands to finger, handle, or feel objects, tool or controls. The employee is occasionally required to climb, balance, stoop, kneel, crouch and crawl. 8.2 Good health and good physical condition appropriate to the position. The employee must occasionally lift and move up to 25 pounds. Specific vision requirements include: close vision, distance vision, color vision, peripheral vision, depth perception, night vision, the ability to read small print and the ability to adjust focus. 9.0 WORK ENVIRONMENT 9.1 While performing the duties of this job, the employee frequently works near moving mechanical parts and in outside weather conditions. The employee occasionally works in high, precarious places and is exposed to toxic or caustic chemicals, risk or electrical shock and vibration. 9.2 The noise level in the work environment is occasionally loud. This job description does not constitute an employment agreement between the employer and employee, and is subject to changes as the needs of the employer and requirements of the job change.