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Administrative Supervisor - GS1001 - FLEET SVCS - VEHICLE MAINT City of Denton Job Description Title: Administrative Supervisor Position ID: GS1001-820100 Department/Division: Fleet Services Reports to: Fleet Services Superintendent FLSA Designation: Non-Exempt Safety Sensitive: Yes DOT: Yes Definition: Responsible for assisting the Director, Fleet Superintendent and other Fleet staff with a variety of technical, administrative and operational functions. Management of the City's asset replacement, fuel supply, and asset disposal programs and processes. Assists with financial management, including monitoring of the Fleet Services budget and Capital Improvement Programs. Essential Functions: Manages City of Denton's annual fleet replacement program including developing vehicle and equipment technical specifications, reviewing vehicle replacement plan with customer departments and recommending program changes Assists in the preparation of agenda items as required for the Solicitation Review Committee, Public Utility Board and the City Council Periodically represents Fleet Services at Public Utility Board meetings and City Council, presents information and responds to questions Creates draft reports and provides back up information for agenda items Obtains vehicle and equipment quotes from vendors per specifications, coordinates equipment demonstrations with operating departments, ensures vehicle purchases comply with Purchasing and contract requirements Monitors vehicle purchase compliance with the Clean Fleet Vehicle Ordinance Policy, Green Fleet Policy and the Sustainability Policies Coordinates delivery and inspection of new vehicles and equipment received from vendors, inputs new vehicle data into FASTER fleet software, tracks orders and initiates payment processing Meet with vendors, stays abreast of latest vehicle and equipment technology Maintains vehicle specifications and technical reference library Develops "scope of work" specifications for vehicle and equipment RFP's for multi-year purchasing contracts Represents Fleet Services on RFP evaluation panels Assists with development and monitoring of vendor contracts connected with Fleet projects Manages the fuel supply for City of Denton's fuel sites, monitors fuel inventory levels, orders and accepts fuel deliveries. Manages the automated fuel system, hardware and software. Monitors fuel transaction data, corrects data input errors, updates fuel system database as required, monitors auxiliary tank usage Troubleshoots fuel hardware malfunctions using diagnostic tools; provides corrective maintenance and manages vendor repairs; schedules preventative maintenance on fuel equipment Manages WEX fuel card program, transactions and card ordering for emergency vehicles Performs regular fuel site inspections and maintains records to ensure compliance with all TCEQ and federal mandated laws and regulations Maintains UST certificates with TCEQ annually Provides GHG report annually for DFW Clean Cities Reviews fuel and vehicle data, prepares fuel cost forecasting and usage reports for annual budget, manages fuel pricing, ensuring correct customer pricing as fuel is delivered Attends training on legislation and regulations related to fuel storage and dispensing Assists the purchasing department with specifications for fuel contracts Responds to regular and after hour requests for assistance with fuel site failures Performs research for the Fleet Services Department and operating department customers, particularly in the areas of cost management, vehicle replacement cycles, performance benchmarking, action plan tracking, and staffing requirements Assists in the development and monitoring of the operating budget Assists in the development and compilation of the Capital Improvement Programs Conducts fleet analyses and special studies to implement quality service and suggests operational improvements Conducts comparison surveys of Fleet Services rates and makes recommendations to management Assists in the development of productivity measurements, work standards and processes by tracking fleet data trends Manages GPS systems, hardware and software configuration, customer interface and training, and data tracking Provides support to the Fleet Services staff as a technical reference for fuel and GPS programs Manages oversight of the online auction process for fleet vehicle and equipment disposals Coordinates department turn in and decommissioning of vehicles, organizes and communicates of equipment data to the auction vendor, and assigns keys and titles to successful bidders Monitors, maintains, and troubleshoots Alemite oil dispensing software and hardware Assists IT and vendor engineers in maintaining functionality of fleet software systems Supervises Fleet Administrator position and Management Analyst; evaluates the performance of staff; interviews and selects employees for vacancies; terminations and disciplinary actions; plans, coordinates and facilitates employee training and development Serves as the Fleet Department backup Timekeeper Creates maintenance work orders as required Maintains regular and punctual on-site attendance Additional Duties: Performs other duties as assigned Minimum Qualifications / Acceptable Equivalency: Associates degree with four to six years of progressively responsible experience in development of vehicle and equipment specifications and operation and maintenance of a fleet fuel program OR Bachelor's degree from an accredited college or university with two years of progressively responsible experience in development of vehicle and equipment specifications and the operation and maintenance of a fleet fuel program OR Any combination of related education, experience, certifications and licenses that will result in a candidate successfully performing the essential functions of the job Core Competencies: Ability to get along with customers and co-workers Ability to form and maintain effective relationships with co-workers and customers Must possess required knowledge, skills, abilities and experience and be able to demonstrate with or without reasonable accommodations, that the essential job functions of the position can be performed Knowledge of fleet fuel operations, fuel pricing, equipment and inventory management Knowledge of current and emerging technologies in fuel and alternative fuels Ability to make independent investigations and exercise analytical judgment in recommending program changes Knowledge and ability to prepare vehicle and equipment specifications Knowledge of City, State and Federal guidelines to ensure compliance Skill in computer use and software applications Ability to provide hands-on training to customers and Fleet staff Skill in providing excellent customer service Preferences: Must have a valid Texas Class “B” C.D.L. driver’s license Bachelor’s degree Knowledge of skills, procedures, tools used in the diagnostics, repairs, and maintenance of fueling equipment Experience using FASTER fleet management software Experience using EJ Ward fuel software Conditions of Employment: Must have and maintain a valid Class “C” Driver’s License and valid state required minimum automobile liability insurance prior to employment (must obtain Texas Class “C” driver’s license and state required minimum automobile liability insurance within 90 days of hire per state law) Must pass a drug test, driver’s license check, criminal history background check, and social security number verification check Must possess and maintain a valid Class “B” CDL driver’s license OR must possess a valid Class C driver license with a good driving record and the ability to obtain a Class B CDL within six (6) months of employment Must pass a physical examination Must have an Underground Storage Tank (UST) Facility Class A and B Operator License within 6 months of employment Must be able to work a schedule of Monday through Thursday, 7:00 a.m. – 4:00 p.m. (hours are subject to change based on customer needs); overtime and emergency call-in, as needed Physical Requirements: Overall Strength Demands: The italicized word describes the overall strength demands of the functions performed by the incumbent during a typical workday. Sedentary – lifting no more than 10 pounds Light – lifting no more than 20 pounds; carry up to 10 pounds Medium – lifting no more than 50 pounds, carry up to 25 pounds Heavy – lifting no more than 100 pounds, carry up to 50 pounds Very Heavy – lifting more than 100 pounds, carry more than 50 pounds Physical Demand Codes: The following describes if the incumbent is expected to exert the following physical demands during a typical workday and the overall frequency. Codes for “how often”: Y = Yes N = No E = extensive (100-70%) M = moderate (60-30%) I = infrequent (20-10%) A = almost never (<10%) Task: Code: Standing: M Sitting: M Walking: M Lifting: I Carrying: I Pushing/Pulling: A Overhead Work: I Fine Dexterity: M Kneeling: A Crouching: A Crawling: A Bending: M Twisting: M Climbing: A Balancing: N Vision: E Hearing: E Talking: E Video Display: E Other: Machines, Tools, Equipment and Work Aids: The essential functions of this position require the use of hand tools in order to remove and repair equipment, and the use of safety glasses/goggles. Environmental Factors: The essential functions of this position are performed inside and outside throughout the year; requires work in high/low temperatures equally and high humidity throughout the work year; requires exposure to noise, chemicals, fumes, dust, gas, and operation of a motor vehicle and equipment. This job description is not an employment agreement, contract agreement, or contract. Management has exclusive right to alter this job description at any time without notice. ADA/EOE/ADEA Effective Date: 2/27/2016 Revision Date: 7/14/2021