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