Fleet Acquisition & Replacement Coordinator

General Description of Duties

NOTE TO INTERNAL APPLICANTS: INTERNAL CANDIDATES IN THE SAME CLASSIFICATION AND/OR PAYGRADE AS THE POSITION POSTED WILL NOT RECEIVE A PAY ADJUSTMENT IF SELECTED.

Under general supervision, the purpose of this position is to administer the County's fleet acquisition and replacement program. Employees in this classification function at journey professional level to perform detailed work related to procuring and disposing of various types of County vehicles and specialized equipment. Work involves communication with vendors and departmental officials regarding purchasing, receiving, and disposing of vehicles and equipment.

Essential Job Functions

The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. It is not necessarily descriptive of any one position in the class. The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position.

• Performs routine and moderately complex purchasing work according to generally accepted public procurement principles, established procedures, departmental guidelines, and regulatory requirements applicable to the work.

• Prepares specifications for the procurement of all types and classes of vehicles and specialized equipment.

• Reviews solicitations for responsiveness to specifications, conditions, andrequirements; Works with department users to evaluate bids to ensure compliance withprocurement policies and regulations while fulfilling department needs; Reviews requisitions for purchase orders; Maintains a file of vendors and checks pricing.

• Tracks purchase requisitions and purchase orders on computer; Investigates any outstanding purchase orders; Works closely with requesting divisions/offices and the supplier to reconcile problems pertaining to invoices, delivery of goods, or other procurement processes.

• Receives and ensures vehicle and equipment compliance with procurement specifications; Enters new vehicle and equipment acquisition data into fleet management information system.

• Supervises the receiving process; Completes application for vehicle title, licensing, and registration.

• Assists with the development of department annual vehicle and equipment replacement budget.

• Analyzes various data and costs to establish criteria standards for replacement decisions.

• Provides accurate information, data, and reports to the Fleet Services Director.

• Monitors and tracks, surplus equipment from fleet management information system changing status and coordinates disposition.

• Communicates with vendors on product pricing, specifications, and availability; Participates in bid reviews with vendors; Discusses results with department users.

• Conducts meetings, interacts with vendors, evaluates new products, and solicits user feedback for needed goods and services; Coordinates and conducts annual fleet replacement meetings and with County departments/offices.

• Provides support to department staff in processing requests for proposals and other complex procurements.

• Performs various administrative support duties, e.g. filing materials, copying documentation, entering data into computer system.

• Performs duties as assigned/necessary which are related, or logical in assignment to the position.

Minimum Qualifications

Education: Bachelor's Degree in Business Administration/Management, Public Administration, Financial Management or closely related field.Certified Professional Public Buyer certification preferred.

Experience:Five (5) years of professional experience in procurement. Three (3) years public sector procurement experience preferred. Experience purchasing automotive vehicles and equipment preferred.

Miscellaneous:

• An equivalent combination of training, experience, and/or certifications may be used to substitute education requirement.

• Must possess and maintain a valid Florida Driver's License.

Knowledge, Skills and Abilities

• Considerable knowledge of basic public purchasing and general accounting principles and techniques.

• Skill in performing routine to moderately complex mathematical computations and tabulations accurately and efficiently; intermediate level business mathematics, including addition, subtraction, multiplication, division, percentages, and decimals. Knowledge of pre-established local, State, and Federal policies, procedures, and regulatory requirements applicable to the work.

• Knowledge of automotive, construction, emergency services and public works vehicles and equipment, their design, manufacture processes, equipment maintenance needs and after service sales requirements.

• Knowledge of disposition procedure related to government equipment.

• Ability to effectively communicate both orally and in writing.

• Ability to utilize personal computers, standard office equipment and standard software applications, e.g., word processors, database software, spreadsheet applications.

• Ability to read and interpret technical and legal documents, operation and maintenance instructions, and policy and procedure manuals.

• Ability to establish and maintain effective working relationships with unit employees, employees in other departments, public/private sector contacts, vendors, and the general public.

• Ability to maintain effective records maintenance and file management systems. Ability to organize work, establish priorities, meet established deadlines, and follow up on assignments with a minimum of direction.

• Skill in preparing complex correspondence, summaries, and reports in a clear and concise manner; skill in business English, e.g., correspondence formats, spelling, punctuation, and grammar.

• Ability to access, operate and maintain various software applications.

• Skill in reading, updating, and maintaining various records and files; skill in complex administrative support functions, e.g., records maintenance, data analysis, reports processing, documentation proofing.

PHYSICAL DEMAND REQUIREMENTS:

• Physical Demand: Light

• 20 pounds maximum lifting.

• Frequent (up to 2/3 of the work time) lifting, carrying up to 10 lbs.

• If less lifting involved will require significant walking/standing may be required. If mostly sitting is involved will require push/pull on arm or leg controls.

• Expressing or exchanging ideas by spoken word or perceiving sound by ear. Good eyesight for production or safety of self and others.

• Physical agility is required in kneeling, bending, stooping, and reaching. Required to have clear vision at distances of 20 inches or less.