Fleet Service Advisor

SERVE

At the City of Plano, our values make us who we are and guide us as we SERVE our city. As members of Team Plano, our organizational Values (what is most important to us) make up the acronym, SERVE (Stewardship Engaged Respectful Visionary Excellence).

Job Details

Be a part of an essential team that keeps the wheels turning for the City of Plano Police, Fire-Rescue, and Public Works departments. This position supports our Fleet Services operations at the Fleet Services Building located on 4200 West Plano Parkway by greeting City customers with vehicle service requests and serving as the main point of contact for City customers and vendors.

The selected candidate will also assist in data entry, scanning, filing, invoicing and accounts payable as needed. Automotive experience is a plus.

The hourly rate for this position is $The target hiring range for this position is $21.50 - $24.73 depending on qualifications.

Hours are Monday through Friday 7:00 AM to 3:30 PM.

Summary of Duties: The Fleet Representative is responsible for reviewing requests for service; generating, coordinating, and closing work orders; assuring accuracy of preventive maintenance work and records; tracking and verifying vendor charges for sublet services provided; and notifying departments when repairs are completed.

Examples of ESSENTIAL JOB FUNCTIONS

Management reserves the rights to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Initiates work orders in response to requests for service, safety, or preventive maintenance scheduling. Forwards work orders to supervisors according to type of vehicle and service required.

• Enters service requests into work management software system; reviews completed work orders for accuracy; updates status of individual units; coordinates communication among customers, vendors, technicians, and parts providers as required; and notifies user departments when work has been completed.

• Works with departments to schedule vehicles and equipment for preventive maintenance and coordinates same with supervisor. Generates monthly preventive maintenance schedule for Police and Fire departments and updates report status daily.

• Coordinates closing of service request work orders by determining the accuracy of recorded time and parts and by verifying work was completed. Corrects work orders as required.

• Manages vendor relations. Obtains estimates from vendors or contractors for outside repair work. Monitors status and completion of sublet repairs and verifies accuracy of cost charged to work orders.

• Arranges for service calls to vehicles on the road by placing service request calls to appropriate vendors or contractors. Maintains vehicle keys.

• Performs other general office duties including maintaining various logs and records; responding to intercom or radio calls; and verifying identities and appropriate authorizations for access to Fleet property and equipment.

• Regular and consistent attendance for assigned work schedule is essential.

Marginal Duties:

• Performs other duties as assigned.

Typical Decisions: Determines whether a vehicle or rolling stock unit is due for scheduled preventive maintenance based on time or fuel usage.

Recommends unit be taken out of service for repairs for safety reasons and/or priority of repairs required. Corrects errors found on work orders for commercial charges. Determines accurate coding for technician's labor charges and corrects as required.

Determines whether required work has been completed according to work order. Reviews work orders to ensure data is entered correctly and noted properly. Determines whether parts are properly charged and whether all parts are on the work order; makes corrections as needed. Determines when work orders should be closed, and closes them in the work order system according to procedures.

Minimum Qualifications:

Knowledge of: Data entry into a computerized software system; general office operations; and mathematics sufficient to perform basic mathematical calculations.

Skill in: Effective verbal and written communication and operation of a computer keyboard to perform data entry and other computerized operations.

Requires ability to utilize accounting software (JD Edwards preferred) and standard office software including spreadsheets, word processing, and electronic mail. Requires knowledge of general office operations and equipment. Requires attention to detail and the ability to review and accurately correct work orders when data is missing or inaccurate. Requires ability to determine whether vehicles are due for preventive maintenance/repairs according to schedules and procedures, and to determine what maintenance/repairs are required.

Education: High school graduate or GED.

Experience: Three (3) years of general office experience which includes one year of experience providing service and information to customers, and which includes six months of experience performing data entry into a computerized software system. Experience using fleet management software or related experience entering work orders is preferred (FASTER Web preferred). Prior customer service in an automotive or municipal fleet department is preferred.

Any work-related experience resulting in acceptable proficiency levels in the above Minimum Qualifications is an acceptable substitute for the above specified education and experience requirements

Licenses and Certifications: Texas Class C driver's license (must obtain within 30 days of hire per state law).

Conditions of Employment: Must pass a drug test, driver license check, criminal history background check, periodic CJIS background check (for positions requiring access into Police buildings) and social security number verification check.

Physical Demands and Working Conditions: This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required.

Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment; vision to read printed materials and a computer screen; hearing and speech to communicate in person and over the telephone. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects weighing up to 25 pounds.

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

The above statements are intended to describe the general nature and level of work being performed and are not intended to be an exhaustive list of all responsibilities, duties and skills which may be required. The position also requires meeting the essential requirements of the Physical Demands and Working Conditions, with or without reasonable accommodation.

Equal Employment Opportunity

Equal Opportunity Employer - EOE/M/F/V/D

Open positions are subject to close without notice.