Job Description: SUMMARY Working under the direction of the Fleet Director, incumbent orders, receives, and acquires parts and shop supplies for the city fleet department with a focus on fire trucks and the equipment associated with them. The incumbent performs a variety of clerical and administrative support functions including, but not limited to, greeting customers, scheduling repairs appointments, and delivering information to the Technicians. The incumbent prepares work orders by determining performance problems and services requested; verifying warranty and service contract coverage; writing repair orders; and maintaining repair records. The incumbent is expected to exercise good judgment, independence, initiative, and professional expertise in conducting day-to-day operations. All work duties and activities must be performed in accordance with the City safety rules and operating regulations, policies and procedures as well as federal, state, and local regulations. ESSENTIAL DUTIES AND RESPONSIBILITIES include the ability to interact with the public, City incumbents, and outside agencies with patience, tact, respect, and professionalism and the following. Other duties may be assigned.
- Schedules maintenance/repair appointments, supervises and manages the daily Fire Shop operation to focus on timely repairs with minimal downtime to the Fire Department.
- Promotes a positive work environment
- Issues parts, shop supplies Technicians and other city departments as needed
- Calls and answers telephone calls to and from vendors.
- Orders, receives, inspects, counts, verifies and signs for parts and supplies transactions from vendors as needed.
- Maintains and completes auto-orders daily to keep inventory in good standing
- Documents special order parts and supplies and updates expected delivery times with Operations Manager
- Prepares and requests bids and quotes as required for parts.
- Coordinates with the Office Manager to prepare and request bids and quotes for shop and parts operations as needed.
- Maintains a clean and orderly parts room
- Processes and documents warranty claims, core and parts returns
- Enters data accurately into Faster software, including, but not limited to, parts descriptions, warranties, orders, receipts, issues, etc.
- Follows purchasing guidelines administered by Operations according to state and local purchasing rules
- Research products before purchasing to provide the city with the best availability and cost options
- Opens work orders immediately upon receipt of work request and maintains work order status.
- Uses the fleet management software, Faster or PS Trax, for scheduling and data input that tracks, cause and correction for each assignment. Inputs precise notes and reviews all work order note submissions from technicians. Runs, reviews, and sends out reports from software as needed.
- Reviews and directs technicians on all defects found from Preventative Maintenance services
- Schedules and arranges sublet repairs and monitors progress to ensure timely service.
- Receives road call information, communicates with appropriate technician to dispatch outside service.
- Maintains customer rapport by explaining expected return of vehicle; obtaining and providing contact telephone numbers; answering questions and concerns; arranging towing.
- Serves as liaison between Fleet Director and departmental employees.
- Distributes daily assignments
- Participates in educational opportunities, reading manufacturers' publications to further industry knowledge
- This is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the fleet.
- In the absence of the Shop Forman will have the ability to call in staff to maintain proper staffing levels.
PERFORMANCE EXPECTATIONS The incumbent is responsible for managing their performance in accordance with this job description and the performance expectations provided to them by management. If at any time the incumbent is unsure of their role or specific responsibilities, it is the incumbent's responsibility to refer to their job description and ask for clarification from their supervisor. Management will work with the incumbent, as needed, to ensure performance expectations are clearly communicated and performance goals are achieved. SUPERVISORY RESPONSIBILITIES Directly supervises City employees in both the Parts Department and Fire Shop. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include assisting Director of Fleet Management in interviewing and hiring, training employees, planning assigning and directing work, appraising performance, rewarding and disciplining employees, addressing complaints and resolving problems. QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION and/or EXPERIENCE
- Any combination of work experience or academic pursuit equivalent to a High School Diploma, and five (5) years' experience in the automotive industry.
- Communication skills are conducive to maintaining optimum working relationships, dealing with the public and other departments.
- Basic knowledge of automotive mechanics.
LANGUAGE SKILLS Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization. MATHEMATICAL SKILLS Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percentage and to draw and interpret bar graphs. REASONING ABILITY Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. CERTIFICATES, LICENSES, REGISTRATIONS Has current CDL B permit with airbrake endorsement, valid CDL physical, and the ability to obtain an actual CDL B license with airbrake endorsement within 80 days of hire. Upon receipt of Indiana Commercial Driver's License (CDL), Class B/ individual must be able to maintain CDL certification. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to stand, walk, and sit. The employee is occasionally required to stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 50 pounds. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts, fumes or airborne particles, and risk of electrical shock. The noise level in the work environment is usually moderate.