Under regular direction and in compliance with standard operating procedures and policies, receives repair requests from vehicle operators and creates work orders in the fleet management information system (FMIS). Retrieves information from vehicles data plates, determines nature of service utilizing diagnostic equipment, and visually inspects all areas of vehicle (i.e., under hood, beneath vehicle, etc.). Coordinates needed maintenance/repairs with Mechanics. Creates, tracks, and closes invoices and purchase orders (POs) for outside repairs. Provides general administrative support for the division by typing correspondences, memos, reports, and other written material as assigned.

 Essential Functions

  % of Time

• Schedule Job Orders & Coordinate Preventive Maintenance: Receive repair requests from vehicle operators and create works order in FMIS. Analyze FMIS for out-of-date work orders, close job orders, and correct job orders as needed. Ensure accuracy when opening work orders, including recording the correct vehicle mileage. Receive completed work order and verify all labor charges and date/time vehicle was returned to service. Record all repair codes and close work order. Match the repair request to the printed work order and file accordingly. Remove and store old work orders as needed. Assist in scheduling repairs and preventative maintenance services including reminding departments of overdue maintenance. Maintain the Vehicle Repair Status calendar by recording vehicle status on the ready line (i.e., out for repair, or waiting on parts). Assist Shop Foreman in dispatching mechanics to road calls.

40%

• Coordinate & Schedule Outside Service: Accurately create, track, and close invoices and POs for outside repairs. Coordinate with vendors to verify quality control of repairs. Research repair invoice discrepancies, correct discrepancies once found, and document all corrected discrepancies. Assist vendors with end of the month/year reports to ensure prompt payment of invoices in the correct month/year. Enter requisitions and purchase orders in the FMIS. Track and maintain all warranty issues by coordinating with operators and vendor to make prompt repairs in accordance with the applied warranty. Coordinate and track all vehicle recalls for accurate safe repairs of vehicles in accordance with vendor recall notice. Research, quarterly, the national recall data base for any recalls that would apply to City vehicles.

25%

• Provide Administrative Support: Provide general administrative support for the Division by typing correspondences, memos, reports, meeting minutes, and other written material as assigned. Make copies for distribution. Schedule and coordinate meetings, keep daily schedule. Manage departmental files, order office supplies as needed and manage office equipment contracts and service needs. Act as primary customer service representative, answering calls for Fleet Services, and informing division management of the nature of calls and/or requests.

25%

• Assess Vehicle Service Needs: Retrieve information from vehicle data plates to enter into FMIS. Analyze fluid leaks (i.e., oil, hydraulic, brake, etc.) to determine type and nature of leak. Determine nature of service utilizing diagnostic equipment and visually inspecting all areas of vehicle (i.e., under hood, beneath vehicle, etc.). Coordinate needed maintenance/repairs with Mechanics.

10%

Perform other duties as assigned.

• High school diploma or equivalent.

• Over one (1) year of experience in automotive repair.

• FEMA ICS 100, 552, and 700, within three (3) months of employment.

• Valid South Carolina Class D Driver's License.

• Vehicle/equipment system operations.

• Fleet management information systems.

• Basic accounts payable procedures.

• Fleet/automotive repair scheduling.

• NHTSA safety issues and recall procedures.

• Utilize an automated fleet management information system to track vehicle/equipment maintenance and to look up vehicle data.

• Maintain detailed records of vehicle servicing and inspection.

• Communicate effectively with customers and mechanics.

• Use effective judgment in discussing and resolving customer related issues consistent with City and department policies and procedures.

• Develop and maintain cooperative and professional relationships with employees and all levels of management to include representatives from other departments, external organizations, and the general public.

• Maintain excellent organization and attention to detail; develop and maintain filing systems; and maintain complex records using a variety of source materials.

• Read and comprehend service manuals.

• Deal with a system of real numbers; and practical application of fractions, percentages, ratios/proportions and measurement.

• Write reports and emails using proper format, punctuation, spelling and grammar.

• Use hand tools, diagnostic machine, calipers, micrometers, and various other equipment to assess vehicle maintenance requirements.

• Operate general office equipment to include scanner, printer, copier, telephone, and computer with Microsoft Office Suite.

• Utilize specialized software and systems to include purchasing system, timekeeping system, and fleet management information systems.

Primary Work Location:  Office environment and Fleet maintenance shop.

Protective Equipment Required:  Safety glasses, ear plugs (as needed), and gloves.

Environmental/Health and Safety Factors:  

Occasional exposure to unpleasant environmental conditions and/or hazards. Occasional outside work. Daily exposure to noise and vibration, and respiratory hazards. Weekly exposure to wetness and/or humidity. Seasonal exposure to extreme temperatures. Daily exposure to mechanical, chemical, electrical, and fire hazards, and explosives. Monthly exposure to communicable diseases.

Physical Demands:  

Continuously requires fine dexterity, vision, hearing, and talking. Frequently requires sitting, reaching, handling, bending, and twisting. Occasionally requires standing, pushing/pulling, walking, lifting, carrying, kneeling, climbing, foot controls, balancing, and crouching. Light strength demands include exerting 20- 50 pounds rarely, or up to 20 pounds occasionally.

Mental Demands:  

Consistently requires time pressures, frequent change of tasks, performing multiple tasks simultaneously, tedious or exacting work, working closely with others as part of a team, and exposure to noisy/distracting environment. Occasionally requires irregular schedule/overtime and contact with emergency situations.

The City of Greenville is an Equal Opportunity Employer. To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions. Prospective and current employees should contact Human Resources to request an ADA accommodation.

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.