Hybrid Fleet Support Assistant bei Clay County Sheriff's Office (FL), FL

About the Department

The Fleet Support Assistant plays a vital role in the Fleet section by keeping parts inventory, tracking vehicle maintenance records and work order, generating vendor communications, and  entering/reconciling requisitions. This position ensures the accuracy and efficiency of vehicle insurance, record-keeping, fuel management, and scheduling while maintaining compliance with agency policies and standards. Additional responsibilities include providing secondary support to the Vehicle Records and Insurance Specialist and the Parts Inventory Specialist, ensuring seamless operations during absences or high workloads.

Key duties include asserting visitor’s needs, ordering parts, processing work orders, tracking vehicle repairs, managing pool cars, and coordinating disposal paperwork. This role requires strong organizational skills, the ability to manage multiple priorities, and a customer service-oriented approach. By ensuring efficient fleet operations, the Fleet Support Assistant contributes directly to the agency’s mission and operational success.

Position Duties

• Prepare, verify, and submit Tyler Munis requisitions for supplies, equipment, and vehicles. Log and reconcile vendor invoices, packing slips, and receipts, ensuring alignment with requisitions and purchase orders for all vehicles and installation, verifying items and quantities are correct.

• Accurately receive, maintain, enter, and manage all internal vehicle repairs and work orders into PubWorks, ClayStar Spreadsheet, and File; ensuring details of repairs and services are documented (i.e., parts, labor hours, descriptions).
• Enters all outside vehicle repairs in the fleet maintenance computer program, documenting all vehicle information, purpose of outside repair, name/location of repair shop, mileage, vehicle equipment inventory, etc.
• Coordinate with vendors to order parts and stock parts. Enter parts into PubWorks and work orders and return unnecessary parts or cores. Review and match ordered parts to their corresponding vehicle work orders for accuracy. 

• Monitor and track vehicles sent to external vendors (e.g., dealerships, alignment shops) and enter related data into PubWorks. 
• Monitor and process vehicle recall and distribute memos to appropriate personnel and timely communication with vendors. Ensure prompt follow-up for agency vehicles.
• Responsible of assigning pool cars to agency members. 
• Track transfers, assignments, and returns of vehicles to ensure accurate records, fills out and prints transfer paperwork and logs them onto Transfer Spreadsheet.
• Maintains, prints, and posts the appointments Outlook Calendar daily. Creates a detailed daily/monthly calendar for scheduling purposes, appointment keeping, and/or tracking of office personnel for designated supervisors, as requested. Posts all approved time off requests onto the appropriate calendar(s) to minimize conflicts and to help ensure adequate personnel coverage at all times.

• Provide customer service by addressing phone and counter inquiries related to fleet operations. Answer phones, assist visitors, and liaise with vendors and internal staff to address fleet-related inquiries.

• Demonstrates a caring character and provide support when addressing members involved in agency owned vehicle accidents, including insurance claims, Accident Review Board process, and repair logistics, maintaning professionalism and confidentiality standards.
• Maintains an accurate and up to date tracking system to facilitate locating reports, records, appointments, and training classes and/or any other item as required to ensure that all commitments/due dates are met within the established timeframes.
• Coordinate and schedule appointments for vehicle repairs and preventive maintenance, avoiding scheduling conflicts and ensuring parts and supplies are available. 
• Contacts the vehicle operator in a timely manner to pick up the vehicle once the vehicle has been repaired/serviced and inspected.
• Assist with reports, forms, and meeting documentation. Maintain staffing calendars, prepare meeting minutes, and support strategic planning efforts. 
• Maintain accurate records on vehicle repairs, maintenance, and departmental filings. 
• Coordinate crash damage repairs and ensure required documentation is prepared and submitted for Accident Review Board Meetings.
• Call for waste oil/antifreeze removal and coordinate lift repairs or building maintenance needs via “CCSO Maintenance Request” in SharePoint.
• Transports vehicles to and from dealerships, vendors, between district stations and/or as otherwise directed by authorized individuals in accordance with agency policies/procedures.
• Supporting Tasks for VRIS
  • Assist with renewing insurance for agency vehicles, trailers, and assets. Manage updates vehicle insurance records in Origami Risk. Manage registrations, confidential tags, and updates to the insurance database. Remove capital assets no longer needing vehicle insurance coverage.
  • Obtains and renew vehicle registrations and tags from the office of the Tax Collector.
  • Obtain and renew confidential registrations and tags from Tallahassee. 
  • Enter and audit fuel transactions for multiple locations (County Road Department, Gate, Orange Park, and Clay Electric). Generates and submits to the Fleet Maintenance Supervisor an accurate daily/weekly/monthly fuel audit report, detailing fuel consumption, mileage, and users, consistent with agency policy.
  • Manage and issue gas cards and keys.
• Supporting Tasks for PIS
  • Assist with evaluating and comparing supplier costs for parts and services. Identify alternative suppliers to ensure cost-effectiveness and search for obsolete parts.
  • Liaison with vendors to handle parts and service requests. Arrange warranty repairs and replacements for parts, tools, or equipment.
  • Handles inventory and property stickers during audits by assisting with stock checks, labeling, and organizing parts by year, make, model, or system (brake / cooling, etc.). Order and maintain necessary supplies, including vehicle decals/striping and inventory items, reordering regularly used supplies and parts are readily available. Run reports to optimize stock levels. Conduct periodic audits and prepare special inventory reports.
  • Conducts/prepares special and/or annual inventories of stock in accordance with agency policies and procedures.
• Notifies their supervisor or other designated agency individual of anything noteworthy (e.g., when damage has occurred to their agency owned vehicle, when it has been involved in an accident.
• Provide additional support to the Fleet Supervisor and Manager as needed to ensure smooth operations within the Fleet section.

Minimum Qualifications

• High school diploma or equivalent
• One (1) year of administrative or inventory experience required.
• Proficient in Microsoft office products
• Speak and understand the English language

• Internal candidates must have successfully completed their probationary period
• Internal candidates with punitive disciplinary action within 365 days are ineligible
• Internal candidates must have completed applicable CCSO FTEP requirements. 

• The following items (or authorized equivalents) may be required at various steps in the application process: 
  1. Driver's License
  2. Birth Certificate
  3. Social Security Card
  4. Form DD214 for all periods served in the military
  5. GED or High School Diploma and Sealed Transcripts from the highest level of education
  6. FDLE Authority for Release (notarized)

Other Qualifications

Supplemental for All Positions

Salary is negotiable for full-time positions prior to initial hire, if requested, based on verified experience up to step five (5) of the assigned pay grade. Current employee salary changes are determined based on internal methodology. Please contact Human Resources with any questions. 

Benefits for full time positions include Florida Retirement System, a full suite of very affordable health/life/dental/vision benefits, ancillary insurance policies, college reimbursement, and more. Benefits are effective the 1^st of the month after a full 30 days worked. For more information on benefits, please visit https://www.claycountygov.com/government/personnel-services/employee-benefits. 

The duration of the selection process may range from one (1) to three (3) months and may vary based on the number of applicants and/or urgency of filling the vacancy. 

Applicants are reminded to take note of the close date listed on this job posting. Interviews are not typically requested prior to this date.

If accommodations are required throughout any portion of the hiring process, please contact our Human Resources team at [email protected]. 

All positions at the Clay County Sheriff’s Office have testing requirements to determine eligibility. All selected candidates will complete a drug screening, polygraph examination and a comprehensive background investigation as a condition of employment. Sensitive and/or confidential aspects of candidates’ personal lives may be explored during this process (including driving, drug usage, criminal, employment, and residential histories). 

Any job qualifications or requirements listed in this job posting are susceptible to written and/or physical testing. This testing may be included in the competitive selection process.

Reapplication/Retesting of discontinued or disqualified applicants is available after 365 days.  

This posting has been reviewed by Human Resources and found to be job related and non-discriminatory. If you are interested in this position, please submit your electronic application at https://www.claysheriff.com/departments/employment/

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