Fleet Services Coordinator en City of Cedar Rapids, IA

About the Department

The City of Cedar Rapids is seeking a detailed-oriented and organized Fleet Services Coordinator to support the daily operations of the Fleet Service Division. This position plays a key role in coordinating administrative, financial, and operational functions that ensure the effective management and maintenance of the City's vehicle and equipment fleet.
The ideal candidate will have a strong background in business administration, finance, and accounting, with experience managing claims, processing work orders, and maintaining accurate records. Join a collaborative team dedicated to maintaining the City's fleet operations efficiently and effectively. The city offers competitive pay, great benefits, and opportunities for professional growth. Apply today!

About our Organization 
At the City, we are committed to employing individuals who reflect our community’s diverse backgrounds and this position is crucial in the success and strategic direction of a growing and evolving community. We appreciate and leverage the vast experience individuals bring beyond the technical requirements of a job. If you are an individual with similar experience listed here please consider applying. Experience and skills combined with commitment to our core values is key to building a greater community now and for the next generation. 

About our Community 
Nestled in the heart of Iowa, Cedar Rapids is our vibrant and diverse community known for its rich history, culture, and natural beauty. Our city has a strong sense of community which can be seen at any of our numerous parks, recreational opportunities, and family-friendly events year round. You can also explore our thriving downtown district, filled with shops, restaurants, and entertainment options, or take a stroll along the Cedar River, which runs through the heart of the city. Cedar Rapids - Why you should live here!

About the Position 

Coordinates and supports a variety of administrative, financial, and procurement responsibilities as assigned.  

Position Duties

Job Duties & Responsibilities

• Monitors, tracks, and completes required claims documentation and work order entries, pay applications, invoices, and P-Card transactions.
• Serves as a liaison between Fleet, Finance, Purchasing, and department customers.
• Coordinates with Finance and Purchasing to ensure timely payments,  accurate account coding, and compliance with procurement activities, including purchase orders, bidding processes, and contract amendments.
• Prepares and tracks contract documents, purchase orders, and Council resolutions, ensuring accurate and complete documentation through the approval process.
• Recommends and implements departmental electronic file structures, document storage practices, and templates to support garage operations, cost reporting, and standardized procedures.
• Develops and maintains operational dashboards and reporting tools to track progress, milestones, and performance metrics.
• Supports adoption of new technologies, identifies process improvement opportunities, and coordinates related staff training.
• Coordinates scheduling, meetings, and travel arrangements for department staff.
• Reviews and proposes updates to Fleet Services’ SOPs, templates, and workflows.
• Assists with project planning, resource allocation, progress tracking, and providing status updates to supervisors and leadership.
• Performs related work as required.

Minimum Qualifications

Required Education and Experience

• Associate’s Degree in Accounting, Business, Finance, or a related field, and one (1) to three (3) years of experience in finance, program, project, or event coordination and management, or process improvement; OR 
• An equivalent combination of education and experience (e.g., one year of relevant experience may substitute for one year of education).
• Excellent written, verbal, and interpersonal communication skills.
• Proficiency with Microsoft Office software and Microsoft 365.
• Ability to work collaboratively with diverse populations.

• None 

• Experience with fleet management software is desired but not required. 

Other Qualifications

• Monday to Friday 7:30am - 4:00pm