Hybrid Fleet Service Representative chez City of North Miami Beach, FL

About the Department

This is a multi-functional position that performs administrative work in the coordination of equipment and vehicle service and parts, including tracking the flow from entry point to the ready line.  Maintains vehicle, equipment, parts, labor, sublet and warranty records in the fleet management system.    Manages the flow of vehicles from entry point to ready line, while coordinating customer complaints, scheduling mechanics labor hours and acquiring parts in a timely manner, including parts inventory tracking.  Schedules work with outside vendors and ensure timeliness and quality expectations are met.    Customer service is a top priority.   Position reports to the Fleet Management Manager.

ADA REQUIREMENTS:  Individual’s sensory modalities (vision and hearing) and physical capabilities (ambulation, strength, coordination, dexterity, range of motion) must be sufficient to perform the Essential Functions of the position.

Position Duties

(The duties listed below are the normal duties and responsibilities of this position.  The omission of specific statements related to the duties and responsibilities of this position does not exclude them if the work is similar, related or reasonable within the scope of the position.)

• Performs service writer functions including reviewing pre-trip forms to understand and communicate drivability concerns; and generate work orders.
• Analyzes and assigns customer vehicle repair complaints to lead mechanics and enters data into the fleet management system.
• Generates and schedules proactive vehicle preventive maintenance reports and distributes to appropriate divisions.
• Enters new vehicle information into the fleet management system.
• Receives, inspects and operates new vehicles upon delivery.
• Identifies warranty issues relating to vehicles, equipment and parts.
• Reviews work orders upon completion of service and verifies work codes.
• Receives, researches and distributes preventative maintenance schedules; performs follow-ups to assure compliance.
• Organizes, directs and controls deadline and ready-line vehicles.
• Reviews invoice for accuracy and forwards to warehouse for final processing.
• Performs tasks in the new vehicle get-ready process and/or vehicle disposal process.
• Tracks vehicle status from entry point to ready line.
• Assists in maintaining attendance records and prepares division time sheet for processing by payroll department.
• Performs clerical duties for the fleet management division.
• Answers telephone calls related to vehicle repair and maintenance complaints and issues.
• Operates computer terminals to input and retrieve pertinent data, calculators and other office equipment as required.
• Performs other related duties as required.

Minimum Qualifications

Other Qualifications

• Knowledge of general office methods and procedures and customer service practices and procedures.
• Thorough knowledge of automotive equipment, maintenance and repair.
• Considerable knowledge of the operation of a wide variety of automotive equipment.
• Ability to deal tactfully but firmly with customers.
• Ability to maintain composure in stressful situations.
• Ability to perform tasks utilizing data processing methods and systems.
• Ability to express ideas effectively both orally and in writing.
• Familiar with warranty claim procedures.
• Ability to review and edit data records and reports for accuracy and relevance.
• Ability to prepare, maintain, and submit reports.
• Ability to establish and maintain effective working relationships with fellow employees, City officials and the general public.  Must be physically able to operate various items of office related equipment, such as, but not limited to, word processor, computer, calculator, multi-line telephone, typewriter, copier, and facsimile machine etc.
•  Must be able to hear clearly and to speak and signal to people in order to convey or exchange information. Must be able to see, adjust visual focus, including close range and differentiate colors and shades of color. 
• Must be able to ambulate or otherwise move in a safe manner. 
• Must be able to exert up to twenty-five (25) pounds of force occasionally, and/or a negligible amount of force constantly to move objects.  
• Work involves sitting and standing for long periods of time. 
• Work involves frequent typing, walking and occasional bending, lifting and stooping for short periods of time.  
•  Must be able to lift and/or carry weights of up to twenty-five (25) pounds.

PHYSICAL REQUIREMENTS

Must have the use of sensory skills in order to effectively communicate and interact with other employees and the public through personal contact, the use of the telephone and/or other City-issued technology devices. Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach and twist under desks and around furniture; to lift, carry, push, and/or pull moderate to heavy amounts of weight up to 20 lbs.; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and toverbally communicate to exchange information. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.