• Job Description

  Req#: 4330218
  The purpose of this job/class within the organization is to provide specialized technical and professional administrative office support within Public Works. There are over 700 pieces of equipment maintained by the Fairfax City Fleet Division. This position reports to the Superintendent of Fleet Services and aids in Fleet operations with supporting multiple supervisors, fleet staff along with supporting other departments within the City of Fairfax that is assigned fleet vehicles. This position will provide support and aid as a back-up to the assistant in the Operations Division on an as-needed basis. This position will also provide support and aid to Fleet Environmental and Sustainability department needs.
  
  The incumbent performs a variety of professional, technical, and administrative duties supporting the activities and services of the department/division requiring knowledge of their policies, operating procedures, projects, and budget accounts. Work requires the ability to interact with and maintain an effective working relationship with citizens, administration, staff, city departments, vendors, contractors, and the general public. Work involves the need to exercise independent judgment, time management, prioritizing tasks, evaluation, and initiative on a daily basis, to set procedures, but determines how or when to complete tasks. This position is distinguished from other administrative levels due to the increased decision-making and volume of coordination work required.
  
  Assignments are given in terms of the subject area concerned with specific objectives as well as general program/department goals identified. Assignments may include comparative studies, problem-solving, or cost estimating which involve some analysis or qualitative review of statistics, materials, circumstances, or conditions. This requires some substantive knowledge and understanding of the projects, programs, or activities of the division, as well as of City and departmental administrative guides.Conducts a variety of keyboard tasks from rough drafts, notes, and oral instructions, such as forms, letters, reports, schedules, manuals, booklets, in-house requisitions; generates correspondence and draft replies based on own research and initiative.
  
  Prepares correspondence for the Director, supervisor, and division managers as required.
  
  Receives and screens calls and visitors; directs to appropriate entities; answers questions and solves problems.
  
  Monitors, maintains, and creates reports relating to the assigned division.
  
  Maintains department office supply inventory; orders various equipment and supplies as needed.
  
  Maintains and oversees office file management and organization.
  
  Enter’s a variety of routine, technical, and specialized data into the department computer system.
  
  Aids in managing PM and ABI monthly schedule.
  
  Manages accounting functions, reviews and processes financial documents within the department which may include payroll processing, billing, accounts payable, accounts receivable processing, purchase order request, credit card statement reconcile, this includes receiving items on purchase orders in FinPlus and check disbursements.
  
  Assist with new employee recruitment, job postings, interview panel, etc.
  
  Maintains insurance reimbursement financial requirements, payments, trackers, and other necessities.
  
  Maintains city Fleet insurance policy duties such as: adding and removing new or sold vehicles equipment, and EV Chargers, reviews annual policy for accurate count of all Fleet inventory.
  
  Monitor expenditures and account balances. Maintain administrative, budgetary, and expenditure control account records.
  
  Work with contractors, vendors, and finance to implement agreements/contracts and resolve issues regarding invoices.
  
  Assist with procurement duties, rider agreements, IFB’s for fleet and sustainability operations.
  
  Participate in the research, development, preparation, and administration of the annual operating budget and CIP projects.
  
  Generate accurate payroll timesheets for employees including the tracking of overtime, leave, and duty calls.
  
  Maintains monthly CUE transits bus maintenance expenditure report.
  
  Arrange training, travel, and related needs for division employees. Includes all required training for certifications.
  
  Maintains scheduling, expiration, and compliance for staff's special required licenses and certifications.
  
  Aids with arranging and communicating with vendors and departments on sublet repairs.
  
  Maintains scheduling two-way radio inventory and PM schedule.
  
  Manages DMV Confidential Tag program, DMV hauling permits, along with other various DMV transactions.
  
  Provides various reports to the manager, using fleet management software and city programs.
  
  Attends regular meetings of committees pertaining to department activities. Participate in supervisor meetings, workgroup collaboration, and workflow processes. Maintain records, and record and distribute meeting minutes.
  
  Aids in managing the Fleet Replacement Chart.
  
  Communicates with departments daily on fleet updates.
  
  Prepares daily documents for fleet operations.
  
  Assist with maintaining communication white boards.
  
  Assist with scheduling warranty and recall repairs.
  
  Aids with DEQ and EPA compliance requirements.
  
  Manages electronic key management stations at the property yard and city hall.
  
  Assist manager with new fleet additions, fleet transfers, and surplus inventory with a variety of paperwork.
  
  Performs related work as assigned.
  
  Coordinates or determines time, place, or sequence of operations or activities based on analysis of data or information and may implement and report on operations and activities.
  
  Persuades or influences others in favor of a service, point of view, or course of action; may enforce laws, rules, regulations, or ordinances.
  
  Requires some responsibility for achieving minor economies and/or preventing minor losses through the handling of or accounting for materials, supplies, or small amounts of money.
  
  Creates spreadsheets, various trackers, and power points as needed.
  
  Assist with specialized policy/training development.
  
  Surplus equipment duties such as: Assists with deletion process, coordinates with finance department on receiving title, removes from insurance, post items online for sale, work with bidders throughout sale, coordinates payment, documents, and pick up with buyer.
  
  Uses basic algebra involving variables and formulas and/or basic geometry involving plane and solid figures, circumferences, areas, and volumes and/or compute discounts and interest rates.
  
  Reads technical instructions, procedures manuals, and charts to solve practical problems, such as assembly instruction for tools, routine office equipment operating instructions; composes routine reports and specialized reports, forms, and business letters, with the proper format; speaks compound sentences using normal grammar and word form.
  
  Responsible for guiding others, requiring frequent decisions, affecting the individual, co-workers, and others who depend on the service; works in a somewhat fluid environment with rules and procedures, but many variations from the routine.
  
  Performs skilled work involving rules/systems with almost constant problem solving; requires normal attention with short periods of concentration for accurate results and occasional exposure to unusual pressure.
  
  The duties listed above are intended only as an illustration of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.Requires High School graduation or GED equivalent supplemented by specialized courses/training equivalent to completion of one year of college in business, office administration, or closely related field.
  
  Requires one year in office, bookkeeping, or clerical work or closely related experience.
  
  Necessary Knowledge, Skills, and Abilities :
  
  Ability to prioritize work.
  
  Ability to meet deadlines.
  
  Ability to manage heavy workload and emails.
  
  Proficient in Microsoft Office Suite.
  
  Ability to receive written or verbal requests and understand the need.
  
  Ability to adapt to sudden changes throughout the day.
  
  Ability to create new documents without assistance.
  
  Ability to work after hours when needed.
  
  Ability to communicate effectively.
  
  Ability to use a variety of office and computer equipment.
  
  Ability to assist with fleet service and repair coordination.
  
  Additional Desirable Qualification :
  
  Ability to work cooperatively with others.
  
  Ability to communicate effectively.
  
  Ability to adapt to new technologies.
  
  Ability to be a proactive self-starter.
  
  Special Certifications and Licenses:
  
  ASE Level 1 xEV High Voltage Electrical Safety. Must obtain within 1 year of hiring.
  
  Driver’s license with a good driving record.

• About the company

  The City of Fairfax, colloquially known as Fairfax City, Downtown Fairfax, Old Town Fairfax, Fairfax Courthouse, or simply Fairfax, is an independent city in the Commonwealth of Virginia in the United States.

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