Fleet Administrative Assistant 1

Thank you for your interest in employment with the City of Lebanon. Applicants must use their own personal email address when applying. If you are using someone else's email address, your application will be rejected. A completed application is required for your application to be considered and reviewed by the hiring manager. Do not leave blanks and do not skip the application questionnaire. Please make sure to fill out your full employment history as well.

GENERAL DEFINITION OF WORK

Under close to general supervision, Administrative Assistant I performs a variety of clerical and administrative support tasks in support of the daily operations of the City's Garage or Fleet Maintenance Division. Duties include maintaining records, processing work orders, assisting with parts inventory, communicating with vendors, scheduling appointments, and performing basic data entry and filing tasks. The position requires strong organizational skills, attention to detail, and the ability to interact effectively with mechanics, supervisors, vendors, and other City departments.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Include the following, but are not limited to:

Assist with the administration of the day-to-day operations of the City of Lebanon Garage Shop and ensure internal customers are cared for in an effective and efficient manner.

Assist in scheduling appointments for technicians.

Assists Fleet Manager with administrative tasks involving estimates and work in process.

Works well with other divisions, able to communicate written, verbally, and in person.

Closes out month-end reporting duties as assigned.

Greet internal customers and offer excellent customer service from intake to release of their vehicles and assist with vehicle intake, write-ups, and service documents as needed.

Handle and resolve internal customer complaints and make follow-up calls to facilitate a positive service center experience.

Manage and maintain all vehicle/equipment records, paperwork, including repair orders and invoices as needed. Assist service writer and manager with employee recordkeeping.

Enter data into computer databases.

Monitor daily productivity reports and corresponding payroll records.

Monitor paper flow to ensure that all documents are accounted for, complete, legible, and filed or distributed to the appropriate parties.

Review and verify vehicle warranty protections and service contract coverage when developing cost estimates, repair orders, and related paperwork.

Leverage automotive paperwork, including repair orders, invoices, and maintain records.

General housekeeping duties to maintain office and workspace as needed. Basic housekeeping of restrooms and break area as required.

Maintain professional appearance.

Team Oriented

Works well with other divisions and communicates effectively in writing, verbally, and in person.

Monitors the Fleet Division phone line and email.

Works as part of the Fleet Division team; establishes and maintains relationships with vendors and suppliers and negotiates favorable terms to obtain the best pricing and delivery options.

Supports the maintenance of a safe, clean office, ensuring compliance with policy, procedure, and best practices.

Actively participates in employee engagement initiatives and serves as a departmental representative on committees and working groups.

ADDITONAL ESSENTIAL JOB FUNCTIONS

Inventory Management

Performs periodic audits to ensure the accuracy of inventory records and identifies discrepancies for resolution.

Generates regular reports on inventory levels, usage, and expenditures, providing insights and recommendations to management.

Maintains accurate records of fleet-related inventory, including vehicles, spare parts, tools, and equipment.

Inspects and assesses the quality and condition of incoming inventory and tracks warranty and service information.

Monitors inventory levels and initiates reordering as needed to ensure all necessary items are readily available.

Analyzes inventory data to identify opportunities for cost reduction and process improvement.

Maintains comprehensive records of all inventory-related transactions and maintains an organized filing system.

Records Management

Creates and monitors work orders utilizing maintenance software.

Ensures adherence to record retention policies and oversee the preservation of historical records through the city's digital repository (TBA).

Originates and reviews professional correspondence and reports, including those related to confidential matters.

Performs safety inspections (e.g., daily fuel island inspections, shop equipment inspections) and conducts mandatory inventory counts and audits to ensure accurate levels of parts, supplies, materials, and fuel.

Oversee waste disposal processes (e.g., used tires, waste oil, waste coolant) and keep proper documentation of disposal events.

Financial Coordination and Reconciliation

Assists in the division's budget preparation and control, including maintaining budget accounts, preparing requisitions, obtaining necessary quotes and/or bids, analyzing best value, creating purchase orders, and processing accounts receivable and payable.

Ad Hoc Tasks

Undertakes additional tasks as requested or required to contribute to the overall effectiveness of the Public Works Department and Fleet Division.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

Exemplary Microsoft Office program and general office/computer skills are mandatory.

Previous experience working as a service technician or in a service department a plus.

Strong communication skills & ability to translate internal customers' needs to workable technician orders.

Organizational skills include the ability to schedule appointments, meet with internal customers & ensure that work is done properly.

Exceptional customer skills

Must have strong organizational, communications & interpersonal skills.

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.

Ability to write routine reports and correspondence.

Ability to speak effectively before groups of customers or employees of organization.

EDUCATION

H.S. Diploma or G.E.D is required.

Secondary education in automotive field or equivalent combination of education, training, and relevant experience.

EXPERIENCE

Minimum of 1 years of administrative assistant or related experience is strongly desired.

SOFTWARE SKILLS

Exemplary Microsoft Office program & general computer skills are mandatory.

Previous Fleet software experience desired.

TYPING/KEYBOARDING

Strong Data Entry, keyboarding skills at least 30 WPM with minimal errors are strongly desired.

DRIVER'S LICENSE

Valid Tennessee Driver's License and clear driving record are required.

PHYSICAL DEMANDS, WORK ENVIRONMENT, AND REASONABLE ACCOMMODATIONS

While performing the duties of this job, the employee is frequently required to talk or hear. The employee is also required to stand; walk; sit; use hands to finger, and to handle or feel objects, tools, or controls. Visual acuity is required for preparing and analyzing written or computer data, visual inspection involving small defects and/or small parts, use of measuring devices, operation of motor vehicles, determining the accuracy and thoroughness of work and observing general surroundings and activities. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. The employee must occasionally lift and/or move up to 25 pounds or more. This job is performed generally in an office environment using general office equipment. Some travel between City offices is required to conduct meetings and do inspections. The noise level in the work environment is usually quiet.

It shall be the responsibility of the City of Lebanon Public Works Director to assess the type(s) of reasonable accommodations which may be necessary to allow the individual to perform the essential functions of this role and to provide such necessary reasonable accommodations to a qualified individual with a disability, provided that nothing herein shall be construed to require the provision of reasonable accommodations if doing so will impose an undue hardship on the employing agency or a direct threat to the safety of himself/herself or others.