CHARACTERISTICS OF THE CLASS
Under the direction of the Fleet Management Superintendent, performs specialized and responsible clerical work. Incumbent is responsible for relieving the Division head of operational and administrative details and works with considerable independence within the scope of established policies and procedures. Position requires discretion and diplomatic skills in representing policies and working effectively with City personnel and the public. Performs other work as required
EXAMPLES OF DUTIES
A. ESSENTIAL FUNCTIONS
Handles clerical details, including transcription duties and routine operational administrative matters; transmits orders and instructions with authority of the Fleet Management Superintendent.
Receives telephone calls, greets callers and responds to citizens asking for specific information.
Performs public relations functions with the public, City officials and other personnel.
Schedules and coordinates meetings, conferences and appointments for the Fleet Management Superintendent and Assistant Fleet Management Superintendent.
Coordinates calendar for Fleet Superintendent.
Prepares and maintains departmental records, correspondence and reports for the meetings, notices, agendas and other matters; may take and transcribe minutes of meetings.
Organizes and maintains a data file storage system for computer network in Fleet Management.
Reviews incoming mail prior to forwarding to Fleet Management Superintendent and other office staff.
Prepares replies to correspondence from dictation, instructions or on own initiative; compiles and prepares reports; searches files and other sources to develop background materials; assists in a variety of office tasks.
Completion of all vehicle repair work orders.
Prepares and submits requests and reports to regulatory agencies.
Tracks and maintains Vehicle accident reports and Annual vehicle damage log.
Prepares reports for Fleet Management internal billings.
Tracking usage of all open purchase orders (parts, services and vendors).
Prepares division operating budget and maintains fiscal records; prepares invoices, check requests and purchase orders for payment.
Add and delete all City Vehicles and City department assets from Fleet Maintenance software.
Processing of all City Vehicles (tags).
Assists in preparation of capital outlay schedule and capital improvement project schedule for the division.
Plans and coordinates special reports and projects (Annual Hurricane Manual, Budget reports, etc).
Assists division heads and other personnel daily with administrative matters.
Follows up on time sensitive issues within the department.
Makes travel arrangements and maintains record of itinerary for Fleet Management staff.
Supervises and trains subordinate personnel in office procedure and computer operations.
Compiles timesheets and time logs.
B. TRAINING AND EXPERIENCE
Education equivalent to completion of the twelfth school grade and three years secretarial experience at the full performance level or any equivalent combination of acceptable training, education and experience. Requires a valid state of Florida Drives license.
C. KNOWLEDGE, SKILLS AND ABILITIES
Knowledge of business English, spelling, punctuation and mathematics.
Knowledge of current office procedures and practices in planning and organizing work to meet goals and objectives.
Skill in the use of a personal computer and various application programs.
Ability to make independent decisions and to assist in routine managerial decisions.
Ability to work effectively and courteously with the public and other employees.
Ability to follow complex written and oral directions.
Ability to carry out a wide scope of clerical procedures.
Ability to compose effective and accurate correspondence and reports.
Ability to deal with non-routine matters.
Ability to operate modem office equipment such as copier, computer terminal, word processors, calculators, Dictaphone, typewriter, fax machine, telephone and digital camera.
Ability to type at a rate of 45 correct words per minute.
Knowledge of City procurement and purchasing procedures.
D. PHYSICAL AND MENTAL REQUIREMENTS
Ability to hear and understand conversation in English in a normal tone of voice.
Requires hearing ability for the use of telephones and oral instructions.
Ability to see and read letters, numbers, words, characters or symbols which are both small and large, as well as identify colors.
Ability to print letters, numbers, words, characters and symbols-must be legible and understood by others.
Ability to stand and/or stoop for approximately 10 minutes at a time to reach file drawers-also ability to walk to copier, printer and fax machine.
Ability to occasionally sit in chair for an extended period of time to complete reports by deadlines.
Ability to operate a motor vehicle.
This job description is not intended to be and should not be construed as an all inclusive list of all the responsibilities, skills or working conditions associated with the position. While it is intended to accurately reflect the position activities and requirements, management reserves the right to modify, add or remove duties and assign other duties as necessary. This job description does not constitute a written or implied contract of employment.
Revision Date - 5/19/08