Fleet Service Coordinator

THE POSITION

The Fleet Service Coordinator in the Fleet Management Division is a front-line customer service position within a maintenance shop facility. This position communicates both orally and in writing regarding vehicle and equipment repair status, drop-off and pick-up instructions, and questions related to the City fleet. This position will troubleshoot many situations throughout the day regarding repairs, services, and logistics with contracted vendors and using departments.

IDEAL CANDIDATE STATEMENT

The ideal candidate will be a multi-tasking team player with exceptional interpersonal and communication skills. This person will exercise tact, judgement, and patience while dealing with the public, staff, and customer departments. They will be able to manage multiple priorities in a continuously moving working environment. They will also be self-motivated and have a strong work ethic.

Under general supervision, to perform public contact and customer service work over the telephone and at a customer counter; and to perform general clerical work in receiving and processing requests for automotive and heavy equipment repair and maintenance.

DISTINGUISHING CHARACTERISTICS

This is a single classification and not part of a classification group.


SUPERVISION RECEIVED AND EXERCISED

General supervision is provided by higher level equipment mechanic personnel.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Receives and writes up work order requests from customers.
• Issues routine work orders to equipment mechanics with direction from higher level equipment mechanics; issues parts to equipment mechanics; reviews work orders for complete and accurate information; records repairs made and service rendered, time, and parts used; and notifies customers upon completion of work.
• Processes invoices for parts, materials, or vendor services associated with each work order; forwards invoices for payment through computerized accounting system.
• Enters vehicle maintenance and service data using various computer programs.
• Receives and responds to customer inquiries; refers customers to appropriate persons regarding services; provides follow-up on inquiries from customers; and refers or assists in the resolution of problems.
• Schedules and coordinates preventive maintenance, repair, and warranty work for automotive and heavy equipment.
• Picks up or receives parts from vendors; and may identify and locate appropriate parts, determines prices, prepares requisitions.
• Contacts outside service providers for road calls, repairing, and towing.
• Prepares monthly reports on repair services and charges.
• Provides exceptional customer service to those contacted in the course of work.
• Other related duties may also be performed; not all duties listed are necessarily performed by each individual holding this classification.

QUALIFICATIONS

Knowledge of:

• Basic automotive and heavy equipment parts.
• Shop related safety principles and practices.
• English usage, spelling, grammar, and punctuation.
• Proper public and telephone contact practices.
• Modern office practices, procedures and equipment, including filing systems.
• Basic computer operations, including computer software applications and other specialized business applications.
• Standard arithmetic including addition, subtraction, multiplication, and division; standard units of weights and measures.

Skill in:

• Utilizing written and verbal communication in preparing work orders and reports.
• Utilizing a variety of computer software programs, including skill in maintaining electronic files, retrieving and researching information from electronic files and databases.
• Utilizing customer service techniques when responding to inquiries and complaints.

Ability to:

• Perform heavy manual work in lifting and moving stock.
• Complete required OSHA/Safety training as required.
• Order and identify parts necessary for repairs.
• Handle multiple tasks simultaneously.
• Maintain accurate files and records.
• Compile and maintain data in manual and/or computerized systems.
• Correctly use standard principles of weights, measurements, and arithmetic.
• Establish and maintain effective working relationships with those contacted in the course of work.

EXPERIENCE AND EDUCATION :

Experience:

Two years of work experience performing general clerical duties in an automotive repair facility.

Education:

High school diploma or G.E.D. equivalent.

SPECIAL QUALIFICATIONS

Driver License:

Possession of a valid California Class C Driver License at the time of appointment. Loss of the Class C License is cause for discipline. Individuals who do not meet this requirement due to physical disability will be reviewed on a case-by-case basis.

Work Conditions:

Must perform shift work as assigned, including days, evening, weekends, and holidays.

Environmental Conditions:

Exposure to a variety of weather conditions, heavy equipment, traffic, dust, noxious fumes and noise.

Physical Conditions:

Walking and climbing; lifting and carrying heavy objects (60 lbs max); bending and stooping continually and for extended periods of time; and working in cramped and awkward positions.

PROBATIONARY PERIOD:

Employees must complete twelve (12) months of probation at a satisfactory performance level prior to gaining permanent status.

THE SELECTION PROCEDURE

P lease note, the City of Sacramento's preferred method of communication with applicants is via e-mail. As such, please ensure you verify the e-mail address on your application, and check your e-mail frequently , including your spam and junk folders. All e-mail notifications can also be accessed through the governmentjobs.com applicant inbox.

1. Application: (Pass/Fail) - All applicants must complete and submit online a City of Sacramento employment application by the final filing deadline ;

• Employment applications must be submitted online; paper applications will not be accepted.
  

• Employment applications will be considered incomplete and will be disqualified:
  

• If applicants do not list current and/or past job-related experience in the duties area of the "Work Experience" section. Note: Qualifying experience is based on full-time experience (40 hours per week). Qualifying experience is calculated to the full-time equivalent (pro-rated if less than 40 hours/week ).
  

• If "see resume" is noted in the "Work Experience" section; a resume will not substitute for the information required in the "Work Experience" section.
  

• Position/job titles will not be considered in determining eligibility for meeting the minimum qualifications for this position.
  

• If you’re requesting Veteran’s credit, a copy of your DD214 must be submitted online with your application or emailed to the Employment Office by the final filing deadline . Information regarding the use of Veteran’s credit can be found in the Civil Service Board rules under rule 4.9C.
  

• Applicants are responsible for attaching a copy of their DD214 to each position for which they apply.
  

2. Training and Experience Exam : (Weighted 100%) - The questions located at the end of the application are the Training and Experience (T&E) Exam. Responses to the T&E questions will be rated and scored. This exam will evaluate the relevance, level, and progression of a candidate's education, training and experience. The exam score will determine your ranking on the eligible list for this job. When completing the T&E questions, please note:

• Responses to the T&E questions must be submitted online; paper questionnaires will not be accepted.
  

• A resume will not substitute for the information required in the T&E questions.
  

3. Eligibility : Candidates who pass the Training and Experience Test will be placed on the eligible list. The hiring department may contact candidates for interview at any time during the life of the one-year list. Candidate’s eligibility expires one year from the date of notification of a passing score for the Fleet Service Coordinator examination.

4. Screening Committee : (Pass/Fail)- All candidates that pass the examination and are in one of the top three ranks will have their application forwarded to the hiring department for review. The hiring department will select the most competitive applications for further consideration. Human Resources will only evaluate employment applications for the minimum qualifications, as stated on the job announcement, for applications selected by the hiring department.

5. Conditional Hire: Upon receipt of a conditional offer, the selected candidate must complete and pass Live Scan/fingerprinting. If applicable, candidates may also need to pass a pre-employment medical exam, controlled substance and/or alcohol test, and possess any required licensure or certification prior to receiving a start date from the Department. Failure to meet these prerequisites will be grounds for withdrawal of your conditional offer of employment.

QUESTIONS:
For questions concerning this job announcement and the application process:

• Please visit https://www.governmentjobs.com/Home/ApplicationGuide for a comprehensive, step-by-step guide to the application process.
  

• For technical support between 6 AM - 5 PM PT, contact Live Applicant Support at (855) 524-5627.
  

• Visit the City of Sacramento Human Resources Department website at https://www.cityofsacramento.gov/HR/employment ;
  

• Send an email to employment@cityofsacramento.org ; or
  

• Call the Human Resources Department at (916) 808-5726
  

Bilingual Pay
Did you know that the City offers bilingual pay? That's right, most labor agreements offer the option of providing employees with bilingual pay if the department deems it to be operationally necessary.

Pension Reform Act
The City of Sacramento is covered by the California Public Employees' Retirement System, and as such, must adhere to the California Public Employee's Pension Reform Act (PEPRA) of 2013. Please note that the provisions within this act may affect or impact an applicant's eligibility and/or selection for open vacancies at the City of Sacramento.

Equal Opportunity Employer
The City of Sacramento is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation.

Additional Information
Civil Service Rules: https://www.cityofsacramento.gov/content/dam/portal/hr/documentlibrary/CivilServiceBoardRules62012.pdf

Union Contracts: https://www.cityofsacramento.gov/HR/labor-agreements.html

Salary Schedule: https://www.cityofsacramento.gov/content/dam/portal/hr/documentlibrary/SalarySchedule.pdf

Closing Date/Time: 10/30/2024 11:59 PM Pacific

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• City of Sacramento

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