Fleet Services Coordinator

Job Description:

Fleet Services Coordinator

Description

Description

The Department
The Public Works Department's mission is to provide quality services with commitment, courtesy ,and pride. In partnership with the Palo Alto community, we strive to offer efficient, cost-effective and environmentally responsible services that make Palo Alto a beautiful, vibrant and appealing City in which to live and work.

The Position
The Public Works Fleet and Equipment Management division is recruiting for a Fleet Services Coordinator. Under supervision, the Fleet Services Coordinator supports the shop work load process for the Fleet and Equipment Management division of the Public Works Department. Coordinates scheduled and unscheduled repair requests or projects; updates the fleet information system; tracks contracted and warranty repairs, fuel site inventory, and equipment; performs related work as required to assist Management in accomplishing divisional objectives.
Shift Information:
In-person, Monday-Friday (9/80 schedule — every other Friday off)
Hours: 6:15 AM - 3:45 PM
To learn more about The Public Works Department Click Here.

Essential Duties

Essential and other important responsibilities and duties may include, but are not limited to, the following:

• Acts as a backup to a second Fleet Services Coordinator Position supporting the scheduling of preventative maintenance, repairs and special projects.
• Reviews fuel inventory at various sites and reorders fuel and/or repairs to maintain systems.
• Acts as a backup liaison with user departments regarding service problems, recall notices, scheduling and informational requests.
• Monitors citywide fuel inventories; upload and manually enter fuel transaction data into a fuel inventory management system; complete daily and weekly fuel reconciliation reports; order fuel; enter employee and vehicles information into fuel database; issue fuel cards and update fuel card information; trouble shoot minor hardware issues at fueling facilities; train employees to operate fuel dispensing equipment and provide assistance as necessary; and contact vendors to schedule repairs at fueling facilities.
• Performs monthly tank inspections as required once becoming certified as a California Underground Storage Tank (UST) System Operator.
• Acts as a backup for generating and processing fleet maintenance shop work orders; entering and/or verifying job notes; changing work order status; entering job open and finished times; tracking and entering vehicle downtime and job delays.
• Acts as a backup to provide updates to customers regarding vehicle status; scan and electronically file relevant invoices and other services information.
• Acts as a backup to post parts and commercial invoices to work orders; maintain shop oils and lubricants inventory and order as needed. Under direction, monitor vehicle and equipment regulatory programs; ensuring regulatory fees are paid, and permits are current for multiple locations and equipment.
• Update and verify vehicle, employee, and departmental contact information in fleet management database; and generate reports as necessary.
• Assist with shop office administration; may occasionally assist the maintenance operation with vehicle shuttling and parts pick-up duties.
• Manage all accident-related repairs, collecting third-party insurance information, and scheduling inspections and body shop repairs.
• Maintains regulatory compliance with multiple regulations on a local, state, and federal level.

Minimum Qualifications

Possession of a valid California Driver's License.

Special Requirements:

Obtain California UST System Operator Certification within 12 months of hire.

Ideal Candidate:

Sufficient education, training and/or work experience to demonstrate possession of the following knowledge, skills, and abilities, which would typically be acquired through:

Two years of experience in equipment maintenance operations, preventative maintenance procedures, and various automotive/truck equipment, including the use of computerized fleet information and fuel management systems. Background working as a Service Advisor/Service Writer in a dealer, or independent shop setting, and/or background in body shop repair/estimating.

• Intermediate to advanced level skill with common office applications, database tools and report generators, and experience with maintenance management software applications.
• Strong data entry proficiency and be able to touch type error-free at a minimum of 40-50 words per minute.1 0-key experience will be beneficial.
• Highly motivated; strong communication, organization, and analytical skills; innovative and adept at using technology to improve work processes; proficient with basic mathematics and a strong numerical aptitude; able to analyze and interpret large amounts of text and numerical data and be able to detect errors and inconsistencies; be able to coordinate multiple tasks and projects; proven ability to meet deadlines; able to successfully interact with division staff, department clients, and outside vendors.

• Five years of experience performing complex administrative and clerical tasks with at least three of those years spent working in support of a fleet maintenance operations or in a similar industrial setting.

Supplemental Information

The Selection Process:

• Applicants will receive recruitment status notifications via email (governmentjobs.com account also has notification status updates).
• Applicants will be screened throughout the posting process and highly qualified candidates may be invited to interview at any time.
• The screening process for this position typically may include a virtual recorded interview and/or panel interviews preceding final interviews with the hiring manager or their designee.

Our online application system is provided byNeoGov. If you have problems while applying online, please contact NeoGov's Live Applicant Support at (855) 524-5627 between 6:00 AM and 5:00 PM Pacific Time, Monday - Friday.

The City of Palo Alto is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodation to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

For more details visit our Careers Page, by clicking HERE.
Learn more about our Memorandum of Agreements (MOAs) between the City and its bargaining units, by clicking HERE.

Closing Date/Time: 7/4/2025 11:59 PM Pacific

Salary:

$96,366.40 - $117,894.40 Annually