Administrative Assistant – Fleet Services Division Position Available In Osceola, Florida

Administrative Assistant – Fleet Services Division 3.0 3.0 out of 5 stars

Saint Cloud, FL Description Now Hiring:

Administrative Assistant – Fleet Services Division Join a team that drives progress and supports those who keep our city moving! The City of St. Cloud is seeking a detail-oriented and dependable Administrative Assistant to support the Fleet Services Division. In this vital role, you will perform a variety of administrative and clerical functions in support of the department head and team members, including tasks that may involve highly confidential or sensitive information. We’re looking for someone who demonstrates accountability in every detail, embraces empowerment through proactive support, brings innovation to daily processes, and takes ownership of their role in helping the department succeed. This full-time opportunity follows a Monday-Friday schedule from 6:30 a.m. to 3:30 p.m. If you’re ready to make a difference behind the scenes and be part of a team that values excellence and service, we encourage you to apply today! Duties and Responsibilities The functions listed below are those that represent the majority of the time spent working in this position. Management may assign additional functions related to the type of work of the position as necessary. Act as point-of-contact with drivers and equipment operators seeking services from the Fleet Services Division. Includes communication via telephone, email, interoffice mail, and in-person inquiries and requests. Record, respond, and coordinate requests for service or information. Generate repair orders in the fleet maintenance system based upon driver input and vehicle or equipment inspection. Data entry into fleet management information system for repair order creation, parts transactions, labor entries, commercial repairs, and repair billing. Act as primary point-of-contact with commercial vendors to schedule and coordinate commercial repair work and solicit price quotations and proposals. When new vehicles are received, collect all information and documents necessary to create new master record in fleet maintenance system and a digital or physical file. Act as the primary purchasing coordinator for the Fleet Services Division. Obtain quotations from vendors as needed, prepare purchase requisitions, process purchase orders and invoices, reconcile and process the Fleet Services Division’s procurement card transactions. Import and process as necessary, fuel transaction data from various sources into the fleet management or government-wide ERP system. Maintain records, both digital and physical, as needed, for all Fleet Services Division functions. Enter division payroll and prepare personnel forms for worker’s compensation, accident reports, insurance, risk management, and any other necessary related forms or payroll functions. Manage the scheduling system for planned work activities in the Fleet Management shop. Manage and perform various clerical tasks as needed such as office organization, filing, scanning, and copying. Act as the Division Safety Coordinator. Develop and maintain Division Safety Manual, conduct safety meetings, appoint safety inspectors, research safety standards and regulations and their applicability to Fleet Services operations. Perform other work as assigned. Minimum Education and Experience Requirements Requires High School graduation or GED equivalent supplemented one (1) year of administrative, clerical, or customer service experience; or an equivalent combination of education, training and experience that provides the required knowledge, skills and abilities. Must possess and maintain a valid state driver’s license with an acceptable driving history.

Knowledge/Skills/Abilities Physical Requirements :

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this Job, the employee is regularly required to sit. The employee is frequently required to use hands to finger, handle, or feel and talk or hear. The employee is occasionally required to stand; walk; reach with hands and arms and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, color vision and ability to adjust focus.

Mathematics:

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Language Ability :

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.

Reasoning:

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Work Environment :

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet. An Equal Opportunity Employer The City of St. Cloud is an equal opportunity employer that prohibits discrimination, harassment, or retaliation in all of its employment practices based on race, color, religion, sex, age, national origin, disability, veteran or family status, genetic information, or any other status or condition protected by applicable state or federal laws. The City participates in employment eligibility verifications through E-verify. Veteran’s preference is given in accordance with Florida Law. City of St. Cloud Benefits Package We believe our City employees to be our most valuable asset. To attract and retain those employees, we offer a competitive wages and benefits package including on-the-job training, seminars, and performance appraisals. We invite you to look at the benefits the City of St. Cloud has to offer. We think you will find that the rewards of the job are equal to the challenge. All of our Full-time regular employees are eligible for the city’s benefits package, which includes: On-Site Employee Health Care Center – free for employees and their dependents on the health insurance plan Paid Vacation Sick Leave (Ability to roll over from year to year) 11 Paid Holidays for General Employees and Police Officers- The Fire department employees can earn up to 156 holiday hours per fiscal year (prorated from the employee’s start date). One (1) Floating Holiday for General Employees and two (2) for Police Officers. Medical and Dental Coverage Pension Plan Awards Programs Deferred Compensation Plan Discounted Automobile Insurance Employee Assistance Program Flexible Spending Account Flexible Work Schedules Holiday Bonus – subject to City Council approval Indianapolis Plan ( Police Officers ) Life and Accidental Death (One-time annual salary paid by City) Long Term Disability Coverage (paid by City) Management Leave Sick Leave Bank available for all employees – for Fire Union sick leave bank information, see union contract