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HomeMy WebLinkAboutOffice Specialist- Fleet ServicesPage 1 of 2 City of Georgetown JOB DESCRIPTION Job Title: Office Specialist Effective Date: 04/14/2014 FLSA Category: Non-Exempt Revision Date: 04/14/2014 SUMMARY: Performs a variety of administrative support functions for the Support Services staff. ESSENTIAL FUNCTIONS: Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following:  Maintains the fleet management software system by inputting and extracting all required data.  Tracks, researches and monitors fuel transactions, including distributing monthly fuel reports and noting exceptions.  Issues and maintains Fuel Cards and Personal Identification Numbers.  Handles payroll time entry for Support Services.  Maintain GO Website and GTV for Support Services.  Prepares and processes outsourced work orders; collects and verifies completed work orders from mechanics; inputs data into system as needed.  Compiles data and prepares end of month reports.  Processes invoices and credit card receipts, including reconciling against monthly statement; ensures that credit card charges are billed to correct work order for Support Services.  Creates and processes Purchase Orders, including process for setting up new vendors for Support Services.  Creates and processes Travel Expenses and requests through suti-soft program.  Orders items for stock and monitors usage; maintains inventory of small parts and bulk oil inventory.  Communicates with customers and Service Center staff on status of work, assists in notifying upon completion.  Processes vehicle titling and registration; delivers documentation to County Tax Office; maintains files for vehicle titles and registrations.  Sets up insurance on new vehicles and equipment.  Completes special projects i.e. processing and formatting Shop Safety Manual, designing/redesigning forms, preparing analysis of fuel prices.  Maintains key control for vehicles and equipment.  Maintains supplies, troubleshooting operation of office equipment. Acts as first contact with computer questions or issues.  Notifies electrical contractor for electrical work for Support Services.  Performs other duties as assigned. MINIMUM QUALIFICATIONS: Education, training and Experience Guidelines High School diploma or equivalent. Two years of full-time administrative support work experience in a customer service environment. OR Any combination of experience, training and/or education that provides the required knowledge, skills, and abilities. Knowledge of:  Safety practices and procedures.  Reading: Read manuals, computer screens, work orders, telephone lists, create and proof correspondence.  Writing: Write instructions and correspondence, take messages Page 2 of 2  Math: Basic mathematical calculations  Reasoning: Ability to make judgments regarding the urgency of situations and what steps are necessary to handle customer complaints and/or requests, suggests processes and procedures.  Fleet administration process. Skill in:  Establishing and maintaining effective working relationships.  Communicating effectively, both orally and in writing.  Using computers and related software including Excel, Word, PowerPoint, Adobe Pro, Publisher and Fleet Software  Reading and comprehending technical manuals.  Comprehending and following oral and written instructions.  Writing memos; work orders; reports; labels; manuals; forms; take messages.  Performing calculations, to review and compile information.  Prioritizing multiple tasks.  Interacting with a variety of people including customers, Service Center staff and vendors. LICENSES AND CERTIFICATION REQUIREMENTS Valid Class C Texas driver’s license PHYSICAL DEMANDS AND WORKING ENVIRONMENT Standing, sitting, walking, lifting, carrying, pushing, pulling, reaching, handling, fine dexterity, kneeling, crouching, bending, twisting, climbing, balancing, vision, hearing, talking, use of foot controls. There will be some exposure to weather extremes when in Shop area; loud noises; vibration; heat and cold; strong odors from solvents and equipment.