Job Title

Fleet Services Specialist, Senior

Job ID

607928

Location

Transportation

Full/Part Time

Full-Time

Favorite Job

Regular/Temporary

Regular

Workplace Culture

NAU aims to be the nation's preeminent engine of opportunity, vehicle of economic mobility, and driver of social impact by delivering equitable postsecondary value in Arizona and beyond.

Special Information

Possession of a current Arizona C driver's license upon employment.

Job Description

The Senior Fleet Specialist plays a crucial role in supporting the Assistant Director and Fleet Manager by coordinating activities across three business units within the Fleet Services umbrella. While primarily focused on the motor pool, this position may also take on assignments in other areas as required. Fiscal responsibilities extend to multiple University departments, and a fundamental understanding of grant guidelines is essential.

Department Oversight - 40%

• Assists in the management of 4 business units as assigned by Supervision including but not limited to Motor Pool, Long Term Leasing, Repair, and Fuel Operations.
• Manages the fleet fuel cards including dispatching cards, billing, and addressing card issues.
• Manages the lease vehicle program including customer service, assisting with maintenance scheduling, reporting damage, and billing. Assists in managing new lease vehicle requests and vehicle placement.
• Assists in working with outside rental vendors including booking vehicle and charter bus reservations and addressing billing issues.
• Assists in monitoring motor pool vehicle maintenance, monitors fuel usage, fuels and washes vehicles as needed, and checks vehicles and records any damage including reporting and obtaining estimates and repairs.
• Addresses the majority of day-to-day technological office issues including problem-solving, software training, maintaining computers, utilizing current and help introduce new technologies, managing the departments online services, cloud storage, website and working with ITS to solve various issues.
• Responsible to provide department coverage and plan the appropriate staffing needs as based on the approved absences for the department.
• Designs and maintains department forms and contracts according to needs of customers and coworkers.
• Manages and orders department office supplies.
• Helps maintain physical facilities and prepares department for next day dispatching.
• Oversee and approve payroll for all (10) student employees.

Customer Service - 40%

• Assists in providing as-needed customer service to a diverse clientele via in-person, phone, and email including managing reservations, dispatching vehicles, billing, problem-solving, responding to emergencies, and maintaining a customer-friendly work environment.
• Plan and execute objectives under the guidance of the department, while maintaining the highest level of customer service to our customer base.

Recruitment and Training - 10%

• Manages the job posting, interviewing, hiring, terminating, and scheduling processes of student workers.
• Interact & participate in the hiring & training of students, and any FTE employees as needed.

Other - 10%

• Other duties as assigned.

Minimum Qualifications

• High school diploma AND
• 1-3 years administrative/coordinative program experience; OR
• Any combination of relevant education and experience may be substituted for the educational requirement on a year-for-year basis.

Preferred Qualifications

• Experience in an applicable field in budgeting & accounting, and experience in any of the four listed operational units, rental pool, long term lease, repair shop, or fuel operations.
• Facilities or Fleet information management system experience.

Knowledge, Skills, & Abilities

Knowledge

• Knowledge of data base functions and data entry.
• Knowledge and proficiency in Microsoft office suite.
• Knowledge of account management principals, basic accounting, and budgeting with an emphasis in check & balance development & implementation.
• Knowledge of best business practices and basic contract terminology.
• Knowledge of safety principals as applicable to each department, ability to understand & assist in the development of guidelines.
• Knowledge of supervisory practices, principles organizational practices.

Skills

• Effectively use oral, written, and non-verbal communication skills to inform, instruct and persuade various audiences as well as listen for meaning and understanding.
• Customer service skills including problem resolution tactics.
• Provide face-to-face interactions with internal and external customers.
• Independent decision-making skills based on the department business model.

Abilities

• Ability to work effectively with people from a variety of culturally diverse backgrounds.
• Ability to manage several processes applicable to different business models.

Driving Requirement

Driving a vehicle on behalf of the university is anticipated to be a regular part of this position. Arizona Administrative Code Fleet Safety Policy requires all employees who drive on university business become authorized by submitting Driver's license information for driving record monitoring, and completion of training appropriate to the level of driving performed. The law applies to all faculty, staff, and students who drive personal or university-owned motorized vehicles for any business purpose. More information on the NAU Authorized Driver Policy can be found on the NAU website.

Background Information

This position has been identified as a safety/security sensitive position. Therefore, per AZ Revised Statute, Northern Arizona University requires satisfactory results for the following: a criminal background investigation, employment history investigation, degree verification (in some cases) and fingerprinting. If you are applying for a job that requires a CDL, you will be required to register with the Federal Motor Carrier Safety Administration Drug & Alcohol Clearinghouse and adhere to the clearinghouse requirements. Additionally, as an employer in the state of Arizona, NAU is required to participate in the federal E-Verify program that assists employers with verifying new employees' right to work in the United States. Finally, each year Northern Arizona University releases an Annual Security Report. The report is a result of a federal law known as the Clery Act. The report includes Clery reportable crime statistics for the three most recent completed calendar years and discloses procedures, practices and programs NAU uses to keep students and employees safe including how to report crimes or other emergencies occurring on campus. In addition, the Fire Safety Report is combined with the Annual Security Report for the NAU Flagstaff Mountain Campus as this campus has on-campus student housing. This report discloses fire safety policies and procedures related to on-campus student housing and statistics for fires that occurred in those facilities. If you would like a free paper copy of the report, please contact the NAUPD Records Department at (928) 523-8884 or by visiting the department at 525 E. Pine Knoll Drive in Flagstaff.

Salary

Anticipated salary range is $38,628 - $45,023. Annual salary commensurate with candidate's qualifications and related experience.

FLSA Status

This position is non-exempt under the Fair Labor Standards Act (FLSA). The incumbent is eligible for overtime pay or compensatory time according to University policy. Further, the employee must submit timesheets that accurately reflect all hours worked.

Benefits

This is a Classified Staff (CLS) position. NAU offers an excellent benefit package including generous health, dental and vision insurance; participation in the Arizona State Retirement System; paid vacation and 10 holidays per year; and tuition reduction for employees and qualified dependents. More information on benefits at NAU is available on the Human Resources benefits website. Classified Staff employees are in a probationary status for their first six months at NAU. NAU is a tobacco and smoke-free campus. Employees offered a position will be eligible for state health plans (including NAU's BCBS Plan). New employees are eligible for benefits on the first day of the pay period following their enrollment, after their employment date. Employees will have 31 days from their start date to enroll in benefits. Additionally, new employees will begin participating in the Arizona State Retirement System, and the long-term disability coverage that accompanies it, on the first of the pay period following 6 months after the new employee's start date.

Learning and Development

Your career at Northern Arizona University includes the opportunity for professional development. New employee on-boarding training includes courses to be completed within the first 30 days.

Immigration Suppt/Sponsorship

NAU will not provide any U.S. immigration support or sponsorship for this position.

Application Deadline

July 29, 2024 at 11:59 p.m.

How to Apply

To apply for this position, please click on the "Apply" button on this page. You must submit your application by clicking on the "Submit" button by midnight of the application deadline. If you need assistance completing your application there are instructions available on the Human Resources website or in person i