Fleet Service Writer I

The essential functions listed below are those that represent the majority of the time spent working in this class. Management may assign additional functions related to the type of work of the class as necessary.

• Receives maintenance requests, interviews vehicle or equipment operators, and performs initial intake inspections; records asset identification, mileage or engine hours, fuel or charge level, visible condition or damage, warning indicators, photographs, and reported concerns.
• Creates accurate Fleet work orders, including work orders for after-hours drop-offs; selects the appropriate asset, meter, priority, service tasks, complaint details, department, location, and supporting documentation.
• Develops and maintains preventive-maintenance schedules and appointments for vehicles and equipment and follows up with departments regarding overdue service.
• Coordinates and prioritizes unplanned repairs, drive-up concerns, breakdowns, service calls, and towing with Fleet maintenance leadership based on safety, operational need, shop capacity, and asset availability.
• Tracks maintenance and repair work from check-in through return to service, including technician assignment, parts status, approvals, downtime, vendor status, and estimated completion; proactively communicates status updates to departments and operators.
• Reviews completed work orders for accurate labor, parts, service tasks, notes, meter readings, photographs, and required approvals before routing for closure and departmental charges.
• Coordinates outsourced towing, recalls, warranty work, and vendor repairs; obtains estimates for approval, creates post-vendor quality-control work orders, and processes invoices and sublet documentation.
• Manages Fleet loaner and pool vehicle reservations, check-in and check-out, safety inspections, service requirements, availability, and related Fleet records.
• Tracks and documents warranty claims, accidents, collision or operator damage, and other preventable damage and follows up on open items.
• Coordinates asset staging, key control, department drop-off and pickup, vendor transport or retrieval, and vehicle release documentation.
• Maintains appointment, drive-up, breakdown, overdue preventive-maintenance, warranty, accident, vendor, pool, and out-of-service logs and prepares routine Fleet reports.
• Provides front-counter, telephone, email, records, and customer-service support to County departments, contractors, and vendors.
• Identifies and promptly communicates visible safety concerns or reported unsafe conditions; appropriately flags and routes assets and communication restrictions as directed by Fleet maintenance leadership.
• Performs related work as assigned.

MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS:

• Requires High School graduation or GED.
• Requires at least two (2) years of experience in a fleet, automotive, heavy-equipment, transit, public works, or similar service environment. Qualifying experience should include work-order entry, service scheduling, parts or service coordination, customer communication, or repair-status tracking.
• Related vocational training in automotive technology, service advising, or service management is preferred.

SPECIAL CERTIFICATIONS AND LICENSES:

• Must possess and maintain a valid state driver’s license with an acceptable driving history.
• ASE C1 Service Consultant certification, or a related fleet or automotive service-advisor certification, is preferred.