Fleet Coordinator - Police Department

The purpose of this classification is to manage activities associated with the police department’s police vehicle fleet, including the assignment, maintenance/repair, and inventory control of vehicles and associated equipment.

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

Provides direction, training, and assistance to volunteers or other workers; organizes, prioritizes, and assigns work; monitors status of work, inspects completed work, and troubleshoots problem situations.

Ensures compliance with all applicable laws, general orders, rules, regulations, standards, policies and procedures; ensures adherence to established safety procedures; monitors work environment and use of safety equipment to ensure safety of employees and other individuals; initiates any actions necessary to correct deviations or violations.

Assist with maintaining departmental facilities and equipment in proper working condition.

Manages fleet activities with department personnel, other departments, outside service providers, vendors, or others as needed; provides information regarding vehicles to department personnel or other department managers.

Conducts research and makes recommendations with regard to the feasibility of modifying the composition of the fleet and/or corresponding fleet-related programs, e.g., cost/benefit analysis of introducing hybrid vehicles, modification to schedule of charges for personal patrol vehicles (PPVs) as it impacts vehicle repairs, maintenance, and fuel costs, etc.

Participates in the annual budgetary and capital improvement process, providing input as to the requirements for vehicle replacement, repair, and maintenance, with recommendations for cost savings, if appropriate. Develops and implements a comprehensive 3-year vehicle replacement plan by analyzing fleet data, assessing vehicle performance, and prioritizing replacements to align with organizational goals. Able to conduct basic analysis/inspections to make long- and short-term recommendations for the purchase or replacement of vehicles/equipment. 

Maintains current contracts for purchase of vehicle-related equipment and services.  Submits purchase requisitions given adherence to the Town’s purchasing policy.

Works with members of Human Resources and Risk Management to ensure the proper follow-up after a vehicle crash, e.g., makes recommendations regarding pursuit of insurance reimbursement, vehicle repair.

Coordinates assignment of vehicles to department personnel; reviews upcoming shift schedules and makes vehicle assignments to shift personnel; assigns vehicles for schools and for training purposes.

Inspects all line vehicles; outfits new vehicles with new equipment; ensures all vehicle keys are available for issue.

Oversees maintenance of all vehicles in fleet and associated equipment to ensure safety, cleanliness, and proper working conditions; determines whether vehicles are safe for continued use; conducts visual inspections of agency vehicles, all-terrain vehicles, and other equipment; inspects contaminated vehicles and disinfects as needed; inspects damaged vehicles and obtains repair estimates from body shops; supervises and coordinates speedometer calibrations; coordinates radar certifications.

Manages repair and preventive maintenance activities; prepares work orders to request correction of problems/deficiencies; coordinates transportation of vehicles to/from maintenance facilities; reviews all completed work orders to ensure proper completion of repair/maintenance work.

Manages warranty repairs; researches warranty status of vehicles/equipment requiring repairs; coordinates delivery of vehicles to dealers to conduct warranty work.

Coordinates delivery of equipment, such as radios, flashlights, radar units, or other equipment associated with vehicles, to outside service providers.

Manages inventory control and maintenance of the department’s radio communications equipment; inspects damaged radios; performs minor repair of radios as needed.

Maintains files/records of all vehicles and equipment.

Coordinates purchasing activities relating to vehicles, equipment, supplies, and services; initiates purchase requests for new or replacement items.

Maintains inventory of fleet equipment and supplies, including supplies needed for medical emergencies; ensures availability of adequate supplies to conduct work activities; issues equipment to new employees and maintains records; coordinates disposal of damaged/unusable vehicles/equipment.  Tracks and maintains Automated External Defibrillators (AEDs).
    
Prepares and processes documentation for vehicle/boat registration, tags, and titles.

Reviews invoices for towing, repair work, or other expenditures; verifies completion of work and ensures accuracy and appropriateness of charges; approves invoices and forwards for payment.

Prepares or completes various forms, reports, correspondence, vehicle inspection forms, work orders, inventory records, contaminated vehicle forms, radio problem survey forms, gasoline usage reports, purchase requests, budget documents, or other documents.

Receives various forms, reports, correspondence, vehicle inspection forms, damaged equipment documentation, repair estimates, completed work orders, vehicle/equipment requests, shift schedules, invoices, general contracts, recall notices, technical service bulletins, laws, general orders, policies, procedures, manuals, reference materials, or other documentation; reviews, completes, processes, forwards or retains as appropriate.

Operates a computer to analyze data; enter, retrieve, review or modify data; verifies accuracy of entered data and makes corrections; utilizes word processing, spreadsheet, database, inventory/purchasing system, e-mail, or other computer programs.

Performs minor repair tasks associated with fleet maintenance, which may include inflating tires, repairing radios, replacing batteries, reconditioning/restoring batteries, refueling vehicles, checking fluid levels, replacing fluids, replacing parts, greasing equipment, or washing/cleaning equipment.

Operates a variety of machinery, equipment and tools associated with fleet activities, which may include a motor vehicle, truck, trailer, boat, motorcycle, all-terrain vehicle, battery reconditioner, air compressor, embossing gun, jumper cables,  radio communications equipment, diagnostic instruments, power tools, mechanic tools, or hand tools.

Communicates with supervisor, department personnel, other departments, Town employees, mechanics, dealers, body shops and outside service providers, towing companies, vendors, sales representatives, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.

Prepare and deliver presentations to command staff on vehicle purchase proposals, utilizing tools such as PowerPoint, to present data driven recommendations.

Maintains a comprehensive, current knowledge of applicable laws/regulations; maintains an awareness of new trends and advances in the profession; reads professional literature; maintains professional affiliations; attends workshops and training sessions as appropriate.

ADDITIONAL FUNCTIONS

Performs general/clerical tasks, which may include answering telephone calls, typing documents, making copies, sending/receiving faxes, filing documentation, or processing incoming/outgoing mail.

Provides assistance with the coordination of facilities repairs and maintenance with appropriate departments.

Provides assistance to other employees or departments as needed.

Performs other related duties as required.

• High school diploma or GED.
• Previous experience and/or training that includes fleet management, inventory control, vehicle maintenance, and personal computer operations.
• Any equivalent combination of education, training, and experience that provides the requisite knowledge, skills, and abilities for this job may be considered a substitute for the experience requirement above. 
• A valid Florida driver’s license is required. For application purposes, a valid driver’s license from any state (equivalent to a State of Florida Class E) may be utilized, with the ability to obtain the State of Florida driver’s license within thirty (30) days from the date of employment.   

Data Utilization: Requires the ability to review, classify, categorize, prioritize, and/or analyze data. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.

Human Interaction: Requires the ability to apply principles of persuasion and/or influence over others in coordinating activities of a project, program, or designated area of responsibility.

Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate and control the actions of equipment, machinery, tools and/or materials requiring complex and rapid adjustments.

Verbal Aptitude: Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.

Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.

Functional Reasoning: Requires the ability to apply principles of influence systems, such as motivation, incentive, and leadership, and to exercise independent judgment to apply facts and principles for developing approaches and techniques to resolve problems.

Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving evaluation of information against measurable or verifiable criteria.


ADA COMPLIANCE

Physical Ability: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or work station; may occasionally involve the lifting, carrying, pushing, and/or pulling of moderately heavy objects and materials (20-50 pounds).

Sensory Requirements: Some tasks require the ability to perceive and discriminate sounds and visual cues or signals. Some tasks require the ability to communicate orally.

Environmental Factors: Performance of essential functions may require exposure to adverse environmental conditions, such as wetness, humidity, rain, temperature extremes, machinery, traffic hazards, toxic agents, disease, or pathogenic substances.


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