Administration Support – Fleet Services

Notice of Job Opening

Date: January 29, 2018

Department: Garage

Exp Dat: Until Filled

Pay Range: Depending Upon Qualifications

Job Summary

Performs complex clerical duties involving a variety of statistical, financial, or property control records requiring considerable knowledge of operating policies, procedures and regulations. Employee in this class is responsible for a variety of clerical duties including typing, maintenance of files, and acting as receptionists for Fleet Services. Duties are executed according to well-established procedures for the performance of clerical tasks. Detailed instructions are given at the beginning of the work and on subsequent new assignments; however, as employee becomes more familiar with the particular procedures, they may work with independence of action on the more routine aspects of the work.

Work is subject to review for accuracy and completeness by supervisors.

Examples of Work

The following examples of duties and associated tasks are typically performed by a person in this position. No attempt is made to be exhaustive in this listing.

  • Answers phone for Fleet Services.
  • Records and distributes telephone messages and complaints.
  • Types memoranda, letters, purchase orders, evaluation, and accident reports.
  • Types reports, charts information on forms from notes and oral instructions.
  • Records goods received, assigns to the proper account numbers.
  • Checks requisitions, purchase orders, vouchers, and invoices for correct arithmetical computations; codes requisitions, purchase orders, invoices and vouches according to predetermined system.
  • Checks timesheets Bi-weekly and delivers to accounting department; collects payroll checks and delivers to supervisors.
  • Prepares sick and vacation forms to correspond with timesheets.
  • Prepares travel request, schedules seminars etc.
  • Maintains files for the Fleet Services Division.
  • Files Division correspondence, personnel reports, purchase orders, invoices, monthly reports and budget information.
  • aintains records on all vehicles and equipment owned by the City.
  • Makes employee and vehicle gas cards as needed.
  • Makes cards and files on each new vehicle and piece of equipment purchased, enters information into computer on history of cost, repair and disposal of equipment.
  • Checks all repair orders, verifying repair and parts charges and closes repair orders.
  • Prepares Purchasing Card for payment monthly.
  • Orders and keeps up with inventory on Gasoline and Diesel Fuel.
  • Records gasoline, diesel fuel and oils into Fleet software.
  • Prepares required reports and assists in preparation of annual budget.
  • Provides information to other Departments for Budgetary purposes.
  • Order and keep in stock janitorial supplies
  • Maintain office equipment, materials and supplies
  • Operates City vehicle to run errands, pick up parts and deliver vehicles.
  • Collects, sorts and delivers mail daily.
  • Performs related duties as required.

Knowledge, Skills & Abilities

  • General knowledge of activities of Fleet Services Division
  • Knowledge of modern office practices and procedures
  • Knowledge of courteous telephone practices and procedures
  • Some knowledge of business English, Spelling, and Arithmetic.
  • Skills in the use of the typewriter and desk calculator.
  • Must be computer literate.
  • Ability to give and follow oral and written instructions.
  • Ability to learn assigned clerical tasks readily and to adhere to prescribed routines.
  • Ability to work nights or weekends in case of emergency.
  • Thorough knowledge of the geography of the City.

Necessary Training & Experience

  • High school diploma or GED equivalent supplemented by clerical courses.
  • At least one year’s general office experience.
  • Have a clear distinct speaking voice.
  • Must be computer literate.
  • Possess a typing speed of at least 40 wpm.
  • Possess a valid Georgia driver’s license
  • Be in good physical condition

General Online Application

If you have any additional questions please email or call Stephanie Crowe in the Human Resource Department: +1 706 883 2037,