JOB TITLE: FLEET MAINTENANCE MANAGER

JOB CODE: 93200

DEFINITION: This is managerial and administrative work planning, directing, and coordinating a statewide fleet fulfillment and maintenance program for the commonwealth.

An employee in this job is responsible for overseeing the fulfillment, registration, maintenance and repair, disposition, and creation of related records for vehicles procured through the commonwealth’s Automotive Fleet Program. Work involves overseeing the titling, registration, and inspection of new vehicles; the maintenance and repair services of a centralized garage; the identification of regional and central maintenance programs for agencies using fleet vehicles; and the disposition of used fleet vehicles through auctions. Work includes preparing the annual operating budget recommendations for the program; developing and implementing policies and procedures related to fleet usage and operations; and overseeing the contracting process for vendors performing work that is centrally administered. Work also includes leading special projects and establishing and coordinating with a broad network of commonwealth agencies and external entities to accomplish the objectives of the program. Work is performed independently under the general direction of an administrative supervisor and is reviewed for effectiveness of results.

EXAMPLES OF WORK: (NOTE: The examples of work are representative of the work, but every position classified to this job may not perform all examples of work listed. Conversely, this is not an all-inclusive list of work examples.)

• Plans, develops, and implements appropriate policies, standards, and procedures for the commonwealth’s Automotive Fleet Program in coordination with the Deputy Secretary, Procurement, Department of General Services (DGS).

• Directs the maintenance and repair of all vehicles in the automotive fleet, including factory warranty work, manufacturer policy work, and recalls; reviews work estimates; and pays related invoices.

• Determines the type of vehicle, equipment, and features to purchase based on agencies’ objectives; estimates the acceptable price range for the bidding process; and coordinates with the Bureau of Procurement, DGS on these requirements for contracting purposes.

• Authorizes equipment purchases and processes purchase orders for vehicles in the fleet except for the Department of Transportation and the Turnpike Commission.

• Optimizes the fleet size and operability based on agency utilization; vehicle history, age, and value; and lease versus own options.

• Directs the operation of the Commonwealth Garage performing service and repair of the central automotive fleet.

• Oversees the centralized billing and the maintenance of all records and reports concerning the commonwealth’s Automotive Fleet and ensures vehicles are properly licensed, registered, and titled.

• Oversees the rental car program and the processes used to determine the lowest cost of transportation and reserve rental vehicles.

• Oversees the telematics program and associated reporting and billing for all passenger vehicles in the fleet.

• Oversees claims procedures to report and track damage claims and accidents for fleet vehicles.

• Administers the maintenance contracting process by developing statements of work, selecting and negotiating with vendors, monitoring performance, and recommending payment, termination, and other actions for contracts that are centrally administered.

• Ensures subordinate managers and supervisors and agency automotive liaisons are implementing the processes and procedures correctly for tracking and reporting data related to vehicle usage, including mileage, fuel usage, E-ZPASS, maintenance and repair, damage and accidents, titles, registration, and safety and emission inspections.

• Directs the disposition of vehicles and optimizes their value based on market rates and the best time to sell at auction.

• Partners with agency leadership and automotive liaisons on large-scale fleet-related projects and manages the project scoping, planning, coordination, communications, and review of work.

• Communicates the status of projects, initiatives, and operations through presentations, discussions, and reports; provides mitigation plans for issues that impact leadership objectives or budgets.

• Prepares and adheres to the annual operating and project budget projections.

• Develops and implements a workforce plan to include identifying employee and supervisor skill gaps and staffing and training needs and aligns resources to accomplish short and long-term objectives.

• Performs the full range of supervisory duties.

• An employee in this job may participate in the performance of subordinates’ work consistent with operational or organizational requirements.

• Operates motor vehicles.

• Performs related work as required.

REQUIRED KNOWLEDGES, SKILLS, AND ABILITIES:

• Knowledge of the principles and techniques used to administer and manage a large passenger vehicle fleet.

• Knowledge of current vehicle inspection, maintenance, and repair practices, including manufacturer and warranty covered work.

• Knowledge of the automotive passenger vehicle market, emerging technologies, and the capabilities of automotive equipment and manufacturers.

• Knowledge of the tools, equipment, and safety hazards involved in the repair and maintenance of automotive equipment.

• Knowledge of the principles and practices of employee supervision.

• Knowledge of the use and functionality of Microsoft Office Suite software.

• Ability to plan, organize, and assign work in accordance with labor contracts, policies, procedures, and competing priorities to include emergency situations.

• Ability to prepare budget estimates for a centralized fleet operation and a wide range of automotive projects.

• Ability to apply and interpret laws and administrative procedures.

• Ability to interpret and ensure compliance with contract terms for work performed by maintenance vendors.

• Ability to communicate effectively orally.

• Ability to communicate effectively in writing.

• Ability to establish and maintain effective working relationships.

MINIMUM EXPERIENCE AND TRAINING: (NOTE: Based on the Entry Level Knowledges, Skills, and Abilities)

• Eight years of professional experience in motor vehicle fleet operations which includes two years managing the operation and administration of a commercial fleet program;

or

• Any equivalent combination of experience and training which includes two years managing the operation and administration of a commercial fleet program.