Position:             Administrative Assistant - Fleet
Supervisor:        Chief Mechanic
Department:       Administration
Division:             Fleet Maintenance
Job Code:          TIII ADIV
FLSA Status:     Non-exempt

Effective Date:   October 2024

Pay Range:        $50,000.00 - $60,000.00

This Job Description is established by the South Adams County Fire Department to outline the basic requirements, duties and general responsibilities of the Administrative Assistant - Fleet and is written to complement the District's Member Handbook and Standard Operating Guidelines.

**This position holds a probationary status of 12 months from date of hire**

The headings in this Job Description are for reference only and shall not affect its interpretation.

Position Summary:
The position is responsible for supporting Fire Department Fleet Mechanic Shop Operations with Scheduling, Customer Service, Inventory and Account Management, Clerical Duties and Reporting. 

Immediate Supervisor:

The Administrative Assistant - Fleet reports directly to the Chief Mechanic.

Supervisory Responsibility:
None

Essential Functions:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Primary Duties and Responsibilities:
The following duties are an overview of the essential duties and responsibilities of the Administrative Assistant - Fleet and should not be considered an all-inclusive list.

1.    Knowledge of the Department’s rules, policies and procedures, including but not limited to the rules, policies and procedures contained in the District's Member Handbook and Standard Operating Guidelines.
2.    Answers incoming phone calls in a prompt, polite, and professional manner. Answers emails and telephone inquiries regarding service appointments and work in process.
3.    Schedules service appointments, shuttling, obtains driver/supervisor and vehicle information prior to arrival when possible. Greets crews in a timely, friendly manner and obtains vehicle information. 
4.    Assists with the compliance of safety wear for all fleet/department employees and any visitors.
5.    Writes up vehicle concerns accurately and clearly on the repair order. Refers to service history and inform driver/supervisor of additional needed service. Work with Chief Mechanic and/or lead technician to establish "promised time". 
6.    Notifies Chief Mechanic and/or lead technician of incoming work and scheduled appointments. Checks on progress of repair(s) throughout the day. Contacts Battalion Chiefs / Senior staff regarding any changes in the promised time, explain time requirements in detail, and gets proper authorization before any additional repairs are performed. 
7.    Reviews repair orders to ensure that work is completed, additional work and authorization is noted. Closes repair orders as appropriate. Works with outside repair facilities to schedule repairs. 
8.    Input work requests from vehicle reports sent to shop by drivers. Informs driver/supervisor of any other repairs needed and schedule date to have work performed. 
9.    Ensures that all warranty claim repair orders are accurate and update Chief Mechanic. 
10.    Works with the departments’ safety officer to report, manage, and file property and liability claims.
11.    Process payments for all claims deductibles for property and liability claims.
12.    Works with the departments’ safety officer to prepare the organizations files for property and liability insurance renewals.
13.    Works with Chief Mechanic / lead technician to create parts purchase orders. Works with Chief Mechanic / lead technician to monitor parts inventory and monthly physical part inventory. Make any adjustments needed in system. 
14.    Works with outside vendors to order parts, shop supplies and to perform needed services. 
15.    Orders/purchase office supplies. Maintains office equipment (i.e., copiers, printers, etc.). 
16.    Assists in computer training as directed by the Chief Mechanic. 
17.    Assists in the control of all posted documents, including time records, vehicle records and changes to parts inventory. E-File all documents. 
18.    Prepares and sends out invoices for payment to customers (i.e., contract work). 
19.    Pay invoices with P-Card, if applicable. Adheres to P-Card procedure on all payments with card.
20.    Processes invoices owed by the Department within 48 hours of receipt of invoice.
21.    Composes and prepares routine correspondence on a weekly basis for the Chief Mechanic. 
22.    Maintains high customer satisfaction standards. 
23.    Maintains a professional appearance. 
24.    Keeps work area clean.
25.    Maintain positive and constructive written and oral communication skills at all times.
26.    Work well in a progressive team-oriented environment with a positive attitude and be a self-starter.
27.    Promote a positive, professional image of the District at all times.
28.    Perform such other duties as directed.

Minimum Qualifications and Certification Requirements:

1.    Possess a high school diploma or G.E.D.
2.    Possess and maintain a valid Colorado driver's license, and acceptable driving record.
3.    One (1) year of clerical or administrative support experience required. 
4.    Automotive experience preferred. 
5.    Must be able to use general office equipment (i.e., copier, etc.)
6.    Ability to sit or stand for prolonged periods of time.
7.    Ability to operate a personal computer and software, including but not limited to District’s software, and Microsoft programs.
8.    Ability to use independent judgment to solve problems.
9.    Ability to schedule and meet related obligations and timelines.
10.    Ability to communicate effectively with diverse groups, including individuals of varying ages and aptitudes.
11.    Ability to read, write, speak, and understand the English language at a level adequate to perform the duties of the position.

Work Environment and Physical Requirements:

This position requires work in a variety of locations and conditions, including office areas, in and around a wide variety of automotive, mechanical, chemical and emergency scenes of every type.
1.    A portion of this position will involve sedentary work in an office environment.
2.    Must be able to lift, move and carry objects up to fifty (50) pounds frequently and up to one hundred (100) pounds occasionally.
3.    This position requires standing, walking, sitting, kneeling, stooping, bending, lifting, squatting, pushing, pulling, crawling, climbing, pinching, gripping, reaching over head, reaching away from body, and repetitive motion.
4.    Work may result in exposure to high noise levels requiring the wearing of hearing protection.
5.    This position demands frequent use of sensory activities such as talking, seeing, hearing, smelling, feeling (identifying objects by touch), depth perception and color vision.
6.    This position will involve occasional periods of physical, mental and/or emotional stress.
7.    This position may require at times to work special events after normal business hours.

Attire:

Shop attire is required at all times to include:
o    T-Shirt or District approved blouse/shirt/polo
o    Protective footwear to include flat closed toe shoes.
o    Ballcaps are permitted
o    Hair that meets the shoulders must be pulled back for safety.
o    Long hair (longer than shoulder length) must be restrained.
Due to the nature of the environment the following shall not be permitted:
o    Dresses and skirts
o    Sandals/open toed shoes etc.
o    Shorts
o    Tank tops

Projected Process Timeline:

The dates below are projected only and are subject to change to align with  departmental requirements.

Application Period: Opens 10.03.2024 and closes 10.31.2024

Applicant Review: Week of November 4, 2024

Video Screening: Week of November 4, 2024

In-Person Interviews: Week of November 18, 2024

Final Selection and Notifications: Week of November 18, 2024

Conditional Offer Letter Sent: End of Week November 18, 2024

Pre-Boarding: Weeks of December 2nd and 9th, 2024

Final Offer: Week of December 9th, 2024

First Day of Employment: January 6, 2025