Fleet Manager I (Greenlink)

Created: March 2016

Job Title:

Fleet Manager I (Greenlink)

Job Description Number:

1850

Department/Division:

Public Transportation

Exemption Status:

Exempt

Pay Grade:

111

Immediate Supervisor:

Director of Public Transportation

Normal Work Schedule:

Mon-Fri, 8 hours/day

Brief Description of the Job:

Under the Direction of the Director of Public Transportation, manages the daily operations and budget of the City of Greenville’s Greenlink Fleet Maintenance Division, ensuring the attainment of operational goals and priorities. Responsible for supervising Greenlink Fleet Maintenance personnel, setting priorities, creating and assigning individual work orders, securing vehicle estimates for repairs, process requisition forms; and monitoring mechanic productivity, ensuring the quality of repair, evaluating performance, training, and taking necessary disciplinary action consistent with City policies. Ensures the bus fleet and equipment are kept in a state of operating excellence so that Transit Fleet vehicles present no problems or interruptions to bus services. Ensures transit fleet operations and repairs meet and are in compliance with federal, state, and local laws and regulations and policies. Oversees inspection of non-routine and complex service and maintenance work, ensuring the quality and effectiveness of all repairs. Provides technical assistance to mechanics in major repairs and difficult diagnostic problems. Diagnoses mechanical issues and determine extent of needed repairs. Test drives vehicles. Handles safety issues (e.g., OSHA, EPA, FTA and DHEC), documents safety violations; documents and reports all accidents; conducts safety meetings and coordinates safety training. Maintains and monitors an annual Transit Fleet Maintenance budget. Serves on-call for availability to cover absent mechanics. Maintains a comprehensive transit records management and inventory system. Attends GTA development committee, finance committee, meetings as well the GTA Board meeting.

Essential Functions:

Manage Overall Operations and Budget of Transit Fleet Maintenance Division (25%): Responsible for the daily operations of the Transit Fleet Maintenance Division, ensuring the efficient overhaul, repair, servicing and preventative maintenance of the Transit Fleet and equipment. Develop and submit daily run sheet for bus, indicating which buses are available for service, assigned as spares, and those in repair status. Receives and investigates complaints regarding vehicle/equipment performance and safety; receives calls for repairs; establishes priorities for and schedules emergency and regular repairs and maintenance. Assign technicians and mechanics to road call service runs and fill in in their absence on assignments in the repair service bays. Maintain inventory balance, ensure proper parts are ordered, and obsolete parts are returned for credit. Receive calls for repairs and establish priorities for and schedule emergency and regular repairs and maintenance. Receive and respond to inquiries, requests for assistance, concerns and complaints regarding Transit Fleet Maintenance activities. Receive and investigate complaints regarding vehicle/equipment performance and safety. Oversee and participate in the development and administration of approved annual Fleet Maintenance budget; participates in the budget development for staffing, maintenance contracts, vehicles, equipment, materials, and supplies; monitor and approve expenditures; implement budget adjustments.

Assist Director of Transportation in the review of Transit fleet condition and formulate recommendations for replacement program. Determine when a bus/equipment is no longer economical or technologically useable according to the useful life guidelines of the Federal Transit Administration established in 1985 for all types of vehicles purchased with federal funds. Prepare the bus for disposal or arrange with Purchasing for its sale through www.govdeals.com. Meet with vendors to assess relevance of their products and service offerings. Design, write, and program destination signs via Luminator and Twin Vision software. Attend GTA development committee, finance committee, meetings as well the GTA Board meeting. Maintain Storm Water Pollution Protection Plans by conducting site inspections and sampling rain run-off while being the point of contact.

Supervise Transit Fleet Personnel (25%): Supervise Shop Foreman, Mechanics, Lead Bus Servicer, Parts Technician, and Temporary Bus Servicers. Direct, coordinate and review the work plan for Transit Fleet Maintenance services and activities. Develop and maintain employee work schedule; assign repair orders to individual mechanics; monitor workflow; and evaluate work, ensuring the quality of repair work. Work with temporary services contractor and Human Resources Department to maintain an adequate temporary bus servicer crew. Assist Parts Technician in obtaining the correct parts at the most affordable prices. Oversee cleanliness of overall state of the fleet both exterior and interior. Work with Lead Bus Servicer to schedule fueling, cleaning and parking of all buses. Schedule preventative maintenance and other services in compliance with Federal guidelines. Conduct quality control inspections of all maintenance work to ensure compliance with all State and Federal regulations. Inspect work performed by mechanics and other personnel in process and upon completion. Ensure that proper standard of repair work are maintained; inspect tools and ensure equipment is maintained for condition and proper use. Supervise and evaluate the performance of subordinate mechanics and support staff including writing and conducting annual evaluations; approves Executime timesheets and leave requests; and recommends and implements disciplinary processes as necessary. Ensure subordinates' compliance with all applicable laws and regulations, City and department policies and procedures, and standards of quality and safety. Oversee ASE certification incentive program, ensuring all employee records are up to date and processed in a timely manner through Human Resources. As needed, assist in the posting, screening and hiring of vacant positions.

Perform Transit Fleet Management Administrative Responsibilities. (25%) Implement and supervise a comprehensive Transit Fleet Management records management system, ensuring the completeness and accuracy of maintenance records. Maintain and update GTA maintenance program. Prepare a variety of Transit Fleet operations, administrative and financial records and reports including annual budgets. Develop reports that analyze the economic performance of the fleet, make recommendations, or take corrective action that would improve the fleet’s efficiency. Analyze maintenance records to identify changing trends and ongoing preventive maintenance program effectiveness. Oversee an inventory control system, including maintaining and updating maintenance asset inventory. Prepare parts and labor costs for transit equipment. Maintain accountability for parts and equipment and the requisitioning of parts and supplies, including waste management. Monitor transit equipment maintenance and repairs to ensure that the City receives reimbursement for items under warranty. Prepare performance and other reports detailing fleet maintenance workload and activities. Maintain employee training and safety records. File driver pre/post-trip inspection records. Proof and file completed work orders. Review road call logs for compliance with major and minor road call definitions. Maintain underground storage tank inspection log. Work with Greenlink Manager of Budget and Finance on all matters related to financial accounts. Create and submit purchase orders into the City’s HTE accounting program and obtain approval signatures for all purchase orders. Create and submit purchase orders for parts, supplies, and services into the RTA fleet management system. Maintain proper up to date files on oil analysis reports and inform

Transportation Director of any abnormal readings. Procure fuel supply for Transit Fleet and for the administration of the fuel supply program. Control the issue, documentation and correct use of PIN numbers to access fuel supply. Prepare monthly maintenance fuel reports by vehicle and route assignment. Prepare monthly maintenance reports for Public Transportation Director and Manager of Finance and Budget for GreenLink. Assist the Director of Public Transportation in preparing specifications and bid packages for the purchase of new and replacement vehicles, shop equipment, supplies and related products. Conduct competitive buying research between vendors to obtain best value for the City. Conduct research on materials and labor procedures that will be the most economical and efficient benefit to the City.

Administer External Vendor Contracts (10%): Administer contracts with external vendors, providing facilities management-related services to the City. Responsible for coordination, and development of RFPs, review and scoring of proposals, and selection of vendors. Interpret, and implement financial aspects of contractual agreements. Monitor and track contracts to ensure that all services provided are of the highest quality and consistent with terms of contract. Coordinate effective resolution of vendor issues.

Ensure Safety and Manage Risk (15%): Direct Transit Fleet Maintenance operations and services in accordance with DHEC, DOT, FTA, EPA and OSHA standards, including fuel disposal and hazardous materials recycling and recovery programs, air quality standards, and vehicle emissions testing and evaluations. Promote high standards of safety. Develop policies and procedures for the safe, secure, and efficient operation of the supply operation. Work with all Fleet Services employees to ensure that they understand and comply with safety policies and procedures to prevent accidents related to fleet vehicle maintenance and usage. Conduct monthly division safety meetings providing pertinent updates on safety issues and problems, demonstrating use of necessary safety equipment required for the job, and obtaining sources for training aids such as videos, booklets, magazines, and trade magazine articles. Investigate accident and vandalism incidents on GTA maintenance property. Conduct monthly and annual maintenance building inspections for safety compliance. Conduct reviews of all injuries and accidents, and implement changes and/or training to enhance safety practices. Investigate accidents or incidents where the operation of the vehicle was thought to have contributed to the cause. Ensure that accidents are reported to Director of Transportation, as well as the Employee Health Clinic within required timeframes, and take corrective action regarding accident investigations.

Other duties and responsibilities as assigned.

Physical Demands

Overall Strength Demands:

Medium strength demands include exerting 20-50 pounds occasionally, 10-25 pounds frequently, or up to 10 pounds constantly.

Physical Demands:

Continuously requires vision and talking. Frequently requires standing, vision, hearing, walking, and sitting. Occasionally requires reaching, climbing, crouching, fine dexterity, handling, kneeling, foot controls, twisting, lifting, crawling, balancing, carrying, pushing/pulling, and bending.

Machines, Tools, Equipment, and Work Aids:

Calculator, printer, phone, computer, two-way radio, and various shop equipment.

Computer Equipment and Software:

Microsoft Office (Excel, PowerPoint, Outlook, Access), H.T.E. Naviline, Fleet Maintenance manuals, diagrams, vehicle schematics. Computer, lap top, printer, diagnostic computer, Microsoft Office Suite (Excel, PowerPoint, Outlook, Access), H.T.E./Naviline, Executime, Fleet Management Information System, and relevant repair guides.

Working Conditions

Overall Working Conditions:

Satisfactory: Occasional exposure to unpleasant environmental conditionsl and/or hazards Occasional outside work. Little physical effort is required.

Environmental Factors:

Daily exposure to respiratory hazards, noise and vibration, and physical hazards. Weekly exposure to extreme temperature, wetness and/or humidity.

Health and Safety

: Daily exposure to mechanical hazards. Weekly exposure to chemical hazards. Monthly exposure to electrical hazards, fire hazards, and communicable diseases.

Primary Work Location:

Office Environment, Shop, and Vehicle.

Protective Equipment Required:

Safety shoes, eye protection, hearing protection, gloves.

Non-Physical Demands

Frequently requires time pressures, frequent change of tasks, performing multiple tasks simultaneously, noisy/distracting environment, and working closely with others as part of a team. Occasionally requires emergency situations, irregular schedule/overtime, and tedious or exacting work.

Job Requirements

Formal Education:

Two year Associate’s degree or equivalent in Business Administration, Public Administration, or related field is required.

Experience:

Over two years, up to and including four years of experience in supervision or management are required, preferably in a maintenance environment.

Driver’s License Required: A valid

Class B South Carolina Commercial Learner’s Permit is required. Once in classification, employee must obtain CDL within 4 months. Passenger endorsement preferred.

Certifications and Other Requirements:

ASE Transit Bus Master Mechanic Certification Required. APWA Certified Public Fleet Professional Preferred. Must obtain APWA certification within 6 months of employment.

Job Demands

Reading:

Advanced Level: Ability to read, analyze, and interpret general business periodicals, professional journals, technical journals and procedures, financial reports, legal documents, and governmental regulations as well as literature, books, reviews, reports, and abstracts. Position requires the ability to read budget worksheets, technical manuals, government and EPA regulations, and

compliance manuals, vehicle schematics, and technical diagrams, as well as professional fleet publications and correspondence.

Math:

Intermediate Level: Ability to deal with a system of real numbers; and practical application of fractions, percentages, ratios/proportions and measurement. Position requires the ability to perform budget calculations and forecasts for fiscal expenditures to present to City Council, as well as the ability to calculate vehicle depreciations, using appropriate matrix or designated procedures.

Writing:

Advanced Level: Ability to write policies, contracts, speeches, formal presentations, and/or technical and legal documents and correspondence. Position requires the ability to prepare reports, budget summaries, contracts, professional letters/correspondence, meeting minutes, emails, employee performance evaluations, and City Council briefings.

Human Collaboration Skills:

Recommendations regarding policy development and implementation are made and/or recommended. Contact may involve support of controversial positions or the negotiation of sensitive issues or important presentations. Evaluates customer satisfaction, develops cooperative associations, and utilizes resources to continuously improve customer satisfaction. Work has a moderate impact on the organization. External contacts include fleet supply vendors such as Napa, SCDOT, DHEC, FTA, temporary staffing agencies, and GTA Board. Internal contacts include all City departments, but especially Human Resources and OMB.

Management and Supervision:

Work requires managing and monitoring work performance by

directing subordinate supervisors, including making final decisions on hiring and disciplinary actions, evaluating program/work objectives and effectiveness, and realigning work and staffing assignments, as needed. Semi-complex scope of supervision. This position is responsible for supervising the positions of Shop Foreman, Parts Supervisor, and Mechanics.

Technical Skill:

Skilled: Work requires a comprehensive, practical knowledge of a technical field with use of analytical judgment and decision-making abilities appropriate to the work environment of the organization. Comprehensive application: Consequences of work affect large groups as well as the customer-base at large.

Fiscal Responsibility:

Position develops the budget for fleet operations and/or multiple programs and projects. Has responsibility for recommending requests to the Department head. Recommends to department head execution of procurement documents, journal entries, and budget transfers.

Freedom to Act and Impact of Action

Receives Limited Direction: The employee normally performs the duty assignment according to his or her own judgment, requesting supervisory assistance only when necessary. Special projects are managed with little oversight and assignments may be reviewed upon completion. Performance reviewed periodically. Significant impact of action: Considerable benefits or costs in time, money, or public/employee relations.

Disclaimer

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as

a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.