Fleet Procurement Specialist

The Town of Erie is looking for a highly organized and detail-oriented individual to join us as our first Fleet Procurement Specialist.

Under the direction of the O&M Manager this specialized expert will take on the administrative, analytical, and technical duties related to the maintenance, repair, acquisition, upgrading, and disposal of the Town of Erie's fleet and equipment. This specialist also acts as the backup for fleet management, on-site fuel systems, software, and field management. They will become the main point of contact for both our vendors and staff, for all requests regarding our Town's fleet and related equipment.

Responsibilities also include monthly inventory reporting, auditing, and accounting reports. The person will collaborate on a regular basis with the Fleet Supervisor, Budget team, Risk Management Team and other divisions within the Town, so strong communication and collaborative skills are required!

Anticipated Work Schedule: Full-time; Monday - Friday shifts

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  40 hours per week with some nights and weekends as needed.

  
  

Work Location: Leon A. Wurl Service Center (150 Bonnell Drive- Erie, CO)

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  This position is 100% in-person and not eligible for remote work

  
  

THIS POSTING WILL CLOSE 11:59PM ON SUNDAY, 2/11/25. PLEASE ENSURE YOUR APPLICATION IS COMPLETE FOR CONSIDERATION.

DUTIES AND RESPONSIBILITIES:

Departmental Duties

• Monitor and update vehicle and equipment request forms, process requests, coordinate ordering and upfitting with vendors, in-service coordination, fuel keys, and transport vehicles.
• Coordinate with Management Analyst and Operations Manager on vehicle/equipment purchase and after-market requisitions/POs.
• Enterprise lease point of contact and administration.
• Manage vehicle/equipment ordering process & status.
• Collaborate with Fleet Supervisor and vendors on after-market and post-delivery inspections (PDI).
• Facilitate and track vehicle/equipment disposal/auction process and titles sales.
• Work directly with auction company, works with Clerk's office to collect titles, and works with Finance on fixed assets disposal and proceed information.
• Collaborate with Fleet Supervisor and technician on monthly inventory reconciliation, parts purchase, and stocking.
• Manage fleet management information systems Parts and Fluids Inventory.
• Assist in stocking parts and maintain tools inventory.
• Collaborate with other departments on vehicle needs and upfits.

Admin Duties

• Primary contact for new vehicle and equipment vendors, ensure vendor performance, and inform management.
• Provide administrative support to the Fleet Division.
• Compile and analyze reports for standard operating procedures, annual budgets, equipment replacement schedules, and performance measures.
• Provide support for State Regulations and reporting requirements. Acts as backup for Fuel reporting.
• Data entry and coordination of Asset Management and Work Order software.
• Obtain and manage Service Contract Renewals i.e. fuel, autobody, towing etc.
• Maintain tracking of vehicle inventory for fleet forecasting models.
• Utilize various tools and software to perform duties effectively.
• Monitor and track vehicles/equipment for replacement and new 10-year plan.
• Coordinate with Sustainability Division and Others to develop and maintain an EV conversion plan.

Financial Duties

• Work with Finance regarding the processing of invoices, purchase orders, and departmental purchases. Compares invoices and requisitions with budget line items to ensure spending is appropriate and follows purchasing policy.
• Participate in the department's annual budget preparation and helps to coordinate the development of fleet-related capital maintenance and replacement projects.
• Compare cost of goods and services to current market value for competitive pricing. Make change recommendations to Fleet Supervisor, O&M Manager and Management Analyst.
• Analyze and monitor budget line items to ensure proper spending per budget, policies, and procedures. Assures that responsibilities are performed within budget and performs cost control activities.
• Assist with departmental long-range staffing plan.
• Manage and reconciles Fleet Purchasing Card transactions.

Support/Other

• Analyze divisional organization and operating practices and provide recommendations for improved services and operational efficiencies and best business practices.
• Prepare and maintains divisional records and reports for meetings, notices, agendas, and other matters.
• Develop and interpret policies, make recommendations, and provide staff direction on implementation of policies and procedures.
• Work with Human Resources to maintain and ensure compliance with divisional human resource-related documents including organization chart, policies, processes and procedures, and job descriptions. Proposes updates/changes as needed.
• Performs related work as required and assigned.

MINIMUM QUALIFICATIONS

• High school diploma or equivalent (GED)
• Three (3) years of experience in equipment and vehicle operations administration with Fuel Master, Asset Management and inventory tracking software knowledge.
• One (1) year of related experience dealing with automotive equipment parts, repair, and inventory.
• Valid Colorado driver's license and satisfactory driving record.

DESIRED QUALIFICATIONS

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  Completion of a specialized training or certification program in the automotive field preferred.

  
  

CERTIFICATES/LICENSES/REGISTRATIONS

• Notary Public may be required.
• May be required to be bondable.

KNOWLEDGE, SKILLS & ABILITIES REQUIRED:

Knowledge of: Extensive knowledge of procedures, policies, rules and regulations governing administrative functions with broad knowledge of current office procedures and practices, Microsoft Office programs - especially in word processing and database/spreadsheet programs, scheduling and coordinating meetings. Thorough knowledge of simple accounting and bookkeeping principles and techniques; thorough knowledge of mathematical principles; considerable knowledge of modern principles and practices of public administration and budgeting.

Skills in: Making independent decisions and assisting in routine managerial decisions; effectively working with other employees, vendors, contractors and the general public. Following complex oral and written directions; composing effective and accurate correspondence and reports; handling non-routine matters; ability to carry out a wide scope of duties. Maintaining confidentiality and handling confidential issues with tact and discretion; exercise initiative and to make sound independent judgments. Researching and prepare reports for special projects; read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations; write reports, business correspondence, and procedure manuals; effectively present information and respond to questions from groups of managers, clients, customers, and the general public. Analyzing problems, collect data, establish facts, and draw valid conclusions; interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

Environmental Factors:

Work is performed in a standard, inside office environment with frequent to constant use of a personal computer, exposure to moderate noise levels, and occasional vibrations. Work may require frequent local travel, and occasional out of town travel. Some tasks may involve exposure to extreme temperatures, chemicals, gases/fumes/dust, outside work, walking on uneven surfaces, working at height, light/power equipment ops, heavy equipment, work in traffic, and high noise levels. Work may involve competing demands, performing multiple tasks, and working to deadlines.

Physical Factors:

While performing the duties of this job, the employee is frequently sitting, standing, or walking for extended periods of time. Tasks generally require talking, hearing, grasping, fingering, and handling of objects. Occasionally employee may perform tasks while stooping, kneeling, squatting, reaching, lifting over 25 pounds, using visual acuity and peripheral vision. Some tasks may involve running, climbing, balancing, and use of depth perception and color discrimination, as well as occasionally lifting items weighing 50 to 100 pounds.

Town of Erie Benefits:

The Town of Erie offers a comprehensive benefit package and pays a major portion of the employee premium to make these benefits more affordable for you. Coverage of these benefits begin the 1st of the month following date of hire for benefited employees regularly working an average of 30 hours per week. Each year you will have the option of changing your elections through open enrollment. To learn more, review the benefits webpage.

Designated full time employees are eligible for the following benefits:

• Robust Medical, Dental and Vision plans including spouse, domestic partner and family coverage options
• Supplemental Accident, Critical Illness and Hospital Plans
• Voluntary Life/AD&D
• Employer paid Basic Life/AD&D
• Employer paid Short- and Long-Term Disability
• Employer paid Employee Assistance Program
• Robust extended sick leave and family sick leave program
• Up to 48 hours of Colorado Sick Leave preloaded on the 1st of every year (pro-rated if hired after the 1st of the year)
• 3 Weeks of Paid Time Off (PTO) per year (increases with years of service)
• 40 hours of pre-loaded Paid Time Off (PTO) to each new employee upon hire
• Fifteen (15) Paid Holidays
• Twenty-Four (24) Hours of Paid Volunteer Leave
• Up to 12 weeks of paid Parental Leave for bonding with a new child
• Option to "sell back" PTO after two (2) years of continuous employment
• 457 Retirement Plan, with a 5% employer match and immediate 100% vesting in your deferral contributions AND employer contributions
• Education reimbursement up to $3,000 per year
• Individual free membership to the Erie Community Center and steep discounts on couple or family memberships.
• Employer sponsored wellness program, including employee-based fitness classes
• Childcare benefits which includes 10% discount to any KinderCare location in Colorado
• Half-off charging at town-owned EV charging stations
• Pet Insurance
• Employee Discount Program through Benefits Hub
• Eligible for discount Dell Computer program
• Onsite/virtual trainings for growth and development opportunities

We are a Public Service Loan Forgiveness (PSLF)-qualified employer!

EEOC Statement:

The Town is dedicated to the principles of equal employment opportunity in any term, condition or privilege of employment. Applicants, employees and former employees are protected from employment discrimination based on race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, age (40 or older), disability and genetic information (including family medical history), veteran status, marital status or any other status protected by federal, state or local law. This prohibition includes unlawful harassment or discrimination based on any of these protected classes. Unlawful harassment includes verbal or physical conduct, which has the purpose or effect of substantially interfering with an individual's work performance or creating a severe, intimidating, hostile or offensive work environment. This provision applies to all employees, including directors, supervisors, co-workers, and non-employees such as residents, members of all boards and task force groups, contractors, vendors, consultants, etc.