Fleet Manager - Highway Division

Job Description

Job Description

Statement of Duties

The Fleet Manager is responsible for administrative and supervisory work related to managing fleet operations including but not limited to vehicle acquisition and replacement, equipment repair and maintenance programs involving shops in multiple locations, and managing the planning, procurement, and vehicle buildup processes to provide emergency and support vehicles for all City operations.

Performs related duties as assigned.

Essential Functions :

The essential functions or duties listed below are intended only as illustrations of the various type of work that may be performed.

The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

Certain duties described below may be delegated, but ultimate responsibility remains with the employee.

Ensures that all vehicles owned by the City of Somerville (including Police, Fire and School Departments) are safe and reliable.

Vehicles must be available to meet operational requirements.

• Supervises fleet personnel, which includes interviewing prospective employees; providing and / or recommending training;
• coordinating, scheduling, and assigning work product; establishing performance measures, goals, objectives, and priorities;
• evaluating work performance; providing feedback, direction, and guidance; keeping personnel abreast of new or revised information;

answering questions; and recommending and / or implementing personnel actions.

• Develops division budget by forecasting expenses and recording the resulting information in a predetermined format for review and approval.
• Coordinates equipment and personnel availability to provide services (e.g., vehicle mechanical inspections, mechanical repairs, administrative services, technical expertise, etc.).
• Oversees and approves administrative processing of paperwork required in the acquisition or disposal of equipment (e.g.

title, registration, license, etc.).

• Monitors division expenditures to ensure compliance with budget constraints. Approves purchases of equipment and supplies necessary for division operations submitted by fleet service supervisors.
• Develops specifications and bid packages, obtains cost estimates, evaluates proposals, and selects vendors, recommends acceptance, and monitors contract vehicle compliance for departments such as DPW, Traffic & Parking, IAM, Water Sewer, police vehicles, and specialty, and related equipment.
• Reviews equipment maintenance invoices to ensure that proper maintenance was performed.
• Reviews charges for equipment repairs according to the terms of new and extended service warranties, to receive full benefit of the warranties and reduce costs to the division.
• Plans, organizes, and directs the fleet management operations including vehicle and equipment procurement, maintenance, repair, and disposal.
• Analyzes equipment build-up requests to determine specific needs and construction methodology required for optimal equipment performance and reliability.
• Develops and / or approves shop safety standards in compliance with Occupational Safety and Health Administration (OSHA) guidelines and Department policies.
• Audits contract repair services by visually inspecting vendors' facilities and records to ensure high quality repairs and accurate billing of costs.
• Responds to inquiries and complaints from service users to provide information, maintain good customer relations and improve shop performance.
• Inspects facilities, examines equipment, and approves acquisitions throughout the city.
• Coordinates the receipt and disposal of equipment to maximize utilization of equipment.
• Oversees the vehicle emissions program to comply with federal and state mandates.
• In coordination with the Office of Sustainability and Environment, develops, and implements green policies and operation strategies, including optimal maintenance and replacement schedules for the City’s Fleet, that promote a greener environment and improve the City’s carbon footprint, air pollutant emissions, VMT and idling.
• Address and comply with the City’s vision zero policies and procedures.
• Address and comply with the City’s vehicle safety initiatives.
• Directs short- and long-range planning for fleet operations and acquisitions, customer service, and fiscal issues.
• Directs the development and implementation of a Fleet Information System.
• Manages the city-wide GPS tracking system. Assist Department Heads and other program managers to use the data to improve effectiveness and efficiency of city programs.
• Manages the city-wide fuel management system to improve the fuel and operational efficiency of city vehicles. Assist departments to improve their driving habits to increase efficiencies.
• Develops a vehicle replacement schedule and advocates for the funding of the schedule due to cost efficiencies based on hard operational data.
• Determine fleet management best practices and implement as necessary.

Minimum Qualifications

Education and Experience : Bachelor’s degree in Automotive Service Management, Management, Business Administration, Public Administration, or a closely related field, with five to seven (5-7) years’ experience in Fleet Management, four (4) of which must have been in an administrative capacity managing staff, programs, and budgets;

or any equivalent combination of education, training, and experience which provides the knowledge, skills and abilities to perform the essential functions for the job.

Demonstrated knowledge and experience implementing vehicle miles traveled reduction programs, idle reduction programs, and the purchase of alternative fueled vehicles.

Experience with right-sizing fleets to complete tasks in the most effective way possible.

Experience in modern fleet financing, acquisition methodologies (i.e., leasing), work scheduling, and estimating.

Working knowledge of electronic data processing systems and proficiency in microcomputer software and systems; experience with state-of-the-art fleet software preferred.

Special Requirements :

Valid Massachusetts Class 3 Drivers License

Knowledge, Abilities and Skill

• Knowledge : Thorough knowledge of methods, materials, and tools used in the automotive and heavy equipment trades; experience in a modern, state-of-the-art fleet maintenance facility preferred;
• the principles and practices of supervision; state and federal environmental laws concerning the handling of hazardous materials routinely used in the repair and maintenance of vehicles;
• fleet service procedures, and federal and state laws to manage fleet service shop operations; effective training methods to provide training for employees in repair techniques or equipment operation;
• state and federal laws concerning vehicle emissions standards and the handling of hazardous materials to oversee and perform emissions testing, equipment repairs, and the proper disposal of hazardous materials;

OSHA regulations to establish safety policies and procedures for fleet service operations; and vehicle mechanical and electrical systems.

• Ability : Ability to effectively communicate orally and in writing; analyze and compile information from various sources to make decisions or prepare reports;
• read and comprehend technical information (e.g., shop manuals, manufacturers' specifications, warranties, parts catalogs, service orders), reconcile charges and perform vehicle diagnostics and modifications;

and identify and analyze problems, develop alternatives and suggest recommendations or implement resolutions in the day-to-day management of fleet operations.

Must be able to move items up to 50 pounds, stand, stoop, bend, kneel and squat for extended periods of time.

Skill : Excellent organizational and personnel management skills. Excellent cost estimation skills in relation to vehicle repairs to determine advisability of repairing or disposing of equipment.

Skilled in modern office practices, procedures and equipment to perform office functions in an efficient manner; the operation of vehicles and equipment (e.

g., automobiles, trucks, motorcycles, motor forklifts, etc.) to travel to off-site locations or perform road tests; calculating mathematical problems involving addition, subtraction, multiplication, and division on a calculator to determine weights, measurements, time, quantities, metric conversion, repair costs, parts and supplies expenditures, and budget recommendations;

preparing and administering a budget; and effectively coordinating personnel and resources on various work processes.

Work Environment

The work environment involves discomforts typical of a garage environment, with occasional exposure to outside elements. May be exposed to fumes or dust, toxic or caustic chemicals, outdoor weather, moving mechanical parts and moderate to loud noise levels.

Employee may be required to work beyond normal business hours to attend evening meetings.

Physical and Mental Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the position’s essential functions.

Physical Skills

Required to move items up to 50 pounds, as needed. Required to stand, stoop, bend, kneel and squat for extended periods of time, as needed.

May be required to travel to perform certain work functions.

Motor Skills

Duties are a combination of mental and physical skill, but the job may require motor skills for activities such as moving objects.

Ability to operate a motor vehicle. May be required to move items up to 50 pounds. May be required to stand, stoop, bend, kneel and squat for extended periods of time.

Visual Skills

Visual demands include constantly reading documents for general understanding and for analytical purposes, making detailed visual observations, and routinely reviewing maps and blueprints with a need for color vision.

Salary : $92,006.73

Union : Non-Union

FLSA : Exempt

Date Posted : May 6th, 2024

City of Somerville residents are especially encouraged to apply.

The City of Somerville is an affirmative action / equal opportunity employer and does not discriminate on the basis of race, color, sex, religion, age, national origin, disability or any other protected category.

Women, minorities, veterans, and persons with disabilities are encouraged to apply.

Auxiliary aids and services, written materials in alternative formats, and reasonable modifications in policies and procedures will be provided to qualified individuals with disabilities free of charge, upon request.

Persons with disabilities who need auxiliary aids and services for effective communication (i.e., CART, ASL), written materials in alternative formats, or reasonable modifications in policies and procedures in order to access the programs, activities, and meetings of the City of Somerville should please contact Adrienne Pomeroy at 617-625-6600 x 2059 or [email protected].

Pre-Employment Requirements for All Employees :

• MA Criminal Offender Record Information (CORI) clearance
• Completition of Conflict-of-Interest Law Education training for municipal employees

Overview of Total Rewards :

• 4 weeks annual vacation (for non-union positions) union positions vary by contract
• Medical insurance through the Group Insurance Commission (GIC) - 80% of premium costs paid by City
• Dental coverage low and high plans through Cigna
• Vision care through Vision Service Plan (VSP)
• Long term disability through Sun Life
• Group and voluntary life insurance through Boston Mutual
• Health Care and Dependent Care flexible spending through Benefit Strategies
• Deferred compensation plans through a choice of three vendors
• Free, confidential services through the Employee Assistance Program (EAP) provided by E4Health
• Annual cancer screening & wellness release
• Somerville Retirement Pension System
• Tuition reimbursement
• MBTA pass program
• FREE Blue Bikes membership
• Eligible employer for the Public Service Loan Forgiveness Program (PSLF)

Benefits listed are for benefits-eligible positions and the above information is meant to be a general overview of the benefit programs offered by the City of Somerville and not a binding contract.

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