Fleet Administrative Coordinator

Time: Monday to Friday 8:00 AM to 4:30 PM

Summary of Requirements

Highschool Diploma or GED

Must be certified PENNDOT Card Agent

Must be a PA Notary Public

Summary

The Fleet Administrative Coordinator serves as a Notary Public and PA DOT Card Agent and has sole responsibility for the administration processing and issuance responsibilities of vehicular documentation and registrations with the DMV. They also support the Manager Fleet Operations by performing a variety of administrative and secretarial functions maintain confidential information and performing special projects. They may provide clerical support to other department staff as directed.

Responsibilities Include

• Prepares generates distributes regular and ad-hoc reports utilizing spreadsheet project management and/or database programs.
• Assist in software and database management in Fleets systems M5 and GPS - including but not limited to maintaining accurate administrative records such as vehicle year make model VIN department assignment and other identifying data.
• Provides confidential support to Fleet Operations Management.
• Maintains corporate Fleet licenses and permits with PENNDOT and the City of Philadelphia and annual USDOE reports.
• Prepares and executes PA Department of Motor Vehicle (DMV) documents DMV Card Agent.
• Serves as departments Notary Public.
• Travels to Harrisburg regularly to deliver process and receive documentation of vehicle registration and ownership
• Maintain 141s and various employee reports and record information.
• Performs a variety of accounting related functions including but not limited to processing vendor invoices subscriptions and professional memberships applications/renewals assisting in the preparation of accounting information for budget reporting inputing weekly payroll and time reporting and processing expense reports.
• Maintains departmental files of all activities (e.g. employee attendance memos policies and procedures invoices requisitions etc.).
• Greets visitors receives incoming phone calls; answers routine inquiries and forwards non-routine requests to appropriate staff.
• Coordinates daily schedules including meetings time-off etc; makes travel arrangements using pre-established guidelines.
• Receives separates screens and distributes departmental incoming mail and correspondence.
• Composes routine correspondence and documents including but not limited to letters memos reports presentations office forms modifications to vehicle specifications etc; takes staff meeting minutes and distributes.
• Maintains adequate levels of office supplies; ensures that office equipment is functioning properly coordinates repairs.
• Attends departmental staff meetings to record and distribute minutes to all attendees.
• Performs internal audits of processes and procedures in Supply Chain department to ensure staff are performing duties in accordance with established standards.
• Coordinates the onboarding of new employees.
• Performs other special projects and assignments as directed.

Qualifications

• High School Diploma/GED and/or certification in Office Practices or Secretarial Sciences preferred.
• Must be a certified PENNDOT Card Agent.
• Must be a Pennsylvania Notary Public.
• 2 to 4 years general office practices preferably in a utility services environment or PA tag/title agency.
• Must have mathematical/problem solving skills with the ability to apply learned mathematical skills to business processes in order to process purchase orders review budget information etc.
• Must be well-organized with the ability to work with multiple managers and varying projects while meeting established timelines.
• Must have knowledge of general office procedures systems and terminology such as word processing managing files and records faxing copying scheduling e-mail etc.
• Must have verbal and written communication skills ability to speak clearly and communicate information and ideas effectively in writing.
• Must have documentation/recordkeeping skills able to compile produce review and enter various data manually and electronically.
• Must have a customer-service oriented approach to taking on daily tasks and personal interactions.
• Must be proficient in the use of Microsoft Office Outlook etc.