Fleet Administrator jobs in Waltham, MA

Job Description

Primary purpose:
The Superintendent of Fleet works in conjunction with the Director of the Fleet Management Division of the Department of Public Works to lead the Division’s mission to improve and maintain a safe and efficient fleet for citywide operations. The Superintendent is responsible for meeting the division objectives and performing management functions, i.e., directing, planning, and managing the Division’s units and employees. The Superintendent refers to the Director of Fleet for inter Division/Department issues and approval of projects/plans/finances and represents the Division/Department at meetings with officials and the general public as needed. The Superintendent acts on behalf of the Director of Fleet in their absence as needed and required, and functions may occasionally overlap to ensure consistent and efficient management and operations, all other work as directed and required.

Supervision:
Scope and Judgment: Performs professional management duties requiring mature judgment and initiative to analyze, solve problems and make decisions based on departmental and city policies and procedures. Exercises considerable judgment and initiative in performing duties.

Supervision Received: Position reports to the Director of Fleet Management with minimal supervision but does require collaborative work with the Director to ensure efficiency of the division. Operates in accordance with applicable state and local laws and regulations, department policies and procedures, requiring the ability to plan and perform operations to independently complete assigned tasks according to a prescribed time schedule. Incumbent independently establishes daily work plan based on regular routine and special assignments and in conjunction, when needed, with direct supervisor.

Supervision Given: Supervises the day-to-day functions of the Working Foreman and staff. Leads and oversees all aspects of the Fleet Division including union, part time staff and contractors. Assists the Director of Fleet with training, directing, and assisting personnel as well as managing costs and methods.

Essential Functions:

• Responsible for the day-to-day planning and supervision of all employees, operations and administrative work related to City vehicles, equipment, and other Fleet related operations. Consistently reviews and monitors the Division’s budget status and advises the Director of Fleet when financial concerns or requests arise.
• Assists the Director of Fleet with managing the City’s Vehicle Replacement Program and Fleet divisional capital spending. Answers questions and furnishes technical assistance to other departments and the general public; performs related work as required.
• Investigates, reports, and resolves complaints of a technical nature.
• Responsible for ensuring all City vehicles and equipment are prepared in a timely manner for winter storm operations, as well as any other emergencies and other relevant needs.
• Assists the Director of Fleet (or leads if requested) with preparing contract specifications for the maintenance and construction of fleet-related assets. Supervises bid awards, contract management, quality of work performed, invoice management, and contract close-out as requested.
• Participates in departmental labor and employee relations. Manages all assigned personnel including but not limited to corrective actions, conflict resolution, investigations, grievances, training, onboarding processes, etc.
• Ensure regulatory safety and compliance measures are adhered to.
• Must possess strong forward-thinking and visionary skills, should always look for ways to improve operational processes and improve the quality of the fleet and reporting abilities. Consults with outside vendors for improved products and processes.
• Reviews, plans and coordinates accordingly to keep all City vehicles, equipment and working conditions within legal and policy compliance. Cooperates with other departments and divisions within the City in vehicle specifications and modifications to meet required needs. Assists other City departments in resolution of equipment-related problems and requests.
• Assists the Director of Fleet with legal claim investigations and accident management. Maintains current knowledge of profession through peer association, attendance at seminars, conferences, meetings, training, etc.
• Maintains established quality and quantity standards. Ensures work area(s) and equipment are maintained in a clean, orderly and safe condition, that prescribed safety measures are followed, that established City and department policies, procedures, rules and regulations are adhered to. Assists in training staff as required.
• Prepares reviews and disseminates a wide variety of reports, analyses, documents, and records as related to vehicle usage and performance.
• Responds to emergency situations that arise including weather related events, applicable fueling station issues and City yard security.
• Maintains excellent customer service, communication and organizational skills.
• Performs other related duties of a supervisory or management nature as required and deemed necessary by the Director. Manages time between office work and outdoor work.
• Attends and participates in staff and other meetings. Attends training as needed and directed.

Education, Training, and Experience:
Must hold advanced training or qualifications through either demonstrated certifications or training, or through higher education, with motor vehicle maintenance and motor vehicle mechanics, with current knowledge of technology in the fleet of vehicles/equipment. Minimum of five (5) years of related experience in a garage mechanic related role and a minimum of five (5) years throughout career in a supervisory or lead role. Most recent experience must be in the fleet maintenance field either as a mechanic or fleet supervisory role with preference to those holding more than ten (10) years of experience in a progressively responsible role in these fields, municipal experience is highly desirable; or any equivalent combination of education and experience as determined by the City.

Special requirements:

Knowledge of Microsoft Office, email, and general organization skills required. Good communications skills, both orally and in writing, driver’s license required. Must possess and maintain a current CDL-B license with tanker endorsement and Hoisting 2A and 1C licenses.
Experience using multiple databases with strong typing skills and attention to detail, the ability to conduct computer searches for resources, answers to questions, and fact-based information. Ability to learn new computer programs, applications and software related to fleet maintenance and record keeping. A strong commitment to public service required.

Knowledge, Ability and Skill:
Knowledge. Advanced training or qualifications in the motor vehicle mechanics, with current knowledge of technology in the fleet of vehicles/equipment. Strong organizational skills and the ability to work under pressure. Proficient knowledge of public works practices and procedures, equipment and techniques, including a variety of related equipment and safety protocols. Strong knowledge of general office practices and regularly used software. Knowledge of specific department operations. Good communication skills required. General knowledge of best practices for supervising staff.

Ability. Position requires the ability to comprehend the scope of laws, rules and regulations pertaining to specialty area. Ability to organize time, work independently and accomplish tasks despite frequent interruptions. Ability to operate various types of office equipment. Ability to maintain confidentiality as it relates to personnel management. Ability to interpret and enforce compliance with policies, procedures, collective bargaining agreements and regulations that govern the employees under their supervision. Ability to maintain detailed records and to prepare reports from same. Ability to work effectively under time constraints to meet deadlines. Ability to deal tactfully and appropriately with the general public, City departments, other employees and employees under their supervision in an effective manner. Ability to interpret and follow departmental procedures and guidelines. Ability to be a strong team player. Ability to absorb and learn quickly and maintain a departmental sense of urgency. Ability to use judgement in the analysis of facts and circumstances to solve practical problems and deal with problems involving several concrete variables in standardized situations. Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form. Ability to absorb and learn quickly and maintain a departmental sense of urgency.

Skills. Good communication skills, good administrative skills. Expertise and skill in using personal computers, word processing, database and spreadsheet applications. Excellent customer service skills. Skill in the operation of all the above listed tools and equipment.

Job Environment:
Errors in judgment could result in significant delay or loss of services, injury to others, or damage to vehicles and equipment, legal ramifications, adverse public relations, and monetary loss. Attention to detail and execution is critical. Position responsibilities require the use of judgment and initiative to interpret the numerous standardized practices, procedures, codes, or general instructions governing the work. Employee is expected to locate, select, and apply the most pertinent practice, procedure, regulation, or guideline for a given situation.
This position may have contact with the public but will have very frequent contact with City employees, other City departments and officials, and on occasions outside agencies, businesses, vendors and other governmental organizations, contacts are in person or using devices to respond to inquiries and complaints and provide information and assistance. Contact usually occurs in person, radio, email or using the phone or other communication applications, and which may require and involve patience and courtesy.
Has access to confidential information regarding personnel records.

Physical requirements:
Work is generally in a loud mechanic shop with exposure to outdoor weather conditions, toxic or caustic chemicals, fumes or airborne particles, moving mechanical parts and risk of electric and extremes of heat and cold. Employee is required to frequently stand, walk, talk, listen, use hands, reach with hands and arms, climb, balance, stoop, kneel, crouch, and/or crawl. The position frequently lifts up to 60lbs., occasionally lifts up to 100 lbs. with assistance or using safety equipment or gear.

Performance Standard: Employees at all levels are expected to effectively work together to meet the needs of the community and the City through work behaviors demonstrating the City’s values. Employees are also expected to lead by example and demonstrate the highest level of ethics.

Company Description

THE CITY:

The City of Newton is a wonderful place to live and work. Newton has safe and attractive neighborhoods, an excellent public school system, an active community life, multiple transportation systems, proximity to Boston and a well-managed and financially strong City government. The City of Newton has a population of approximately 88,900, with 32,600 housing units and occupies a land area of 18.3 square miles. Newton is principally suburban-residential in character. Unlike many other communities that are established around a single Main Street or downtown, Newton is comprised of thirteen distinctive villages. Newton has a diversified economic base with approximately 4,700 establishments employing approximately 79,500 people. Newton is special in many ways. It is home to a variety of private secondary and post-secondary schools including a portion of Boston College, Lasell University, William James College, Hebrew College, and the UMass Amherst – Mount Ida Campus. The longest stretch of the Boston Marathon runs through the City, including the well-known Heartbreak Hill. Newton-Wellesley Hospital, part of the Mass General Brigham health care system, serves as an important partner to the City. In September 2018, Newton was again ranked #1 in Massachusetts as the best place to live and #12 in the U.S.

OUR GOVERNMENT:

Newton has what is known as a “strong Mayor” form of government with the Mayor having the executive and administrative powers of the City. The legislative branch is comprised of 24 City Councilors. Mayor Ruthanne Fuller was sworn in on January 1, 2018 after serving on the City Council. She ran on a platform of providing Newton’s children with a top-notch education in an inclusive environment where empty nesters, seniors, young families, and people of diverse incomes can live together in vibrant villages and neighborhoods. Mayor Fuller is committed to keeping Newton safe, improving the city’s infrastructure, addressing climate change, providing excellent and responsive city services, and fostering art, culture and community life. The first female Mayor of Newton, she is a tireless advocate for all the city’s residents and is committed to making sure the city is welcoming, inclusive and diverse. The City of Newton was evaluated by Moody’s Investors Services in February 2020 and assigned its highest rating of AAA. Newton was thus well-positioned to weather the pandemic and economic downturn.

AS AN EMPLOYER:

The City of Newton believes that its employees are its greatest asset. To that end, we are committed to supporting our employees by providing competitive wages and growth, a comprehensive benefits package which includes a defined municipal pension plan, quality health and dental insurance plans, generous paid leave benefits, paid holidays, and access to supplemental benefits such as deferred compensation, short term disability plans, flexible spending accounts, and other employee benefits. We also provide access to an Employee Assistance Program and access to employee training and professional development opportunities. We continuously work to review and expand upon our benefit offerings. We encourage you to visit our Human Resources Department website to learn more about our organization and benefits which are available to our employees. And as always, you are encouraged to reach out to our dynamic HR Team by emailing hr@newtonma.gov.

Human Resources Diversity Statement

We recognize our workforce is a source of strength that is vital to our ability to effectively serve the City of Newton’s diverse community. We will:

• Actively recruit, develop, and retain a diverse and talented workforce.
• Proactively address discrimination through education and in partnership with other departments and leaders.
• Serve as a role model to celebrate and nurture diversity.
• Foster inclusion by staying curious and clarifying assumptions.
• Evaluate and develop policies and practices that reflect the diverse nature of our workforce.
• Build and strengthen accountability at all levels to support diversity efforts.

To all prospective candidates for this position. The City of Newton has implemented a Vaccine Policy which requires, as a condition of employment, that all employees be fully vaccinated against COVID-19, or have an approved medical or religious exemption on file with the Human Resources Department, before they begin employment with the City of Newton.

Benefits

• Health insurance
• Dental insurance
• Tuition Reimbursement
• Flexible Spending Accounts
• 457 Deferred Compensation plans
• Metro Credit Union
• Verizon Wireless discount
• Employee Assistance Program
• Generous paid leave time benefits and paid holidays.
• City Retirement (Mandatory)
• Direct Deposit
• Opportunity to serve the public and join a dynamic team of dedicated employees