Fleet Services Coordinator (Coordinator I (E) - CPPW) Print (https://www.governmentjobs.com/careers/portlandor/jobs/newprint/4780310) Apply  Fleet Services Coordinator (Coordinator I (E) - CPPW) Salary $75,441.60 - $107,640.00 Annually Location 2835 N Kerby Ave, OR Job Type Regular Job Number 2025-00176 Bureau Bureau of Fleet and Facilities Opening Date 01/20/2025 Closing Date 2/3/2025 11:59 PM Pacific + Description + Benefits + Questions The Position Job Appointment: Full time, regular Work Schedule: Monday – Friday, 6:00am - 2:30pm. Work Location: Fully in-person at the Kerby Garage, located at 2835 N Kerby Ave, Portland Or 97227-1611. Benefits: Please check our benefit tab for an overview of benefit for this position. Language Pay Premium Eligible: City of Portland employees who speak one or more languages in addition to English may be eligible to receive a "language pay differential." This is compensation for qualifying multilingual City employees who use their language skill to assist the community. More about the language pay differential can be found here (https://www.portland.gov/bhr/class-comp/language-pay-differential-overview/language-pay-differential-eligibility) . Union Representation: This classification was recently recognized as represented by a new labor union, City of Portland Professional Workers (CPPW). Terms and Conditions are currently being negotiated as part of a new CPPW collective bargaining agreement. To view current labor agreements, please visit here (https://www.portland.gov/bhr/employee-relations/labor-relations/labor-agreements) . Application Material: Please click APPLY to submit your application via the City of Portland’s online portal. You will need respond to the supplemental questions and attach a resume. Position Summary: The Fleet Services Coordinator will work as a member of the Garage Operations Team, serving as a critical liaison between the CityFleet Repair & Maintenance team, CityFleet customers, and external vendors. The Fleet Services Coordinator will be responsible for the customer intake process by initiating automotive and equipment repair work orders, identifying and/or clarifying performance problems and service requests from operators and drivers, and distributing this information to the supervisor or assigned technician. They will facilitate completion of repairs with mechanics and shop management and will prepare estimates for external customers. This position will be responsible for communicating with customers from intake through repair completion and will enable CityFleet to streamline internal communications by centrally locating the Fleet Services Coordinator adjacent to the technicians performing the work. This position will be integral in process improvement initiatives that affect customer service. The Fleet Services Coordinator will also organize and coordinate vendor-related vehicle or equipment repairs, including selection of vendors, repair authorizations, verification of repair quality and completion, and invoice processing. The Essential functions are: Customer Intake: + Greet in-person customers, answer phones and respond to email inquiries + Communicate with equipment operators to gather all necessary information needed to complete repairs and service. Communicate clearly with supervisor, leads, and technicians + Open and facilitate work orders, service requests and recalls. + Assign work orders and schedule repairs, in coordination with Supervisors and leads. Work Tracking: + Maintain open lines of communication with vendors to maintain accurate ETAs for outsourced work + Assist with visibility of critical equipment needs and work to expedite return to service, to maximize operational readiness. + Proactively keep customers informed of equipment status + Utilize Fleet Management Information Systems to research and report out equipment status + Obtain proper approval regarding repair cost thresholds + Assess vehicle life cycle with supervisors when making recommendations to bureaus for repairs, flagging end of life cycle vehicles with major repairs. + Ensure smooth shift transition by passing critical information on priority work orders to following shifts Preventative Maintenance Scheduling: + Proactively contact Bureau customers to schedule preventative maintenance in advance of due date or going over on mileage/ hours + Work towards building robust Preventative Maintenance Program + Collaborate with Supervisor to make sure there is proper staffing to meet scheduled work Questions? Jaclyn Snyder, Senior Recruiter Bureau of Human Resources Jaclyn.Snyder@portlandoregon.gov To Qualify The following minimum qualifications are required for this position: + Knowledge of various vehicles and equipment repair/maintenance processes, such as routine maintenance procedures, general electrical diagnosis, general engine fault diagnosis, understanding of hydraulic and pneumatic power systems. + Experience providing customer service and resolving conflicts within an environment with multiple competing priorities. + Ability to exercise independent judgment, problem-solve, and take initiative within established procedures and guidelines. + Ability to use general office software and enterprise specific technology, including fleet management information systems (such as AssetWorks), fuel management software, and fleet telematic systems. + Ability to communicate clearly, logically, and persuasively, both verbally and in writing; prepare concise and comprehensive reports, correspondence, and other documents. + Ability to establish and maintain effective working relationships with Bureau/Office managers and staff, representatives of other governmental agencies, the public, and others encountered in the course of work. The Recruitment Process STEP 1: Apply online between Monday, January 20, 2025 – Monday, February 3, 2025 Required Application Materials: + Resume + Answer to the Supplemental Questions (click on the Questions tab to preview the questions) Optional Application Materials: + Veteran documents to request for Veteran Preference (ex, DD214-Member 4, VA Benefit Letter, etc.) Application Tips: + Your responses to the supplemental questions should include details describing your education, training and/or experience, and where obtained, which clearly reflects your qualifications for each of the numbered items in the "To Qualify" section of this announcement. + Your resume should support the details described in your responses to the supplemental questions. + How We Determine Pay : The City of Portland is covered by the Oregon Equal Pay Act (https://www.oregon.gov/boli/workers/pages/equal-pay.aspx) . Your salary is determined based on the experience listed in your resume that is directly related and equivalent to the position for which you are applying. It is strongly encouraged to include any transferable experience (paid or unpaid regardless of how recent) to ensure your offer is reflective of all your relevant experience. + Do not attach materials not requested. + All completed applications for this position must be submitted no later than on the closing date and time of this recruitment. + All applications must be submitted via the City's online application process. E-mailed and/or faxed applications will not be accepted. + You can use AI tools to assist with your job application, but please make sure to personalize your responses to supplemental questions. Avoid copying and pasting; instead, use AI to generate ideas and then tailor them to reflect your own experiences and skills. Step 2: Minimum Qualification Evaluation: Week of February 3, 2025 + An evaluation of each applicant's training and paid and unpaid experience, as demonstrated in their resume and supplemental questions, weighted 100%. + Your resume and responses to the supplemental questions will be the basis for our evaluation of your qualifications for this position. Incomplete or inappropriate information may result in disqualification. + You have 14 days from the notice of the minimum qualification evaluation results to let us know if you like to review and discuss your evaluation result. Please read the City of Portland Administrative Rule 3.01 (https://www.portland.gov/policies/human-resources-administrative-rules/employment/hrar-301-recruitment-processes) for complete information. + Additional evaluation may be required prior to establishment of the eligible list and/or final selection. Step 3: Establishment of Eligible List: Week of February 10, 2025 + Candidates who meet the minimum qualifications will be placed on the equally ranked eligible list. Step 4: Selection (Interview): February + Hiring bureau will review and select candidates to interview. Step 5: Offer of Employment: March Step 6: Start Date: April + A start date will be determined after all conditions of employment have been met. *Timeline is approximate and subject to change* Additional Information Click here (https://www.portland.gov/bhr/career-center/recruitment-policy) for additional information regarding the following: + Veteran Preference + ADA, Pregnancy, and Religious Accommodations + Work Status + Equal Employment Opportunity A Career with the City of Portland offers many Employee Benefits We offer a comprehensive benefits package, including but not limited to + Health Care (Medical, Vision and Dental) + Carrot Fertility + Wellness Benefits + Life Insurance + Long-term disability coverage to eligible employees and their families. + Employee Assistance Plan + Flexible Spending Accounts + Retirement + Oregon Public Employees Retirement System (PERS), including contributions to the PERS IAP plan paid by employer + Family Medical Leave + City Paid Parental Leave AND SO MANY MORE! Benefits may vary depending on bargaining unit and employment status. Click here to review the many different benefits the City of Portland offers (https://www.portland.gov/bhr/benefit-offerings/benefits-quickstart-guide/benefit-plan-summaries-highlight-guides) . 01 Thank you for your interest in joining the team at the City of Portland. We sincerely value your time and hope to make your application experience as positive as possible. The following supplemental questions are an important step to assist us in determining if you have the minimum qualifications to succeed in the posted vacancy. Write specific and unique responses to each question. Answering "No", to any of the Yes/No questions or answering an essay question with the following "See resume", or entering "N/A" for any of the minimum qualifications listed in the "To Qualify" section may eliminate you from further consideration. Note: If you are requesting veterans' preference, please be sure to upload a copy of your DD214 and/or Veteran's administration letter stating your disability. Veteran's preference documentation must be submitted by the closing time of this announcement. Have you read and understood all the information listed above? + Yes + No - If you have any questions, please contact the recruiter on the announcement. 02 Where did you first learn about this job opportunity? (If on a website or job board, please specify which one) 03 The City of Portland receives public records requests at times. Please indicate which response you find appropriate: (Answer will not disqualify you from the process) + My application was submitted with the understanding that the City of Portland would keep the information confidential and would only disclose the information if ordered to do so. I would not have submitted this application without the promise of confidentiality. + You may release my application; I am waiving confidentiality. 04 Do you have knowledge of various vehicles and equipment repair/maintenance processes, such as routine maintenance procedures, general electrical diagnosis, general engine fault diagnosis, understanding of hydraulic and pneumatic power systems? + Yes + No 05 Provide a detailed example(s) of your knowledge of various vehicles and equipment repair/maintenance processes, such as routine maintenance procedures, general electrical diagnosis, general engine fault diagnosis, understanding of hydraulic and pneumatic power systems? In your response, include details which clearly reflect how you meet this minimum qualification. Such as: + Examples of when you used the knowledge skill or ability. + Role you served in (professional, internship, volunteer). + Skills, training, transferable skills or lived experience you have that will help you in this area. + Total years of experience applying the knowledge, skill, or ability. 06 Do you have experience providing customer service and resolving conflicts within an environment with multiple competing priorities? + Yes + No 07 Provide a detailed example(s) of your experience providing customer service and resolving conflicts within an environment with multiple competing priorities. In your response, include details which clearly reflect how you meet this minimum qualification. Such as: + Examples of when you used the knowledge skill or ability. + Role you served in (professional, internship, volunteer). + Skills, training, transferable skills or lived experience you have that will help you in this area. + Total years of experience applying the knowledge, skill, or ability. 08 Do you have the ability to exercise independent judgment, problem-solve, and take initiative within established procedures and guidelines? + Yes + No 09 Provide a detailed example(s) of your ability to exercise independent judgment, problem-solve, and take initiative within established procedures and guidelines. In your response, include details which clearly reflect how you meet this minimum qualification. Such as: + Examples of when you used the knowledge skill or ability. + Role you served in (professional, internship, volunteer). + Skills, training, transferable skills or lived experience you have that will help you in this area. + Total years of experience applying the knowledge, skill, or ability. 10 Do you have the ability to use general office software and enterprise specific technology, including fleet management information systems (such as AssetWorks), fuel management software, and fleet telematic systems? + Yes + No 11 Provide a detailed example(s) of your ability to use general office software and enterprise specific technology, including fleet management information systems (such as AssetWorks), fuel management software, and fleet telematic systems. In your response, include details which clearly reflect how you meet this minimum qualification. Such as: + Examples of when you used the knowledge skill or ability. + Role you served in (professional, internship, volunteer). + Skills, training, transferable skills or lived experience you have that will help you in this area. + Total years of experience applying the knowledge, skill, or ability. 12 Do you have the ability to communicate clearly, logically, and persuasively, both verbally and in writing; prepare concise and comprehensive reports, correspondence, and other documents? + Yes + No 13 Provide a detailed example(s) of your ability to communicate clearly, logically, and persuasively, both verbally and in writing; prepare concise and comprehensive reports, correspondence, and other documents. In your response, include details which clearly reflect how you meet this minimum qualification. Such as: + Examples of when you used the knowledge skill or ability. + Role you served in (professional, internship, volunteer). + Skills, training, transferable skills or lived experience you have that will help you in this area. + Total years of experience applying the knowledge, skill, or ability. 14 Do you have the ability to establish and maintain effective working relationships with Bureau/Office managers and staff, representatives of other governmental agencies, the public, and others encountered in the course of work? + Yes + No 15 Provide a detailed example(s) of your ability to establish and maintain effective working relationships with Bureau/Office managers and staff, representatives of other governmental agencies, the public, and others encountered in the course of work. In your response, include details which clearly reflect how you meet this minimum qualification. Such as: + Examples of when you used the knowledge skill or ability. + Role you served in (professional, internship, volunteer). + Skills, training, transferable skills or lived experience you have that will help you in this area. + Total years of experience applying the knowledge, skill, or ability. Required Question Employer City of Portland Address 1120 SW 5th Ave, Room 987 Portland, Oregon, 97204 Website http://www.portlandoregon.gov/jobs Apply Please verify your email address Verify Email