Fleet Administrative Assistant - 116166
#116166 Fleet Administrative AssistantExtended Deadline: Wed 7/13/2022
For the safety and well-being of the entire university community, the University of California requires, with few exceptions, that all students, faculty and staff be vaccinated against the COVID-19 virus and influenza before they will be allowed on campus or in a facility or office. For more information visit: Flu Vaccine Mandate / COVID Vaccine Policy
This position will remain open until filled.
UCSD Layoff from Career Appointment: Apply by 05/13/2022 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants: Apply by 05/24/2022. Eligible Special Selection clients should contact their Disability Counselor for assistance.
Under direction, the Fleet Administrative Assistant will be responsible for all Department of Motor Vehicle (DMV) administrative functions, service garage administrative functions, and department operations support. Point of contact for student employment. Responsible for maintaining an accurate and updated database for student new hires and separations for tracking purposes. Responsible for reporting of vehicle accidents; inspecting accident sites; analyzing physics of collision; coordinating timely repair and insurance reimbursement for damaged vehicles; and conducting post-accident driver training as required. Regularly analyze general risk management policies and procedures for Fleet Services and make recommendations for lower risk exposure.
Manage campus fuel supply using fuel monitoring system; forecast and plan usage to ensure adequate fuel supplies; maintain fuel dispensing systems and coordinate fuel delivery. Perform backup to fuel billing, rental and lease administration. Facilitate accounts payable functions and handle vehicle rental processing. Exhibit a positive customer service orientation that includes internal and external customers. Utilize a Fleet Management Information System to facilitate multiple areas of business administration functions. Assist with administering spare keys for vehicles and fuel cards. Assist with managing campus fuel supply with the aid of a fuel monitoring system. Reconcile Procurement Card purchases, receipts, and purchase orders. Assist with parts inventory accountability. Coordinate campus-wide driver training program for UCSD faculty, staff and students.
- Overtime may be required.
Thorough knowledge and experience in having responsibility for multiple administrative duties, including, but not limited to facilitation of vehicle accident reporting, DMV and service garage administrative functions.
Proven experience in customer service, and ability to demonstrate professional expertise.
Demonstrated experience in reconciliation of procurement card purchases, receipts and purchase orders.
Proven ability to facilitate parts inventory accountability, including ordering and audit preparation.
Experience in classifying and analyzing a variety of detailed records, including inventory and service records. Ability to maintain accurate records and files.
Experience in safeguarding and securing various instruments of value, including vehicle keys, fuel cards, license plates and checks.
Proven skill to clearly and concisely provide information and compose correspondence using correct grammar, punctuation, spelling, format and proof reading skills. Ability to compile information, analyze and prepare summary reports in a comprehensive and professional format. Legible handwriting.
Proficient computer skills using various financial and administrative software tools such as: spreadsheets, databases and web browsers including, but not limited to: Word, Excel, Outlook, and other MS Suite applications. Ability to utilize a Fleet Management Information System database, Campus Asset Management System (CAMS) and to learn new applications as required. Ability to generate reports as needed.
Ability to operate as large as a 9-passenger vehicle (van) in a safe manner.
Demonstrated ability to understand and utilize a vehicle telematics (GPS) system, and to maintain information confidentiality.
Innovative problem solving skills and good judgement. Basic analytical skills to organize data, recognize and corrects errors as necessary. Knowledge of arithmetic (addition, subtraction, multiplication and division) in order to recognize, compute and reconcile errors.
Excellent verbal and written interpersonal and communication skills. Effective interpersonal communication skills utilizing tact, diplomacy and discretion to interact with a diverse customer base.
Proven ability to work individually or in teams to communicate effectively with people of many diverse backgrounds including students, staff, faculty and customers. Ability to practice and model the UC San Diego Principles of Community.
DOJ, FBI, and DMV background checks and clearance required prior to employment.
Must posses and maintain a valid CA Class C Driver License and participate in the DMV Pull Notice Program.
Job offer is contingent on successful engagement in the UC COVID-19 Vaccination program (fully vaccinated with documented proof or approved exception/deferral).
To foster the best possible working and learning environment, UC San Diego strives to cultivate a rich and diverse environment, inclusive and supportive of all students, faculty, staff and visitors. For more information, please visit UC San Diego Principles of Community.
The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, age, protected veteran status, gender identity or sexual orientation. For the complete University of California nondiscrimination and affirmative action policy see: http://www-hr.ucsd.edu/saa/nondiscr.html
UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.