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17 May 2021

Full-Time Senior Project Control Coordinator-Non-Revenue Vehicle – SENIO01881

Sound Transit – Posted by Sound Transit Seattle, Washington, United States

Job Description

SALARY: $‎28.85 – $‎43.27


The ideal candidate performs the full range of professional and administrative level duties involved in providing technical expertise and assistance in coordinating and administering the use of Non-Revenue vehicles for Sound Transit. Assures that the division’s contracted maintenance services are continuously monitored for compliance with expectations, scheduling, and cost. Assists in managing multiple vendors, projects, and properties to ensure consistent quality, price, and timely delivery of products and services.

The following duties are a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

• Monitors and maintains Fleet Management system and ensures data on all vehicles is current.
• Coordinates day-to-day operations of the vehicle fleet by ensuring vehicles are up to date with regards to licensing, registration, title transfers, vehicle utilization reporting and review, fuel usage, accident reporting, vehicle repairs, emissions compliance, and invoice reconciliation.
• Acts as primary liaison with departments and divisions within Sound Transit to ensure all vehicle preventative maintenance services are performed as scheduled. Reviews the vehicle maintenance schedule, plans maintenance for the week, and coordinates transport of vehicles to shop with departments and divisions within Sound Transit or Fleet Staff.
• Analyzes, audits, and processes all Fleet-related charges; coordinates scheduled work, costs, and potential replacement with appropriate external Fleet vendor; procures, registers and prepares new vehicles; prepares vehicles for disposal including all necessary documentation to established guidelines.
• Provides excellent customer service and serves as the primary contact for employees on Fleet use, reservation functionality, and procedures.
• Assists in training new staff in system procedures and utilization of NRV Fleet Management system to ensure Sound Transit employees follow procedures outlined in the adopted Sound Transit Fleet Policies and Procedures.
• Develops annual budgets for vehicle maintenance and new procurements; prepares special purpose reports as needed to address specific operating and financial issues and performs other Fleet support duties as assigned.
• As requested, serves as division contact with general public, customers, outside contractors/consultants, similar levels within other agencies, and external peers on issues or requests; assists in solving problems involving some sensitivity or conflict, which requires the interpretation and application of policy; provides staff assistance to assigned boards, committees, or groups; coordinates the identification of agenda items with project managers and senior staff; and review reporting materials for completeness and consistency.
• Provides support for scheduling division/department on matters as directed; serves as staff on a variety of committees as assigned; prepares and presents staff reports and other necessary correspondence.
• Ensures processes, policies, and practices are interpreted and applied consistently and effectively; ensures accountability and compliance with all current and applicable state and federal laws, Agency policies and procedures, rules and regulations.
• It is the responsibility of all employees to follow Agency safety rules, regulations, and procedures about their assigned duties and responsibilities, which could include systems, operations, and/or other employees.
• It is the responsibility of all employees to integrate sustainability into everyday business practices.
• Other duties as assigned.


Education and Experience:
Bachelor’s Degree in Fleet management, business administration, planning, or closely related field and four years of experience in coordinating and providing direct support to management that includes: monitoring, tracking, administering, and maintaining a Non-Revenue Fleet OR an equivalent combination of education and experience.

Required Licenses or Certifications: 
Valid state driver’s license.

Required Knowledge of:
• Understanding and applying fleet terminology and procedures, using fleet management software (Agile Fleet Commander), scheduling, and budgeting.
• Common vehicle maintenance procedures and associated costs.
• Administrative support skills.
• Interacting with other departments, agencies, municipalities, vendors, and the public.
• Methods and techniques of necessary report preparation, data collection, and analysis of relevant information.
• Principles and practices of budget preparation and administration.
• Project management techniques and principles.
• Techniques to work effectively under pressure, meet deadlines, and adjust to changing priorities.
• English usage, spelling, grammar, and punctuation.
• Modern office procedures, methods, and equipment, including computers and computer applications such as word processing, spreadsheets, and statistical databases.

Required Skills:
• Maintaining a Fleet management database; updating maintenance records and non-revenue vehicle records.
• Training users on all aspects of Fleet management system from registration to use and maintenance issues; fuel cards and garage procedures.
• Utilizing personal computer software programs affecting assigned work and in compiling and preparing spreadsheets and reports.
• Establishing and maintaining effective working relationships with other department staff, management, vendors, outside agencies, community groups, and the general public.
• Interpreting and administering policies and procedures sufficient to administer, discuss, resolve, and explain them to staff and other constituencies.
• Understanding and applying Fleet terminology and procedures, using Fleet management software (Agile Fleet Commander), scheduling, and budgeting.
• Operational characteristics, services, and activities of Fleet Management.
• Common vehicle maintenance procedures and associated costs.
• Methods and techniques of statistical and financial analysis.
• Administrative support skills.
• Interacting with other departments, agencies, municipalities, vendors, and the public.
• Methods and techniques of basic report preparation, data collection, and analysis of relevant information.

Physical Demands / Work Environment: 
• Work is performed in a standard office environment.
• Subject to standing, walking, bending, reaching, stooping, and lifting of objects up to 25 pounds.
• The Agency promotes a safe and healthy work environment and provides appropriate safety and equipment training for all personnel as required.

Sound Transit is an equal employment opportunity employer. No person is unlawfully excluded from employment action based on race, color, religion, national origin, sex (including gender identity, sexual orientation and pregnancy), age, genetic information, disability, veteran status or other protected class.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)

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How to Apply

Please visit the link below or visit soundtransit.org/get-to-know-us/jobs and click on "current job listings". https://recruiting.ultipro.com/SOU1036SOUND/JobBoard/dcc5dbea-875e-4cd1-bfd2-8e046cecc54f/OpportunityDetail?opportunityId=d03fe69c-5bc6-4854-b7fe-22f5765c9733

Job Categories: Equal Opportunities. Job Types: Full-Time. Job Tags: #Registration, administering, business administration, coordinator, fleet management, management database, monitoring, planning, Project, project control coordinator, records, scheduling, senior, Support, tracking, training, and  project management. Salaries: Not Disclosed.

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