FLEET MAINTENANCE ASSISTANT 2 - 06092025- 68535

Job Information

State of Tennessee Job Information

LOCATION OF (1) POSITION(S) TO BE FILLED: DEPARTMENT OF GENERAL SERVICES, MOTOR VEHICLE MANAGEMENT DIVISION, DAVIDSON COUNTY 

This position is designed as Hybrid. 

Please visit the link below: 

https://bit.ly/3T6qq3Z 
https://www.tn.gov/content/dam/tn/generalservices/documents/jobposting/VAM_Fleet%20Maintenance%20Assistant%202.pdf 

Qualifications

Education and Experience: Education equivalent to graduation from a standard high school and experience equivalent to five years of automotive maintenance, automotive parts procurement, automotive inventory control, financial and/or procurement fleet operations work or any clerical/administrative.

Substitution of Education for Experience: Coursework from an accredited college or university in business, public administration, automotive repair, or related field may be substituted for the required experience, on a year-for-year basis, to a maximum of three years.

Substitution of Experience for Education: Automotive, clerical/administrative, financial and/or procurement fleet operations experience may be substituted for the required education on a year-for-year basis to a maximum of four years.

Necessary Special Qualifications: None

Examination Method: Education and Experience, 100%, for Preferred Service positions.

Overview

Summary: Under general supervision, is responsible for supervisory fleet utilization work of routine difficulty; and performs related work as required.

Distinguishing Features: This is the lead class in the Fleet Maintenance Assistant sub-series. An employee in this class is responsible for more complex fleet operations work. This class differs from that of Fleet Maintenance Assistant 1 in that an incumbent of the latter does not serve as a lead worker.

Responsibilities

Judging the Qualities of Things, Services, or People:

1. Assesses the estimated cost, types of repairs, and verifies previous repairs of the same type in order to authorize the repair.
2. Determines the feasibility of repair cost versus replacement cost to determine which is more cost effective.
3. Reviews repair documents for accuracy and completeness before processing a request.

Resolving Conflicts and Negotiating with Others:

1. Resolves agency complaints related to vendor repair timely and efficiently in order to maintain positive working relationships.
2. Explains reason(s) why an original work order was changed and/or approved for an agency repair (e.g., extra work was to address a safety issue).
3. Researches why a vendor(s) has not received payment for a repair and/or maintenance invoice.

Evaluating Information to Determine Compliance with Standards:

1. Reviews maintenance/repair invoices to ensure compliance with established standards and/or contractual pricing.
2. Evaluates requests from departments and agencies for vehicle and equipment acquisitions, assignment requests, special license plate requests, etc. to determine if they meet the standards for approval and/or compliance.

Monitor Processes, Materials, or Surroundings:

1. Examines expenditures on maintenance contracts to ensure they meet contractual pricing.
2. Monitors repair estimates to determine adherence to proper hourly rates and discounts.
3. Verifies fuel pricing charges to ensure proper discount applications.

Interpreting the Meaning of Information for Others:

1. Interprets policies, procedures, and regulations pertaining to the safe and legal use of motor vehicles and equipment.
2. Translate contract information for internal and external customers to facilitate full compliance with contract standards.
3. Continue until all tasks under the functional area have been written.

Getting Information:

1. Acquires requests via email, phone, or fax for repair or services pertaining to vehicles and equipment.
2. Obtains required invoices from vendors for audit and reconciliation purposes.
3. Collects required documents for titles and registration of leased and state owned vehicles and equipment.

Processing Information:

1. Enters data into automated fleet maintenance system to authorize incoming work requests for vehicle maintenance or repair.
2. Compiles data into spreadsheet format to track interactions with insurance agencies.

Making Decisions and Solving Problems:

1. Compares existing repair requests against past requests to determine need for current services.
2. Reviews accident information to determine trends and/or commonalities of accident causes.

1. Upholds a respectful and productive work environment within the assigned work unit to minimize confusion and facilitate performance.
2. Interacts appropriately in open discussions with customers and vendors to ensure effective relationships.
3. Cooperates with internal and external vendors and customers to ensure coordination and unified efforts.
4. Responds accurately, timely, and honestly to all customers and business partners.

1. Identifies priorities to ensure the most important work is completed first based on work experience, supervisor guidance, and departmental, state, and federal laws, rules, regulations, and guidelines.

1. Maintains an open dialogue with internal business partners to ensure effective and efficient communication.
2. Provides regular updates to management and other internal business partners on the status of projects and other assigned work
3. Maintains professional working relationships with peers and upper management to ensure smooth and effective team operations.
4. Notifies supervisory personnel when discrepancies and errors cannot be resolved.

Communicating with Persons Outside Organization:

1. Communicates with agencies to ensure questions are answered or directed to the appropriate individuals.
2. Communicates to vendors and other outside agencies who administer department functions to obtain/provide required information, correct errors, and/or for clarification purposes

Interacting with Computers:

1. Utilizes internet search engines to research information on products, contracts, state processes, etc.
2. Searches divisional databases and other resources to extract information regarding invoices and/or requests in order to resolve customer conflicts or discrepancies.
3. Uses Microsoft tools (e.g., PowerPoint, Word, Outlook, Excel) to create presentations, generates related reports, and/or disseminate information regarding fleet management.

Performing Administrative Activities:

1. Responds to phone calls and emails timely.
2. Drafts emails, letters, and memorandums as needed.

Operating Vehicles, Mechanized Devices, or Equipment:

1. May operate a passenger vehicle as required.

Competencies (KSA's)

Competencies:

1. Customer Focus
2. Functional/Technical Competency
3. Ethics & Values
4. Integrity & Trust
5. Decision Quality
6. Comfort Around Higher Management
7. Patience
8. Learning on the Fly

1. Customer & Personal Service
2. Clerical
3. Mechanical (vehicle & equipment maintenance)
4. Basic Law & Government (state and agency rules)

1. Reading Comprehension
2. Active Learning
3. Active Listening
4. Critical Thinking
5. Speaking
6. Coordination
7. Negotiation
8. Complex Problem Solving
9. Time Management
10. Service Orientation
11. Writing

1. Number Facility
2. Deductive Reasoning

TN Driver Standards

State of Tennessee positions that may involve driving responsibilities require candidates to meet the following minimum driver qualifications:

• A valid driver's license
• For the past five years, the candidate's driver record must not have record of the following violations: driving under the influence (DUI), reckless driving, license suspension for moving violations, more than 4 moving violations.

Please include your Driver's License Information under the Licenses and Certifications section of your application.

**Agencies may allow an exception based on other factors.