Fleet Management Specialist

Company: Flux Resources

General Information
US-WA-Vancouver, WA
Not Specified
Not Specified
Not Specified
Job Description

Flux is currently seeking a Program Support Specialist to join our project team onsite with our client in Vancouver, WA. This position provides data management and analytical needs as well as to support the group’s general operational needs.


Position Responsibilities include:

  • Compile data for use in reports on equipment utilization, fuel usage data, and maintenance data.
  • Provide analysis on Fleet Equipment damage, damage costs, produces comparison data by using organizations and perform trend analysis.
  • Analyze data to provide recommendations, and present recommendations to inform management.  These efforts will assist management in making decisions regarding Fleet Management.
  • Provide operational and program support for Fleet Management team.  Support tasks may include:
  • Create and revise basic technical equipment specifications
  • Develop Catalog descriptions
  • Research Vendors
  • Schedule specification and bid reviews
  • Maintain equipment delivery schedule
  • Maintain equipment files (electronic and paper)
  • Schedule end user new equipment delivery
  • Schedule rework with vendors after equipment QA inspection
  • Schedule “new vehicle in-service" with garage
  • Maintain the organizational SharePoint site including updating changes and adding new content.
  • Establish, maintain, and administer SharePoint organization, team and other meeting/project sites including setting up document repositories, calendars, workspaces, and tracking lists.  Manage content and permissions.
  • Maintain a tracking system of suspense items to verify timely compliance with scheduled responses or actions utilizing SharePoint. Coordinate and direct work unit responses for time-critical documents.
  • Responsible for all records management within SharePoint, including physical and electronic official files, retention and conformance with records management policy and procedures. Perform annual review and inventory of official files and maintain the organizational file outline.
  • Upload requests into the Tools and Equipment Acquisition Program (TEAP) automated TEAP work flow
  • Perform data entry for P-card transactions, contracts, materials, changes and invoices.
  • As necessary manage Motor Pool vehicles at Ross Complex
  • Assist in the development, coordination and provision of training and communications for Fleet Management, including materials and presentations.
  • Assist Management with:
  • Developing and recommending new, revised or improved information governance policies, processes and procedures.
  • Meeting regulatory obligations.
  • Providing business value in management of agency information. 
  • Conducting research and analysis on Federal and Department programs and policies affecting ’s IGLM Program.
  • Provide support in developing, planning and conducting reviews of organization records; develop recommendations for improvement of information governance programs.
  • Arrange travel (domestic, invitational and foreign), such as airline arrangements, hotel accommodations, and rental car and shuttle reservations, for Manager, Lead and staff as needed, which may include:
  • Coordinate with managers and staff to coordinate Time & Attendance per established procedures, which may include:
  • Prepare and review federal personnel time and attendance reporting to verify accuracy for certification by manager(s) and supervisor(s) using the Bonneville Business Enterprise System (BES), HRMIS and Fieldglass. 
  • May serve as timekeeping power user (able to input time for others as requested).
  • Maintain and reconcile employee leave calendar submissions with payroll.
  • Check leave slips to verify accuracy using organizational leave calendars and other documentation.  Verify that time has been approved.
  • Using Fieldglass, review time sheets for contract personnel to verify that reporting is accurate.
  • Assign Motor Pool vehicles daily based upon emailed reservations
  • Track Motor Pool daily usage providing Fleet Manager a monthly or Quarterly report
  • Track vehicles in for PM and repairs
  • Validate all 18 vehicles are maintained and cleaned on a regular basis
  • Develop / draft and recommend new or revisions to program and process documents for improvement efforts or as requested; update documentation, as approved.
  • Assist in preparing and submitting passport documentation as necessary.
  • Assist management and staff in setting up profiles in the travel system (currently Concur).
  • Prepare / draft necessary foreign and domestic forms associated with travel.
  • Prepare and process travel authorizations and vouchers for group managers and staff using Concur.
  • Validate that travel is complete and process travel documentation in a timely manner and in accordance with federal and travel procedures and policies.
  • Track, monitor and notify manager and subject personnel of needed approvals, signatures or other actions to enable timely reimbursement processing and reporting.
  • Verify time and attendance procedures, policies and practices, including any special time recording requirements (admin leave, holidays, etc.) are communicated to management and staff in a timely manner.

    Job Requirements


    • Associates degree in business administration, management, or a closely-related field is highly desirable. Associates degree can substitute for 2 years related experience (see below).
    • Bachelor’s degree in business administration, management or closely-related field is preferred. Bachelor’s degree can substitute for 4 years related experience (see below).
    • Related Experience – a minimum combination of work-related experience, on-the-job training, and/or vocational training is required.  Experience should be consistent with the specific requirements of program/project coordination/control and progressively more technical in nature.
      • Minimum Related Experience:  This is a Level 1 position:  6 to 8 years experience (2-4 years with Bachelor’s Degree in specified or closely-related field, 4-6 years with Associate’s degree in specified or closely-related field) is required.
    • Working knowledge of fleet-related analytical expertise, including a background in data base (such as Hyperion) management experience / expertise is preferred.
    • Intermediate level experience with Microsoft Office Suite Software (MS Word, Excel, Outlook); (MS Office 2010 proficiency required).


    Flux Resources, LLC is proud to be an AA/EEO employer and all qualified candidates will receive consideration without regard to characteristics protected by applicable local, state or federal law, such as race, color, sex, age, religion, national origin, physical or mental disability, pregnancy, marital status, veteran or military status, genetic information or sexual orientation.