Fleet and Operations Coordinator

The Operations and Budget Unit prepares the Department’s annual budget request, monitors expenditures and budget implementation, works with members of the legislature and their staff on the fiscal impacts of proposed legislation and provides office-wide support to space planning, workspace preparation, facility and security issues, small move assistance, and fleet vehicle coordination. Additionally, this unit facilitates the annual department Continuity of Operations Plan (COOP) and associated training, the annual strategic plan, and Greening Government Initiatives.

Description of Job

This position provides office wide assistance related to various operational functions needed within the Department.  This includes serving as the primary customer service point-of-contact for the Unit; facilitating the efficient and effective use of the Department’s vehicle fleet, coordinating general maintenance and oversight of the fleet, become the DOL expert on the AGILE Fleet system; respond to Help Desk tickets involving facility issues; work with DOL staff, building management and other building tenants to resolve minor facility issues; coordinate surplus pickup and removal; establish new vendor user accounts; schedule service calls when needed; update the Unit’s intranet website; place orders for office equipment and office supplies; perform administrative support for the unit as needed; serve as the Unit’s back-up on new hire orientation representative; serve as the DOL floor warden coordinator by ensuring appropriate information is disseminated and evacuation procedures are monitored; and support the DOL Continuity of Operations Plan (COOP) planning and training.

Essential job duties include but are not limited to the following:

Fleet support

• Analyze fleet vehicle usage such as miles, maintenance needs, and other inputs, and will reassign DOL fleets to maximize usage, minimize maintenance issues and ensure the most effective and efficient usage of the DOL fleet.
• Determine the best available vehicle for employee use, in those instances that this position needs to help find a vehicle for a DOL employee.
• Recommend new replacement vehicle types to ensure the DOL continues to fulfill the enterprise goals of minimizing fossil fuel usage and ensuring the various business needs of the DOL programs are addressed with the types of vehicles in the DOL fleet, as well as the number of vehicles are appropriate on an ongoing basis.
• Determine and rectify daily employee fleet requests and how best to facilitate.
• Facilitate the care and maintenance of the DOL fleet on the established state maintenance schedule and monthly car wash schedule.

Facility Maintenance and Repair Support 

• Determine the correct vendor to contact for various facility issues (painters, coffee makers, furniture repair and replacement, versus contacting building management).
• Assess and determines how to handle issues and requests that come through the IT Helpdesk/Spiceworks.
• Ensure appropriate response to help desk tickets by assessing issue, determining best solution and either addressing the issue directly or coordinating with building management for resolution.
• Determine how best to resolve facility related Help Desk tickets that includes determining whether a service call is required or if building management may be able to resolve the issue.
• Determine when office surplus needs to be removed and how to communicate pickup to DOL staff.

Emergency Support

• Determine the procedures for floor warden protocols and responsibilities. The position assesses business needs, trains department staff on these responsibilities, and independently implement the program to ensure safe evacuation of the building and will work with Building Management Staff to continually improve the safety of the Dept. and other tenants.
• Determine and makes recommendations to the Director of Operations and Budget on the processes needed for efficient DOL evacuations (fire, storms, etc.).
• Determine whether efficient protocols are in place for safe evacuation of the building during fire drills and other non-drill evacuations.

Salary note: Although a salary range is listed, salary will be set commensurate with the successful candidate’s qualifications and in compliance with the Equal Pay for Equal Work Act.

This recruitment may be used to fill other similar positions within the Department of Law. 

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

WHAT WE ARE LOOKING FOR 

Minimum Qualifications: Please document all relevant experience in detail on your application. Experience will not be inferred or assumed. Any part-time experience listed will be prorated.

• Three years of administrative assistant or clerical support in a professional office setting as the main function of your job. This experience must include providing exceptional customer service and managing various operational tasks.

Substitutions

• An Associate’s or Bachelor’s degree from an accredited college or university in a related field may substitute for general experience on a year-for-year basis.
• Qualified applicants must have at least one year of administrative assistant/office clerical support experience. If qualifying under the substitution, you will be required to provide a copy of your transcripts. 

Note: Candidates possessing a foreign degree must submit a translation (evaluation) of their degree from an accredited institution, such as The National Association of Credential Evaluations Services in order to be given credit for the degree. 

Required Competencies: 

• Excellent customer service skills
• Ability to analyze situations and solve problems
• Willingness to explain and teach technical information to others
• Ability to perform tasks related to general fleet vehicle maintenance (for example, changing tires, adding washer fluid, etc.).

Conditions of Employment:

• Must pass a thorough background investigation prior to appointment.
• Must possess and maintain a valid Colorado driver’s license.
• Must be able to kneel, stoop, reach and grab material and equipment to provide light service maintenance on fleet vehicle.
• Must be able to safely lift and move 25lbs. as needed.  Examples include needing to replace a flat tire.
• Majority of the work will be performed onsite, with potential for a hybrid work schedule.

Please view the full job description for more information, including information about compensation and benefits, and to apply online.