Fleet Service Writer / Expeditor

• Identifies vehicle and equipment maintenance needs, research maintenance history, and prepares service order requests.
• Receives, monitors and expedites vehicle and equipment repairs to maintain a high volume of vehicle availability.
• Prioritizes, schedules and tracks repair work; assigns service order requests to mechanics.
• Verifies mechanic supervisors have performed post-maintenance checks to ensure properly repaired vehicles are available.
• Creates work estimates by determining labor, supplies, and materials needed.
• Reviews and enters labor time, closes work order, notifies customers of completion, explains repairs and answers any questions.
• Contacts customers and schedules preventative maintenance or inspections on vehicles.
• Coordinates with parts inventory personnel to ensure parts availability to minimize amount of time vehicles are in shop.
• Prepares, monitors and submits various reports on vehicle aging, vehicle counts, preventative maintenance, mechanic labor time, and other reports as required.
• Inputs and retrieves work orders from a computerized Fleet Maintenance Program.
• Maintains files and records, including but not limited to, payroll, inventory, and analytic reports.
• Must effectively and positively represent the City in delivering and performing work with colleagues and clients, irrespective of gender, race, religion, age, disability, political affiliation or belief, or sexual orientation.
• Must maintain effective and professional relationships with work colleagues, supervisors and managers.
• Performs related work as required for this position description only.

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Required:
High School Diploma or GED equivalent, supplemented by one (1) year experience in service writing or providing administrative support in a fleet environment or automotive service-related field.

Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements.

CERTIFICATES, LICENSES, REGISTRATIONS:

• Valid Driver’s License: With proof of automobile insurance
• Background Check: Must have an acceptable background record
• Driving Abstract: Must have an acceptable driving record

• Knowledge of standard principles and practices related to automotive and equipment maintenance and repair.
• Knowledge of standard principles and practices related to inventory maintenance and control.
• Knowledge of standard principles and practices related to record and report management.
• Knowledge of business English, Grammar, Punctuation, and Spelling; the application of such to a variety of formats and styles and editing principles and techniques.
• Knowledge of modern office equipment and various computer programs and applications, including databases and spreadsheets.
• Skill in customer service.
• Skill in written, verbal, electronic, and visual communication for effective expression and clarity.
• Skill in the operation of various computers or other electronic devices.
• Skill in planning, organization, prioritization, and time management.
• Skill in data collection, analysis, and identifying anomalies resulting from inconsistent data and/or test failure.
• Ability to learn Fleet operations.
• Ability to learn Citywide administrative regulations, applicable Citywide departmental policies, Personnel Ordinances, Collective Bargaining Agreements, and other municipal, state, and/or federal regulatory documents as required to complete tasks and assignments.
• Ability to relate and respond to people beyond giving and receiving instructions, including applying consistent courtesy and tact in considerable public contact and/or confrontational situations.
• Ability to record and deliver information, explain procedures, and issue and follow oral and written instructions.
• Ability to adapt to performing under frequent deadlines, re-prioritization of tasks and assignments, and in response to emergencies.
• Ability to read and interpret various technical materials, ranging from moderate to complex terminology, associated with job functions.
• Ability to add, subtract, multiply, divide, calculate decimals and percentages, and compute discount, ratio and proportion, and profit and loss.
• Ability to perform duties independently with minimal supervision and review.
• Ability to analyze and interpret problems and draw conclusions.
• Ability to communicate effectively in Standard English.
• Ability to compare and/or judge the readily observable, functional, structural, or composite characteristics (whether similar or divergent from obvious standards) of Fleet vehicles and equipment components.
• Ability to apply sound judgment and interpretation based on acquired knowledge in circumstances where limited standardization exists.
• Ability to inspect items for proper length, width, and shape, and visually read various types of information.
• Ability to establish and maintain effective working relationships with supervisor, support staff, staff from other departments, and other local, state, and federal government agencies.

Required Education and Background Information: Look over the announcement carefully to determine your eligibility. Please note minimum education and experience requirements. Closed competitive positions are open only to employees while open competitive positions are open to anyone who meets the minimum qualifications for the position. Evidence of a GED test score is required if submitted for high school diploma. Applicants are responsible for clearly documenting work experience and/or providing all relevant information at the time of application. Additional information will not be accepted after the announcement closing date.

Examination: Depending on the number of applicants and the quality of their education and experience, the examination may consist of one or more of the following tests: written examination, performance examination, education and experience evaluation, oral examination and/or other job related examinations.

You will be notified of the time and place of your examination when you file or later by mail. A passing grade is required on each part of the process. Repeated participation in any examination for which the same test is used is limited to once every 6 months. Your examination results will be sent by email as soon as possible after the grading is completed.

Final passing grades are used to determine a candidate's position on the eligibility list of successful candidates. Departments fill vacancies from this list. The top three names are considered for each vacancy unless otherwise modified. Those not appointed are returned to the eligibility list for further consideration in accordance with the Civil Service Ordinance. Your name will remain on a register for one year for open competitive examinations and two years for closed competitive except where labor contract conflicts.

Your name may be removed from an eligibility list prior to one year according to Hollywood's Civil Service Ordinance or labor contracts. Your eligibility may be canceled if you refuse a position or if you are not available for work. You are responsible for notifying the Employment Office, in writing, of any change in your address or telephone number.

Special Accommodation and Communication Needs: The City of Hollywood provides necessary reasonable accommodation in the examination process upon request to persons with disabilities. Such requests must be made PRIOR to any scheduled examination.

Veteran's Preference: The City values the service that veterans and their family members have given to our country, and as such, proactively recruits and hires veterans and qualified spouses to the greatest extent possible. Certain servicemembers and veterans, and the spouses and family members of such servicemembers and veterans, receive preference and priority, and certain servicemembers may be eligible to receive waivers for postsecondary educational requirements. To obtain veteran's preference, candidates MUST submit a copy of separation papers (DD214) and meet eligibility requirements as stipulated by the Florida Statutes. For additional information, please refer to the Florida Department of Veterans' Affairs.

All successful applicants will be required to pass an extensive background which may include criminal history searches, driving history checks, credit report, courthouse searches, education verification, employment verification, professional license verification, or other search methods as deemed necessary for the position. In addition, the applicant will be required to undergo a medical examination, which may include a drug screening, prior to appointment.

EMPLOYMENT OF RELATIVES: The City of Hollywood has an Ordinance which regulates the employment of relatives of City employees. Effective January 28, 2008, a relative may only be hired under the following additional conditions:

• The relative must have competed in an appropriate examination process as determined by Human Resources and be placed on a civil service eligibility list;
• The relative must be among the top three ranked candidates available on the certified eligibility list unless expanded by the Civil Service Board;
• The Department or Office Director and the Director, Human Resources must demonstrate that it is in the best interests of the City of Hollywood to hire the relative of a public officer or employee.

• up to seven (7) completed years 80 hours
• more than seven (7) but less than ten (10) completed years 112 hours
• more than ten (10) but less than fifteen (15) completed years 144 hours
• more than fifteen (15) but less than twenty (20) completed years 160 hours
• twenty (20) completed years and above 200 hours

• General employees shall accrue eight hours of sick leave for each month worked with no limit on the amount of sick leave that is accumulated. Additionally, each fiscal year an employee shall have the option of converting a maximum of 40 hours of accrued sick leave days to personal leave, provided the employee has a balance of 96 hours after the conversion.

• Less than five (5) years 20% sick leave
• Five (5) to ten (10) years 40% sick leave
• Ten (10) or more years 70% sick leave
• Twenty (20) or more years 80% sick leave

• Upon the accumulation of 300 sick leave hours, all employees have the option of converting the next forty (40) hours of sick leave days to vacation days.
• Employees may participate in the City's Sick Leave Pool Program upon the completion of one year of employment and with a minimum accumulation of 96 hours of sick and/or vacation leave. This program entitles eligible employees to participate in extended sick leave benefits for cases involving non-work related catastrophic, or long-term illnesses, or injuries.
• General employees may receive the following holidays:

• General employees will receive two paid workdays each fiscal year (either 8 or 10-hour days) of use-it-or-lose-it time off in recognition of the importance of mental health well-being.
• General employees will be granted 40 hours of paid bereavement leave for the demise of a close family member.
• General employees will receive longevity compensation added to their base salary for the following cumulative years of service with the City:

• 5 years of service 5%
• 10 years of service 3%
• 12.5 years of service 2.75%
• 15 years of service 2%

• General employees and families shall be provided the option of coverage in the City’s health insurance plans. The City will contribute 80% of the premium for employees electing single or dependent coverage on the OAP plan and the employee will be responsible for contributing 20% of the premium; The City will contribute 100% of the premium for employees electing single coverage on the OAPIN plan. For employees adding dependents, the City will contribute 90% toward the premium and the employee will be responsible for contributing 10% of the premium. For 2023, the biweekly rates are as follows:

• Each member shall have the option of completing an annual wellness preventative physical through the City’s contracted provider currently named Life Scan with the costs of the scan paid for by the City up to $395 for each member which includes a comprehensive medical evaluation, ultrasound imaging, cardio-pulmonary assessments, vision and hearing test, and extensive laboratory blood profiles.
• General employees shall be provided group dental with $19.00 of the monthly premium costs paid by the City. There are three benefit plan offerings. For 2023, the biweekly rates are as follows:

• General employees shall have the option to purchase vision coverage through payroll deductions. Three plans are offered.

• Employees will receive from the City a “use it or lose it” Health Reimbursement Account annually. The amount to the employee is determined by the employee’s medical enrollment status or if no coverage is elected then it will default to the lowest level. The level of the City contribution will be reevaluated once a year. The levels are: Single or no coverage = $400; Employee plus one = $600; and Employee plus two or more = $1000. In addition, the employee may establish and contribute to a Flexible Spending Account.
• General employees shall be provided with term life insurance of $25,000 with all premium costs paid by the City. Employees shall have the option of purchasing additional term life insurance at group rates up to an additional maximum amount of $475,000.
• All employees will be required to contribute 8% pretax dollars to the employee’s retirement fund. Employees are vested in the retirement plan after completing seven years of service. The service retirement annuity (pension) is equal to 2.5% of the employee's average salary for the highest 130 consecutive biweekly pay periods of credited service multiplied by the employee's years of credited service. Retirement is at age 65 with seven years of service, or age 62 with 25 years of service, or 30 years of service. To file a claim for benefits under the General Pension Plan or to receive a copy of the Plan or a copy of the Summary Plan Description (SPD), contact the Pension Coordinator at 954-921-3333.
• General employees, who complete their probationary period and receive “satisfactory” or better Employee Performance Evaluations, shall be eligible to participate in the City Educational Reimbursement Program for job-related undergraduate and graduate course work. General employees should request approval prior to taking any courses. The City pays as follows to a maximum total of $3,000.00 for tuition annually:

• General employees may enter a Deferred Compensation Program through payroll deduction.
• General employees have the option of joining the Sun Credit Union.
• General employees have the option of participating in payroll Direct Deposit.
• Employees have the option of participating in Pre-paid Legal/ID Theft Protection Plans and Supplemental Insurance through voluntary payroll deductions
• General employees are eligible to participate in the City’s Work/Life Assistance Program offering a wide range of services and support.
• General employees may have access the City’s fitness facility free of charge.