Fleet Administrator-601 Memory Lane, York- Day

Team member will work onsite at 601 Memory Lane, York. Hybrid once fully trained

General Summary

Performs a variety of advanced clerical, secretarial, and administrative practices, and procedures to assist the Fleet Services department in meeting its operational goals. Performs work order and maintenance administration, including notarization requirements.

Duties and Responsibilities

Essential Functions:

• Provides critical support for a high-volume procurement process by obtaining quotes from vendors, processes purchase orders, and assists in maintaining inventory records for fleet-related supplies and equipment.
• With high level of accuracy, processes a large volume of fuel transactions and reconciles fuel expenses. Monitors fuel logs for mileage accuracy and fraudulent activity.
• Utilizing strong knowledge of fleet maintenance, ensures precise VMRS (Vehicle Maintenance Reporting Standards) coding is applied to all work orders.
• Collaborates with supervisor to accurately prepare and process documents related to vehicle registrations, titles, insurance, and other fleet-related items. Notarization of documents is required.
• Administers EZ-Pass tolling program to ensure transponders are recorded, processed, and installed as needed. Closely monitors all tolling transactions for fraudulent activity.
• Manages large volumes of credit card transactions and ensures all costs are assigned to proper assets in asset management program and cost centers are recorded for accurate reporting.
• Assists team members with ensuring strict DOT/MVR regulations and safety standards are always adhered to.
• Types memorandums, policies, committee minutes, manuals, letters, forms, procedures, and other general typing as directed, initiating other documents and correspondence as appropriate.
• Schedules supervisor's appointments; maintains and updates supervisor's daily calendar.
• Opens and routes incoming mail; distributes correspondence and other material to staff.
• Assists with ordering office supplies, automotive parts, tools, and shop supplies as necessary.
• Coordinates the recording, reporting, and verification of payroll for Fleet Services team members.

Common Expectations:

• Maintains established policies and procedures, objectives, quality assessment and safety standards.
• Maintains professional growth and development.
• Provides outstanding service to all customers; fosters teamwork; and practices fiscal responsibility through improvement and innovation.

Required for All Jobs:

• Performs other related duties as identified.
• WellSpan Health has adopted and implemented a compliance program to support WellSpan's values and standards for professionalism, integrity, and ethics. Expected to support and meet the values and standards of the organization and the performance expectations of the job, the department, and the compliance program.
• WellSpan Health has adopted and implemented a privacy program to safeguard the patient information and the business and operational information of the organization. Expected to support and meet the values and standards of the organization to safeguard patient and business/operational information.

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.

Physical Demands:

• Standing - Occasionally
• Walking - Occasionally
• Sitting - Frequently
• Reaching - Rarely
• Talking - Frequently
• Hearing - Frequently
• Repetitive Motions - Occasionally
• Eye/Hand/Foot Coordination - Occasionally

Travel Requirements:

• Estimated Amount: 10% - Travel for title work and moving non-CDL vehicles around the system.

Qualifications

Minimum Education:

• High School Diploma or GED Required
• Associates Degree In business management or automotive related studies. Preferred

Work Experience:

• 3 years Clerical and/or secretarial experience using Word, Excel, and PowerPoint at an intermediate level. Preferred and
• 3 years Experience in a fleet or automotive service environment. Preferred

Licenses:

• PA Notary Public within 90 days Required

Driver's License Statement:

Must possess a valid driver's license in the current state of residence. Driving record must meet requirements established by WellSpan Risk Management.

Knowledge, Skills, and Abilities:

• Proven experience in administrative support roles, preferably in a fleet management or automotive environment.
• Intermediate level computer skills.
• Excellent interpersonal/communication skills.
• Transcription skills.
• Strong attention to detail.
• Ability to multitask is a must.
• Ability to work independently.