I. Job Overview and General Purpose
The Fleet Assistant will work with the Shop General Foreman for the safe and timely paperwork processing of all Penn Line’s vehicle. They are responsible for ensuring all documentation regarding company vehicles are properly filed and stored while adhering to all state, DOT and OSHA standards.
- Essential Duties and Responsibilities
- Strategic Fleet Assistant Direction
The Fleet Assistant contributes to the accomplishments of the Shop/Office practices and objectives that will provide administrative support for the Equipment Center/Fleet Services Department.
- Display excellent data entry skills and be proficient in Microsoft Excel and Access
- Assist in giving out Purchase Orders numbers (PO #)
- Prepare and submit registrations and renewals
- Organize, distribute licenses, titles and lease agreements for all company vehicles
- Deal with vendors on any titling that may not be correct
- Get checks ready to pay fines, buyouts for leases, taxes, etc.
- Order lost replacement license plates and registration cards
- Take care of all State audits in a timely fashion (fuel, mileage audits)
- Take care of lease buy outs
- Make sure Dispatch and trip reports are received and process correctly
- Make sure GPS units are in good working condition for the IFTA report and if not working employees are sending in their trip and dispatch reports
- File quarterly IFTA (International Fuel Tax Association) reports in timely manner
- Order IFTA stickers and maintain list of what vehicles they are on
- Manage HHUT (Heavy Highway Use Tax) – tax on vehicles over 55,000lb when they are first put on road then yearly
- Update FMCSA – MC150 with any changes to number of drivers and trucks
- Pay and renew UCR (Unified Carrier Registration)
- Manage vehicles for MCRT (Motor Carrier Road Tax) on vehicles that do not travel out of Pennsylvania done yearly
- Make sure our Apportioned Renewal is completed by May 31st of every year
- Make sure that all of our special equipment has SME (Special Mobile Plates) and the renewal of them
- Processes Company Vehicle recall notice information and sends notices to drivers and tracks results
- Positive Work Environment
Supports operations with providing a positive work environment for all employees by achieving the following results:
- Displays the corporate mission, vision, and values by creating safe and positive work environments, and exceeding customer expectations using the value and quality focused business philosophy.
- Serves as a role model of excellent customer service by responding constructively to the needs of all those you interact with on a daily basis on behalf of the organization.
- Communicate with managers and employees regularly to establish rapport.
- Other Duties
- Administrative duties and projects as assigned
- Regulatory Compliance
- Supports the Company in making sure we are compliant with all FMCSA/DOT reporting requirements.
- Ensures adequate file recordkeeping by ensuring that all required documents are maintained. This includes, but is not limited to trip and dispatch reports
III. Key Organizational Relationships
- Equipment Center Manager (Direct Report)
- Shop General Forman
- Operations Management (various levels)
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. These requirements are representative, but not all-inclusive, of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
High School graduate and 2 + years in managing fleet vehicles as well as licensing of equipment and vehicles. Construction type industry experience preferred.
Written Comprehension — the ability to read and understand information and ideas presented in writing; the ability to effectively communicate information and ideas using various reports and other correspondence in writing.
Reading Comprehension – the ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals, et.al.
Oral Comprehension — the ability to listen to and understand information and ideas presented through spoken words and sentences, as well as the ability to effectively communicate information and ideas when speaking to individuals and groups. Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
The ability to effectively understand and apply basic concepts such as fractions, percentages, ratios, and proportions to practical situations. Ability to understand and effectively work with mathematical concepts such as probability and statistical inference.
Ability to effectively solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Ability to reach logical conclusions based on established evidence. Able to exhibit a high level of confidentiality.
Ability to plan and organize one’s own activities.
Insures that directives have been understood and carried out.
Demonstrates personal accomplishment and a desire to excel; sets and maintains ambitious standards for achievement and makes things happen. Takes ownership of position. Must be able to identify and resolve problems in a timely manner.
To perform this job successfully, an individual should have knowledge of Internet software; Spreadsheet software and Word Processing software.
- Other Skills and Abilities
Presentation and leadership skills. Must be able to gather and analyze information skillfully.
V. Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Light lifting (under 25 lbs.) • Ability to hear (aid permitted)
- Sitting 6-7 hours per day • Ability to write messages
- Occasional kneeling or bending • Ability to speak clearly
- Ability to travel locally • Ability to see
VI. Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Primarily, work is performed inside, in an office setting, no unusual environmental factors.
- Occasional travel required to work group locations and may be exposed to outside and/or
dangerous equipment or chemicals.