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Job Description

Detailed information on the job is provided below.

The job description does not necessarily include all the duties which may be required of individual employees in the classification. Job descriptions may be revised as needed.

Service Center Manager
CI5606
02/17/2009
Exempt
A07
The fundamental reason that this position exists is to act as a service writer or advisor for the Fleet Management Department. The essential functions of the position include preparing service requests, initiating internal and offsite service, managing service orders, supervising two or more employees, and performing other duties and miscellaneous tasks as assigned. The Service Center Manager reports to the Assistant Director of Operations.
ESSENTIAL FUNCTIONS: The following list was developed through a job analysis; however, it is not exhaustive and other duties may be required and assigned. A person with a disability which is covered by the ADA must be able to perform the essential functions of the job unaided or with the assistance of a reasonable accommodation. The list of essential functions is to be used as a starting point to determine essential functions for a specific position at a specific location at a specific time. The ADA was intended to be applied on a case-by-case basis with the understanding that one position may differ from another similar position. The performance of "non-essential functions" is not optional for employees not covered under the ADA.

ESSENTIAL FUNCTIONS: Verifies that all vehicles/equipment entering or leaving the City services meet specifications, are tagged with an equipment number and are accurately entered into the HTE computer system using the Vehicle Specification Sheet, and the Vehicle Specification Discrepancies list in order to ensure that all equipment is able to be tracked through the Shops Department to facilitate the assignment of vehicles/equipment to preventive maintenance, repairs, or manufacturer recall work, and to verify that all conditions of the factory warranty have been and are met in the future.

Verifies equipment number with the Director.
Enters each new vehicles preventive maintenance information into the HTE computer system.
Enters the manufacturers recommended preventive maintenance schedule into the HTE computer system.
Deletes equipment no longer in use from the HTE computer system.
Checks the specification sheet on each new vehicle to ensure that the vehicle meets the specifications before that vehicle goes out into the field.
Fills out a Discrepancy Sheet on any vehicle that does not meet specifications.
Sends the Discrepancy Sheet to the purchasing department.
Files returned discrepancy sheets in the equipment file.

ESSENTIAL FUNCTIONS: Controls the flow of vehicles/equipment in need of repair into and out of the City repair shops using the 400 Fleet Maintenance Management Computer System, work orders, action taken codes, equipment numbers, the Vehicle Specification Sheet, and the Vehicle Specification Discrepancies list in order to ensure that all City vehicles/equipment are operating properly, that all repairs are competed in a timely manner, and that the vehicles/equipment with priority (i.e. Police and Fire Department vehicles/equipment) are repaired before non-priority vehicles/equipment.

Discusses the proposed defects/problems and possible solutions with the vehicle operator.
Enters equipment numbers into the 400 Fleet Maintenance Management Computer System.
Verifies that all other preventive maintenance and safety services have been completed on the vehicles/equipment to ensure the road/field worthiness of the vehicles/equipment and to detect and repair systems that could fail prematurely.
Enters work orders into the 400 Fleet Maintenance Management Computer System by entering system codes (i.e. brakes have their own system code 2100, and ABS lights have a code of 2101) and descriptions of the repairs needed.
Fills out manual work orders when the 400 system is down and enters them into the 400 system when it returns to normal operations.
Advises the Director when the total number of vehicles/equipment out of service/undergoing repair exceeds the standard.
Notifies and collaborates with affected departments about nonessential repair problems (i.e. a heater is broken in the Summer).
Sends vehicles/equipment with nonessential repair problems back into service and reschedules them for repair at a later date.
Compares vehicle warranties with their discrepancy sheets to determine which parts or systems problems listed on the discrepancy sheets are under warranty.
Determines whether the affected vehicles/equipment or parts are under warranty.
Contacts the vendor when the parts to be repaired are still under warranty.
Sends vehicles/equipment under warranty to the respective vendors for service.
Sends all other vehicles in need of repairs to the appropriate City shop to have the work done.
Monitors production in all City shops to make sure that all needed repairs have been completed.
Test drives vehicles/equipment after repairs are completed.
Sends the repaired vehicles/equipment back into service.

ESSENTIAL FUNCTIONS: Schedules City vehicles/equipment for preventive maintenance using the 400 Fleet Maintenance Management Computer Program which produces printouts of affected vehicles/equipment and departments, time(Days/Weeks) in the program, fuel consumption rate, and vehicles with "warning" light indications in order to ensure that all City vehicles/equipment are operating safely and properly and to prevent unnecessary wear on the vehicle/equipments systems.

Enters a set of dates into the computer reflecting the maintenance scheduling time frame(i.e. April 1 through April 30).
Receives output from the computer containing a list of every piece of equipment (listed by equipment number) that needs to be serviced in that time frame.
Prioritizes the computer generated maintenance schedule to include priority (i.e. police and fire) vehicles/equipment before non-priority vehicles/equipment (i.e. the Engineering Department).
Takes any vehicle with a " warning" light lit out of service until the referenced work can be done on that vehicle.
Reviews the final preventive maintenance schedule and notifies each affected department, by hand mail, of the date and time during which the vehicle maintenance must be completed.
Reviews the Daily Maintenance Status Sheet, which shows the times vehicles enter the shop for maintenance as well as what type of maintenance work needs to be done, in order to monitor shop progress and ensure that all maintenance work is done on the affected vehicles/equipment.
Sends completed vehicles/equipment back into service.

ESSENTIAL FUNCTIONS: Notifies City Departments of manufacturer recalls using the HTE system, the master recall list, the individual equipment recall list, the manufacturer assigned VIN number for each piece of equipment, and the recall number, in order to ensure that all vehicles/equipment are repaired according to recall guidelines.

Receives a recall notification letter from the vendor.
Assigns the recall a number.
Enters the VIN number for each piece of affected equipment into the non-HTE system and gets a printout of the vehicles VIN number, recall number, date the vehicle was received, and the vehicles priority status.
Sends a copy of the recall to each affected Department and verbally notifies the Department to take the vehicle/equipment to the appropriate vendor for completion of the recall work.
Is verbally notified by each department as to when the recall work is completed.
Enters the repair completion date into the non-HTE system.

ESSENTIAL FUNCTIONS: Tracks the number of vehicle repairs caused by accidents using the HTE and non-HTE systems(entering relevant vehicle numbers, equipment numbers, and manpower numbers) and the City hand mail system in order to isolate vehicle operator or equipment/manufacturer problems, document any damage rewards received through the City Clerks office in the non-HTE system, and ensure that appropriate action is taken to eliminate future accident related problems.

Receives radio or telephone notification of the accident.
Calls the wrecker for accidents that disable a vehicle.
Receives a copy of the accident report.
Fills out an accident report worksheet for claim and non-claim accidents including the dates into and out of the repair shop, the parts used to repair the vehicle, repair labor hours, and vendor prices for needed parts.
Enters the equipment number, VIN number, date of accident, date into the repair shop, date repairs completed, vendor costs, cost of hours worked, and cost of all parts into the non-HTE computer system.
Totals all costs on the Accident Report Worksheet.
Notifies the Director of the costs so that the Director can make final repair decisions.
Attaches all non-claim accident report worksheets to the respective accident report.
Places the non-claim accident report worksheet in the equipments file.
Sends one copy of the claim related accident report worksheet to the City Clerks office so a claim can be filed.
Reviews the amount received worksheet obtained from the City Clerk=s office stating the money that was received from the person(s) sited in the accident and enters the amount of money received from the claim into the non-HTE computer system.
Checks the repair and preventive maintenance schedules to ensure that the repairs necessitated by the accident do not overload the Shops Department.
Notifies the director to determine if extensive repairs should be made through an outside vendor.
Uses the HTE computer system to generate summary reports of accidents by month, year, employee, percentage increase, and percentage decrease.
Sends copies of accident summary reports to the Citys Safety Supervisor and the Police Department representative each month.

ESSENTIAL FUNCTIONS: Collaborates with other City Shops supervisors concerning frequent equipment repair problems and scheduling problems using the HTE computer system and telephone in order to determine the causes of such problems, and courses of action that should be taken to alleviate such problems in the future.

Tracks vehicle repairs in the HTE computer system by the manpower and equipment numbers.
Flags frequent repairs by personnel and equipment.
Determines if the City has a case of vehicle abuse(damaged equipment not reported, speeding, and unsafe operations).
Verbally notifies the Director of the problem.
Discusses the problem with the department Foreman and/or the vendor.
Collaborates with the Foreman to determine what actions should be taken.
Decides whether vehicle/equipment repairs are to be accomplished by the City shops or contracted out.
Recommends that equipment with frequent or costly repair problems be taken out of service.
Decides which equipment will be taken out of service.
Determines which equipment operators may not be properly using their equipment.
Notifies department supervisors that their employee(s) may not be properly operating department equipment and recommends additional operator training if required.
Notifies the Purchasing Division of manufacturer problems, so that the manufacturer can be contacted and the problem resolved.
Decides whether the solution proposed by the manufacturer is adequate.
Makes recommendations to the Director about whether or not to use a manufacturer=s product in the future when frequent product repairs have been needed.

ESSENTIAL FUNCTIONS: Makes decisions regarding personnel problems, job site problems, and employee disputes in the absence of the Director and Assistant Director using the HTE computer system, telephone, and radio in order to remedy the problems and bring personnel disputes to a timely end.

Receives notification of problems or disputes.
Discusses the problems with relevant shop foremen.
Discusses the problems with other relevant shop employees to obtain the facts.
Recommends to the Director that employee reprimands, equipment or vendor changes are in order
Formulates a compromise between disputing parties to solve the problems.
Knowledge of the methods, materials, tools and standard practices of the automotive mechanic trade to include an in-depth knowledge of the principles of an internal combustion engine, the characteristics and maintenance needs of a variety of light and heavy automotive equipment and the possible hazards/safety precautions of the trade as needed to prioritize the assignment of City vehicles/equipment to the repair shops, to look up vehicle system information using the Help screen in the HTE computer system, and to ensure that all repairs are done in an acceptable time frame.

Knowledge of the work flow through the City Parts, Purchasing, and Shops Departments to include knowing who to contact for needed parts and other maintenance and repair related supplies, time frames for receiving supplies, and time needed to complete the repairs as needed to schedule vehicles for repair and maintenance and to estimate work completion times.

Knowledge of the City Shops Department policies and procedures to include repair and maintenance prioritization policies(i.e. Police and Fire department vehicles are scheduled for repair before other City vehicles), documentation policies(i.e. entering the correct data into the HTE computer system) and vehicle safety policies(i.e. vehicles with serious mechanical problems that could cause injuries/accidents are taken out of service until repaired) as needed to set appropriate priorities when scheduling vehicles for repair and maintenance in order to avoid unnecessary injury and vehicle down time.

Skill in Oral communications to include clarity, accuracy, conciseness, communicating on the level of the listener, recognizing when information has been misunderstood and determining how to remedy the misunderstanding, as needed to use a two way radio and a telephone to provide information about necessary vehicle repairs to shop, manufacturer and relevant City Department Personnel, and to exchange information and collaborate with co workers on courses of action to take.

Skill in Written communication to include clarity, sentence structure, spelling, basic grammar, and logical ordering of ideas as needed to accurately convey repair and maintenance needs on vehicles/equipment in the 400 Fleet Maintenance Management Computer System, and to write reports and memos concerning other City departments and Shops personnel.

Ability to interact well with others(shop foremen and mechanics, other City department heads and personnel, personnel operating the equipment in the field and the manufacturers of the City vehicles/equipment and parts) as needed to inform the shop mechanics as to what repairs need to be done to vehicles/equipment in the shop, to collaborate with foremen as to shop workloads and what actions need to be taken in response to vehicle problems, and to ensure that all repairs are made in a timely manner.

Ability to prioritize and handle multiple tasks simultaneously to include being able to be interrupted and return to the task immediately as needed to track all vehicles/equipment through the repair process, schedule new repairs, schedule maintenance on City vehicles/equipment, to ensure that the City Shops Department is not overloaded with repairs or maintenance orders, write appropriate work orders, and contact appropriate offices in case of vehicular or part problems.

Ability to operate a computer to include keyboard layout, password, sign on/off procedures, how to access software, how to search for and print the needed information, and use menus as needed to create, save, retrieve, organize, and delete files/documents.
5 years of experience as an automotive, diesel engine, heavy equipment, or fire apparatus mechanic at the journeyman level to include 1 year of experience supervising other mechanics, or an equivalent combination of education and experience. Individuals with experience as a service writer or work order generator will receive preference.
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