Position Type:
Administrative Services/Fleet Management Asset Specialist
Date Posted:
7/14/2026
Location:
New Civic Center
Closing Date:
07/28/2026
$33.72 - $47.19hr
Starting salary is dependent upon qualifications, but in most cases is no higher than the midpoint for the range.
NATURE OF WORK:
This position provides a full range of administrative and operational support within the Facilities & Fleet Management Division of the Administrative Services Department. The position is directed by the Division Manager of Facilities and Fleet Management and Facilities & Fleet Management Supervisors in a multi-tasking, high-pressure customer oriented environment performing a variety of Facilities & Fleet Management industry functions.
Primary responsibilities consist of entering and maintaining information in the Fleet Management Information System (F.M.I.S.) program Computerized Fleet Analysis (C.F.A.) or any other program that is utilized for management of the City's Fleet assets. This role also has responsibility for assisting the Facilities & Fleet Supervisors with the F.M.I.S. (C.F.A.) software and specializes/acts as a liaison with the vendor as it relates to database management, labor hours, parts inventory and parts charge-outs to vehicles, training of shop personnel and monthly report generation. This position also includes daily responsibility for sourcing and pricing of parts for repairs, inventory for repairs and assists with maintenance and fuel for fueling system, in addition to assisting with the daily and annual inspections and repairs of shop equipment such as overhead cranes, lifts and fuel dispensing equipment by qualified outside vendors.
This position also has a strong presence in the Fleet's front counter and shop, greeting customers in person and over the phone, and gives routine information concerning services provided by the division. This position requires the ability to maintain confidentiality regarding information and/or documents in the Administrative Services Department.
ESSENTIAL FUNCTIONS (Specific assignment will include some or all of the following):
Receives, sorts, opens, date-stamps and routes incoming mail for Facilities & Fleet Management and other City divisions housed in the Service Center.
Orders supplies and maintains a proper inventory for staff. Maintains operability of office machines and keeps necessary supplies in stock.
Prepares and maintains a variety of records, files, databases and reports.
Assists with maintaining fuel inventories by reading gas meters daily, orders fuel, issues and maintains fuel cards and fuel card software and data base management.
Maintains parts inventories; shops for best prices; orders stock and special order parts; calls vendors, collects cost estimates and time requirements, places orders for parts purchases.
Works with the Facilities & Fleet Management Administrative Lead to track purchase orders, verify invoices to the purchase orders and to input requests for payment into the accounts payable system.
Distributes parts to mechanics and charges part cost to repair orders, monitors part inventories based on usage and minimum restock points, conducts inventory count to maintain accuracy of parts stocked and usage via F.M.I.S.
Monitors parts, materials, commodities, warranties, recalls, invoices, purchase requisitions, credits, core returns, vendor relations and performance, and fleet best practices.
Assists the Fleet & Facilities Management Supervisors with tracking warranty repairs and manufacturers recall campaigns.
May coordinate outside repairs with service providers and internal clients as needed.
Recommends methods and procedures to solve problems encountered.
Responds to after hour emergency calls and snow overtime and may be required to report to work.
Assists with preparing bills/invoices for payment and maintains digital files of such information for accurate retrieval. Routes bills to appropriate staff for payment approval.
Assists Facilities & Fleet Management Administrative Lead with processing requisitions, purchase orders, account inquiries of financial and related records as needed.
Maintains the Fleet Management work order database and City wide fleet database on Computerized Fleet Analysis (CFA) or by other means.
Takes minutes of meetings; maintains official documents and records, including confidential information, within appropriate files; responsible for file management and follow-up monitoring.
Scans and archives critical documents including Fleet Management drawings and specifications and keeps file structure organized.
Prepares memoranda and codifies Standard Operating Procedures (SOP) for the Facilities and Fleet Management Division outlining and explaining procedures and policies.
Performs other related duties as assigned.
MINIMUM REQUIREMENTS OF WORK:
Must possess a high school diploma or GED. Possession of an associate's degree or higher or equivalent automotive trade school credit hours are preferred.
Must possess four (4) or more years of progressively responsible automotive and automotive parts procurement work experience. Possession of work experience in fleet management and the automotive industry is preferred.
Must possess a valid driver's license and a safe driving record.
Must be willing and able to obtain a forklift operator's certification within 6 months of employment and maintain it as a condition of employment.
Must be willing and able to take CFA training and obtain certifications as needed.
Knowledge, skills, and abilities in the following areas:
Considerable knowledge and proficiency with computer software to include, but not limited to, Microsoft Office (Word, Excel, Outlook, Power Point, etc.) and Adobe Acrobat Professional.
Ability to establish and maintain effective working relationships with a diverse group of customers and staff throughout the city and outside of the organization.
Ability to multi-task various duties and responsibilities.
Ability to read, understand and interpret manuals, ordinances, policies and procedures, statutes, rules, regulations, journals, newspapers, memos, letters, reports, financial reports and legal documents.
Careful attention to detail, organizational ability, and punctuality.
Thorough knowledge of the methods, materials, tools and techniques used in the repair and maintenance of vehicles and equipment including gasoline and diesel engines and complex mechanical, hydraulic and electrical operating systems.
Thorough knowledge of the occupational hazards and safety precautions of the trade.
Ability to interpret and work from computerized service manuals, online systems, written specifications and diagrams.
Ability to provide information for preparation of accurate fleet maintenance records.
PHYSICAL REQUIREMENTS OF WORK:
Ability to work primarily in a standing and sedentary position occasionally using force to lift, carry or otherwise move objects normally found in an office setting. Ability to lift heavy equipment, tools and boxes and work in extreme weather conditions or stooped positions. Ability to lift heavy objects above shoulder height, as required by the position.
Employee is subject to inside environmental conditions, protection from outside weather, but not necessarily from temperature changes. Ability to work in situations where the following are present: loud noise levels, chemicals such as oil, fumes and gasses, paint, dust and dirt, and noxious odors.
SUPERVISION:
Work is performed under the general direction of the Division Manager of Facilities and Fleet Management with minimal supervision. The individual will report directly to Facilities & Fleet Management Supervisors. The individual has contact with other division and departmental staff at all levels, and uses the necessary resources in other departments and divisions. Work is assigned through general goals and objectives set by the Department and overall City management. The employee is responsible for prioritizing work tasks, and for identifying and utilizing the appropriate resources to resolve a problem or situation and/or research and analyze specific data. Performance is reviewed through observation, completion of projects, status reports, conferences and meetings. Guidance is provided through the City code, departmental policies, city operating practices and procedures, and other resources as applicable to the specific project assigned. Work is evaluated at least annually, with respect to problem solving, customer service, research and analytical skills, written and verbal communication skill, and performance in accordance with this classification standard.
PUBLIC CONTACT:
The employee has regular and frequent contact with division and department employees, other City employees, the general public and elected officials.
SELECTION METHOD
TYPE OF ELIGIBILITY LIST
LIFE OF ELIGIBILITY LIST
Structured Oral Interview
To apply for this position, please apply online at www.cityofevanston.org on or before the closing date.
Chosen candidates will be required to provide proof of licenses, certifications, and
education required for this position. Candidates will also be subject to qualifying preemployment processes, including medical examination, drug/alcohol screen, employment verification, and criminal background check.
The City of Evanston is an equal opportunity employer and ensures against discrimination in employment on the basis of a person's race, color, sex, age, religion, disability, national origin, ancestry, sexual orientation, marital status, parental status, military discharge status, source of income, housing status, or gender identity. The City of Evanston is also committed to accessibility for persons with disabilities. Any person needing mobility or communications access assistance should contact Human Resources at 847-448-8204 (voice) or 847-866-5095 (TTY).
