"Alerted.org

Working Title: Administrative Fleet Specialist

Job Class: Office and Administrative Specialist, Senior

Agency: Administration Dept

+ **Job ID** : 86594

+ **Location** : Arden Hills

+ **Telework Eligible** : No

+ **Full/Part Time** : Full-Time

+ **Regular/Temporary** : Unlimited

+ **Who May Apply** : Open to all qualified job seekers

+ **Date Posted** : 06/02/2025

+ **Closing Date** : 06/11/2025

+ **Hiring Agency/Seniority Unit** : Administration Dept / Administration-AFSCME

+ **Division/Unit** : Fleet Operations

+ **Work Shift/Work Hours** : Day Shift

+ **Days of Work** : Monday - Friday

+ **Travel Required** : No

+ **Salary Range:** $21.90 - $29.65 / hourly; $45,727 - $61,909 / annually

+ **Classified Status** : Classified

+ **Bargaining Unit/Union** : 206 - Clerical/AFSCME

+ **Work Area** : Fleet Management and Surplus Services

+ **FLSA Status** : Non-exempt

+ Designated in Connect 700 Program for Applicants with Disabilities (https://mn.gov/mmb/careers/diverse-workforce/people-with-disabilities/connect700/) : Yes

The work you'll do is more than just a job.

At the State of Minnesota, employees play a critical role in developing policies, providing essential services, and working to improve the well-being and quality of life for all Minnesotans. The State of Minnesota is committed to equity and inclusion, and invests in employees by providing benefits, support resources, and training and development opportunities.

Fleet and Surplus Services (FSS) provides support to state agencies, local governments, and other stakeholders/partners. Located in Arden Hills, MN, FSS has two (2) distinct sections/units. Fleet Services (https://mn.gov/admin/government/vehicles/) leases vehicles to state agencies for official state business. The division's lease program manages vehicle acquisition and disposition, fueling, maintenance, auto insurance, and life-cycle management for more than 2,200 vehicles. Surplus Services (https://mn.gov/admin/government/surplus-property/) assists with the redistribution, reuse, and disposal of state and federal surplus property. Property is redistributed to eligible donees, which includes state and local governments; nonprofit health and educational organizations; programs for low-income, needy, and homeless persons; and other service groups. Surplus also operates the state's auction program, which sells surplus property to the public via live and online auctions, such as MNbid.mn.gov .

We are seeking an Administrative Fleet Specialist to support the FSS Division through database management, administrative functions, and customer service to ensure State agencies have the means to acquire and maintain a leased vehicle fleet.

Key responsibilities include, but is not limited to, accurate data entry and auditing of leased vehicle information; maintain vehicle service and maintenance records; reconcile repair invoices; coordinate requisitions, deliveries, and vehicle prep and disposal; administrative office support; and customer service and cashier support.

**Note:** This position **may** provide support to Fleet and Surplus Live Auctions up to two (2) times per year on Saturdays.

This position is full-time onsite/in the office. This position will also be required to move vehicles on or around campus.

Minimum Qualifications

The following qualifications are required of all applicants seeking consideration for this position. Only applicants whose application materials clearly demonstrate fulfillment of each of these minimum qualifications will be considered for the position.

+ Two (2) years of experience in an administrative or support role.

+ Knowledge of basic accounting procedures sufficient to prepare itemized statements, bills or invoices, and record amounts due for items purchased or services rendered.

+ Skill in math sufficient to: (i) calculate, verify, and compare totals on invoice statements and inventory logs; and (ii) maintain complete and accurate records and balance and resolve discrepancies from various data systems.

+ Data entry skills sufficient to read source documents and enter data into databases or tracking systems ensuring completeness and accuracy.

+ Customer service skills sufficient to: (i) effectively communicate, listen to, and elicit information with tact and diplomacy; (ii) schedule and confirm appointments via phone, in-person, email, and other written or electronic correspondence; and (iii) promptly respond to inquiries and expedite services.

+ Skill in the use of software (e.g., Microsoft Word and Excel) and database systems sufficient to create, edit, and manage documents and files.

Preferred Qualifications

+ Working knowledge of Microsoft Outlook, Word, Excel, Access, and Teams.

+ Knowledge of vehicle preventative maintenance parameters and exceptions.

+ Experience with Asset Works (M5) or similar Fleet Management Database Systems/Software.

+ Understanding of vehicle specifications, vehicle inspections, and recall notifications.

+ Ability to collect payments, count money, and complete transactions for customers.

+ Familiarity with State fiscal systems, such as SWIFT, SEMA4, SWIFT Data Warehouse, Document Direct, or other comparable systems.

+ Ability to multi-task and effective time management to meet deadlines.

Additional Requirements

Successful applicants must pass a criminal background check through American DataBank and employment reference checks (where applicable) prior to employment. A criminal history does not automatically disqualify an applicant, and each case will be reviewed individually in alignment with fair hiring practices.

Must possess a valid driver's license with acceptable motor vehicle record or have reliable transportation.

AN EQUAL OPPORTUNITY EMPLOYER

Minnesota State Colleges and Universities is an Equal Opportunity employer/educator committed to the principles of diversity. We prohibit discrimination against qualified individuals based on their race, sex, color, creed, religion, age, national origin, disability, protected veteran status, marital status, status with regard to public assistance, sexual orientation, gender identity, gender expression, or membership in a local commission as defined by law. As an affirmative action employer, we actively seek and encourage applications from women, minorities, persons with disabilities, and individuals with protected veteran status.

Reasonable accommodations will be made to all qualified applicants with disabilities. If you are an individual with a disability who needs assistance or cannot access the online job application system, please contact the job information line at 651-259-3637 or email [email protected] . Please indicate what assistance is needed.