VEHICLE COORDINATOR

Job Responsibilities

This position is accountable for compiling and maintaining detailed information pertaining to the use, operating cost, and condition of the department’s vehicle fleet.  This position assists in developing and implementing departmental procedures for vehicle acquisition, use, repair and maintenance, and vehicle disposal.  

Vehicles:                     4,590
Vehicle value:             $300 million
Equipment sold:          50-100 annually
Sale income:               $50,000 to $150,000 annually
Special reports:           30-40 annually

This position reports to the Fleet Administration Unit Chief.    There are no subordinates reporting to this position. 

This position works in an environment that implements departmental vehicle activities that are consistent with policies and procedures developed by the Illinois Department of Transportation (IDOT) and Central Management Services Division of Vehicles (CMS/DOV).  This position is unique in that it keeps abreast of fleet related programs and their reporting requirements, as well as maintaining a working knowledge of the department’s organizational structure and functions.   In many instances, this position advises and coordinates the activities of various IDOT employee assigned vehicle control duties.  

Typical problems include maintaining detailed records stating the utilization and operating cost for each IDOT vehicle, assessing the minimum value of vehicles to be sold to local units of government and the general public, and coordinating statewide vehicle maintenance activities and all federally funded programs related to these vehicles.  The incumbent’s greatest challenges include the ability to analyze, synthesize, and evaluate a variety of data for use in program development and analysis. 

Job Responsibilities Continued

The incumbent personally administers the department’s vehicle asset management program (AMP) to capture and process management information related to vehicle assignment, utilization, and operating costs.  The incumbent programs the system to produce monthly and annual reports representing vehicle fleet allocation and utilization as required by various IDOT offices and CMS/DOV.  S/He formulates and updates the system procedures, as well as trains and advises district and central bureau personnel on methods of data entry and vehicle reporting.  The incumbent coordinates vehicle disposal which involves assessment of the vehicle condition, delivery to CMS Property Control or details of on-site sale with CMS and district personnel, maintenance of lists of vehicles offered for sale, and assistance with conducting the actual sale.  The incumbent processes vehicle transfers; administers the vehicle retention program; and provides the fuel credit card, license, and title services for district and central bureau vehicles.  The incumbent acts as IDOT’s liaison with CMS/DOV and the Secretary of State’s office to procure various vehicle services and ensure the timely payment of vehicle repair bills as well as interprets, communicates, and ensures compliance with the vehicle use and reporting requirements established by those agencies.   The incumbent researches and justifies vehicle replacements and prepares documents required by CMS to support new vehicle purchases. S/He maintains various legislatively mandated reports relating to IDOT’s vehicle fleet. The incumbent reviews operating records and reports to assess the quality and adequacy of preventative maintenance being performed on IDOT vehicles and equipment. 

The incumbent exercises general latitude in accomplishing accountabilities.  S/He acts independently to solve problems and coordinate the various aspects of the vehicle programs.  Matters of a unique or sensitive nature are referred to the Fleet Administration Unit Chief for final resolution.  The incumbent’s activities are governed by the provisions of established IDOT, CMS, and Secretary of State administrative rules and policies and procedures concerning vehicle use, operation, and accountability. 

The incumbent’s internal contacts are with the district and central bureau administrative personnel. External significant contacts are with CMS/DOV, CMS Property Control Division, and the Secretary of State’s office.  Frequent statewide travel with occasional overnight stays is required.   

The effectiveness of this position is measured by the effective allocation and utilization of vehicles, the accuracy and timeliness of reports and records relating to vehicle operation cost and utilization, and the efficient and equitable sale of vehicles to local units of government and the general public. 

Principal Accountabilities

1.    Administers the department’s AMP system providing timely and accurate management reports and ensuring proper utilization of the IDOT vehicle fleet.
2.    Ensures compliance with all AMP required procedures by assisting with training and advising district and central bureau personnel on the performance of duties related to the data input and preparation of vehicle cost and utilization reports.
3.    Coordinates and administers the department’s portion of the vehicle disposal process to sell used vehicles to local units of government and the general public.
4.    Formulates and implements changes in IDOT vehicle use and maintenance procedures and acts as the IDOT liaison with CMS/DOV and the Secretary of State’s office to interpret and implement vehicle policy changes by those agencies.
5.    Administers the IDOT vehicle retention program to annually retain and reallocate vehicles.
6.    Processes district and central bureau requests for vehicle credit card replacements, title changes and transfers, license plate acquisitions, and other vehicle support services.
7.    Performs research to justify vehicle replacements and prepares documentation required by CMS/DOV to support new vehicle purchases.
8.    Maintains various legislatively mandated reports relating to IDOT’s vehicle fleet.
9.    Performs duties in compliance with departmental safety rules.  Performs all duties in a manner conducive to the fair and equitable treatment of all employees.
10.    Performs other duties as assigned.

Qualifications

Position Requirements

•    Education/Experience

• Completion of a bachelor's degree majoring in business, public administration, information systems or technology plus two years of experience in a business management or vehicle operations supporting role, vehicle or fleet operations management, equipment maintenance management, or a combination thereof; OR
• Eight years of experience in a business management or vehicle operations supporting role, vehicle or fleet operations management, equipment maintenance management, or a combination thereof related experience.

•    Valid driver’s license
•    Frequent statewide travel with occasional overnight stays
•    Successful completion of background check screening

Position Desirables

•    Experience in establishing program or service procedures, policies, or guidelines and to relate these to objectives
•    Strong organizational, evaluative, and communication skills
•    Experience in interpreting laws, rules, and regulations in the workplace
•    Experience in the use of web-based systems technology to review and organize preventative service/maintenance documentation, receipts, and billing statements
•    Ability to establish effective working relationships with coworkers, local officials, members of industry, and the general public
•    Working knowledge of Microsoft Office Suite