Equipment and Fleet Manager

Posting number: 202201340

Department: Sheriff's Office

Job classification: Equipment & Fleet Manager

Posting type: Open

Categories: Fleet Services, Automotive

Summary

Essential functions, as defined under the Americans with Disabilities Act, include the responsibilities, knowledge, skills, and other characteristics listed below. This list of responsibilities is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and tasks performed by positions in this class. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Other duties may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Summary

Under general direction, the Equipment & Fleet Manager plans, organizes, directs, and evaluates the Sheriff’s Office fleet-management program. The position is responsible for ensuring that vehicles and related equipment are safe, reliable, operationally ready, cost-effective, and appropriately managed throughout their lifecycle.

The Equipment & Fleet Manager leads assigned personnel; establishes service standards and performance expectations; manages preventive maintenance, repairs, acquisitions, upfitting, utilization, replacement, disposal, parts, fuel, vendors, contracts, budgets, and fleet records; and provides command staff with accurate information and recommendations concerning fleet readiness, costs, risks, and future requirements.

The position requires a working understanding of vehicle and equipment maintenance sufficient to evaluate work, make informed management decisions, communicate effectively with technical personnel, and ensure quality and safety. The position is primarily managerial and is not intended to function as the principal production mechanic.

Individuals in this position serve at the pleasure of the current elected official.

Examples of duties

Leadership and Personnel Management

• Plans, directs, and evaluates the daily and long-range operations of Fleet Services and accepts accountability for fleet readiness, service quality, safety, timeliness, cost control, and customer service.
• Supervises assigned mechanics and support personnel, including participation in selection and hiring; establishes clear expectations; assigns and prioritizes work; trains, coaches, mentors, evaluates, recognizes, and disciplines employees in accordance with County policy and applicable law.
• Develops employees through documented training, cross-training, performance improvement, professional development, and succession planning.
• Establishes schedules, approves leave and overtime, assigns emergency or on-call coverage, and recalls employees when necessary to support urgent public-safety operations.
• Promotes a professional, accountable, safe, and service-oriented work environment; addresses conflict, conduct, attendance, productivity, and performance concerns promptly and consistently.
• Communicates significant personnel, safety, operational, budgetary, and readiness concerns to the Division Commander with timely recommendations and proposed corrective actions.

Fleet Program Management

• Develops, implements, and continuously improves a comprehensive fleet-management program covering acquisition, specification, upfitting, assignment, utilization, preventive maintenance, repair, accident management, replacement, and disposal.
• Establishes and enforces preventive-maintenance schedules, inspection standards, service priorities, quality-control procedures, and repair documentation requirements.
• Prioritizes work based on employee safety, public-safety mission requirements, vehicle availability, operational risk, parts availability, cost, and reasonable alternatives.
• Monitors vehicle availability, downtime, open work orders, repeat repairs, aging assets, and fleet condition; initiates corrective action when performance or readiness falls below established standards.
• Evaluates repair-versus-replace decisions using safety, reliability, age, mileage, utilization, downtime, lifecycle cost, warranty status, and operational requirements.
• Develops annual and multiyear vehicle and equipment replacement plans and recommends fleet standardization, right-sizing, reassignment, or disposal when appropriate.
• Oversees the specification, acquisition, installation, inspection, and lifecycle support of emergency equipment, including warning systems, sirens, radios, cages, partitions, consoles, and other public-safety vehicle components.
• Coordinates accident and body-repair processes, vehicle transport, estimates, insurance or risk-management documentation, and return-to-service decisions.
• Ensures recalls, warranty work, manufacturer service campaigns, and vendor warranty recovery are identified, documented, and completed.

Budget, Procurement, Inventory, and Vendor Management

• Prepares, administers, and monitors Fleet Services operating and capital budgets; forecasts personnel, parts, tools, contracted services, replacement, and facility needs; explains variances and recommends corrective action.
• Develops vehicle, equipment, service, and parts specifications and works with County Purchasing and other departments through solicitation, evaluation, award, purchase, and contract administration.
• Evaluates vendor qualifications, pricing, service quality, turnaround time, warranty performance, and contract compliance; addresses deficiencies and recommends renewal, replacement, or corrective action.
• Maintains effective controls for parts, tires, fluids, tools, fuel, and other accountable resources, including authorization, receiving, issuance, reconciliation, inventory accuracy, and loss prevention.
• Uses cost-benefit, total-cost-of-ownership, and lifecycle analysis to support purchasing, repair, outsourcing, standardization, and replacement recommendations.
• Reviews invoices, estimates, purchase documentation, and completed work for accuracy, authorization, contract compliance, and receipt of goods or services.

Fleet Information, Records, and Performance Management

• Administers or oversees the fleet-management information system and ensures accurate, timely, and complete asset, work-order, labor, parts, cost, mileage, fuel, warranty, assignment, and disposal records.
• Develops and reports meaningful performance measures, trends, and management summaries to evaluate fleet readiness, preventive-maintenance compliance, downtime, workload, cost, service quality, vendor performance, and customer service.
• Uses data and documented analysis to identify root causes, forecast needs, allocate resources, improve processes, and support recommendations to command staff.
• Maintains required titles, registrations, insurance documentation, inspection records, equipment inventories, maintenance histories, accident files, and disposal records.
• Conducts or supports periodic audits of vehicles, records, inventory, fuel, purchasing, tools, and work orders; resolves discrepancies and strengthens internal controls.

Safety, Compliance, and Risk Management

• Ensures compliance with applicable County policy and local, state, and federal laws, regulations, environmental requirements, purchasing rules, safety standards, and records-retention requirements.
• Establishes and enforces shop safety, hazardous-material handling, personal protective equipment, lifting, vehicle movement, road-service, and equipment-operation procedures.
• Oversees lawful and environmentally responsible storage and disposal of used oil, fluids, batteries, tires, and other regulated waste.
• Investigates or reviews fleet-related safety incidents, preventable damage, repeat failures, and operational risks; documents findings and implements corrective action.
• Maintains continuity plans and vendor or mutual-support options needed to sustain emergency fleet operations during high demand, severe weather, disasters, or facility disruption.

Customer, Command, and Interdepartmental Support

• Establishes effective working relationships with command staff, operating divisions, County departments, employees, vendors, and the public.
• Communicates realistic repair priorities, expected completion times, delays, costs, risks, and available alternatives to affected customers and supervisors.
• Advises command staff regarding fleet condition, operational readiness, replacement priorities, emerging risks, staffing needs, facility requirements, and resource requirements.
• Coordinates with County Purchasing, Budget, Auditor, Risk Management, Information Technology, Facilities, and other stakeholders as required.
• Remains available through an established on-call process to address urgent fleet issues affecting public-safety operations.
• Performs other related duties as assigned.

QualificationsEducation and/or Experience

• High School Diploma or GED required.
• Seven years of progressively responsible experience in fleet operations, fleet maintenance administration, vehicle or equipment asset management, transportation operations, logistics, public works, dealership service management, or a closely related field.
• Requires at least three years of direct supervisory or managerial experience over technical or operational employees. Qualifying experience must include responsibility for assigning and prioritizing work, scheduling, coaching, performance evaluation, employee development, and corrective or disciplinary action.
• An associate’s or bachelor’s degree in business administration, public administration, fleet management, logistics, transportation, automotive technology, or a related field may substitute for up to two years of the general experience requirement. Education or technical experience may not substitute for the required supervisory or managerial experience.

Preferred Qualifications

• Government, municipal, county, public works, or public-safety fleet-management experience.
• Experience managing a diverse fleet that includes emergency vehicles and specialized vehicle upfitting.
• Experience preparing or administering operating and capital budgets, procurement actions, contracts, and multiyear replacement plans.
• Experience implementing or administering fleet-management information systems, telematics, fuel systems, dashboards, or performance-reporting programs.
• Certified Automotive Fleet Manager (CAFM), Certified Public Fleet Professional (CPFP), or comparable fleet-management credential, or the ability to obtain an approved credential within two years of appointment.
• Automotive, equipment, or service-management certifications that support technical credibility. Such certifications are desirable but do not substitute for required leadership and fleet-management experience.

Supplemental informationOther Qualifications, Certificates, Licenses, Registrations

• Valid Class C Texas driver’s license and an acceptable driving record.
• Ability to successfully complete and maintain all Sheriff’s Office background, integrity, security, and employment requirements.
• Ability to maintain required continuing education and remain current in public-fleet management, supervision, safety, procurement, technology, and applicable law.
• Ability to respond through an established on-call process to urgent fleet issues outside normal business hours.
• Ability to render accurate and credible testimony in court or administrative proceedings when required.