Career Opportunity

Fleet Business Manager, Fleet Division, Office of City Administrator (0923)

Recruitment: RTF0126688-01117515

Published: October 03, 2022

Apply using SmartRecruiters, the City and County of San Francisco's application portal.

About:

In addition to submitting your online application, you must submit responses to this Supplemental Questionnaire.

The Fleet Management Division / Central Shops is authorized by the Mayor and the City’s Administrative Code to implement fleet management programs. The division provides fleet services to over 70 departments with a combined fleet total of approximately 7,000 units. The division’s clients include the Police, Fire, Public Works, Recreation and Parks, and many others. The fleet’s vehicle and equipment list range from passenger vehicles to highly specialized equipment like fire engines.  In addition to overseeing the administrative and business functions, the Fleet Business Manager will play a key role in the division’s other key initiatives such as periodic performance reporting, departmental service level agreements, vehicle leasing and pool programs, legislative mandates, and more.

Role description

Essential Functions:

1.       Budget, Finance, and Accounting Administration - In coordination with the Office of the City Administrator, this position is responsible for the division’s overall financial, accounting, and administrative activities including, but not limited to: preparing and administering budgets, conducting financial forecasts and fund projections, managing work order billing processes and resolving work order budget issues, overseeing accounts payable/receivable, administering contracts and purchase orders, establishing cost containment measures. Interact with the Mayor’s Budget Office, Controller’s Office, and Budget Analyst’s Office on budgetary matters.

2.       Administrative and Business Functions - Manage, supervise, and direct subordinate personnel to provide administrative support to stakeholders. Tasks include telephone/customer counter duties, payroll timekeeping, vehicle registrations, fuel keys, auto liability claims and other business related matters. Oversee and direct the parts storeroom operations through subordinate supervisor and personnel.

3.       Business/Strategic Planning and Process Improvement - Participate in business/strategic planning and process improvement efforts. Update, write, implement and report on business/strategic plans, policies/procedures, performance objectives, work and efficiency plans to senior management and policy makers. Develop, facilitate, and implement cross-functional and interdepartmental improvement efforts.

4.       Performance Management and Benchmarking - Research, analyze and document comparisons between the City’s municipal fleet and other public and private fleets relative to fleet costs, utilization, composition, staffing, downtime, alternative fuel and other performance indicators. Analyze and interpret benchmarks and key performance indicators to develop metrics and best practices to guide the strategic planning and decision making process.  Assist management and stakeholders as required to conduct performance audits, assessments, and reviews.

5.       Program Evaluation and Management - Conduct analyses, prepare statistical, cost/benefit and performance reports and make recommendations on a broad range of fleet related programs to include service level agreements/contracts, replacement planning models, charge-back rates, vehicle leasing and motor pool, procurement, lease financing, fueling, maintenance and repair, commercial works, towing/roadside assistance, parts storeroom, surplus property and special projects.

6.       Policy Analysis and Evaluation - Research, analyze, develop, and evaluate complex and diverse fleet management policies and related matters facing the departments and the City.  Identify and determine the fiscal, social and environmental impacts of these policies. Report on findings and make recommendations. Monitor progress and evaluate policy/program effectiveness. Work closely with the Mayor’s Office, Office of the City Administrator and others on various programs.

7.       Systems Management - Work with consultants, programmers, and project managers to maintain a citywide fleet management information system.  Perform in the capacity of an in-house systems administrator and liaison to provide support, guidance, and training for fleet personnel and City departments. Write and produce scheduled and ad-hoc reports on the fleet using system and third-party reporting tools. Assist in the administration of contracts and management of contractors, consultants, and other IT professionals.

8.       Communication and Outreach - Plan, organize, develop, and produce briefings, reports, presentations, handbooks, educational and outreach materials for City departments, community-based organizations and the general public. Develop content for and maintain updates of the departmental internet and intranet websites. Represent and/or assist the Director of Fleet Management at meetings and workshops, and make or assist in presentations to elected officials such as the Mayor’s Office and the Board of Supervisors and performs related duties as required.

How to qualify

Bachelor's Degree from an accredited college or university AND 

Three (3) years of full-time verifiable experience performing professional-level work in public and/or private sector fleet management, policy analysis, finance and budgeting, project management, or public administration AND 

Possession and maintenance of a valid California Class C driver's license

Desirable Qualifications:

• One (1) year of professional fleet management experience or related certification
• Supervisory experience of more than four (4) direct reports
• Excellent oral and written communication skills
• Strong analytical skills and relevant analytical experience
• Experience with MS Office programs, Access, SQL databases, business intelligence tools
• Experience with a financial system, such as PeopleSoft financial system

What else should I know?

In addition to submitting your online application, you must submit responses to this Supplemental Questionnaire.

Compensation: $131,248 and $167,492 annually

• Information About The Hiring Process
• Conviction History
• Employee Benefits Overview  
• Equal Employment Opportunity 
• Disaster Service Worker
• ADA Accommodation
• Veterans Preference
• Right to Work
• Copies of Application Documents
• Diversity Statement

• Applicants are encouraged to apply immediately as this recruitment may close at any time, but not before Friday, October 14, 2022. 
• Late or incomplete submissions will not be considered. Mailed, hand delivered or faxed documents/applications will not be accepted. 
• For questions or inquiries, please contact: Connie Poon, Senior Human Resources Analyst at Connie.Poon@sfgov.org
• Your application MUST include a cover letter and resume.  To upload these item(s), please attach using the "additional attachments" function.
• In addition to submitting your online application, you must submit responses to this Supplemental Questionnaire.

Verification: Applicants may be required to submit verification of qualifying education and experience at any point in the application and/or departmental selection process. Written verification (proof) of qualifying experience must verify that the applicant meets the minimum qualifications stated on the announcement. Written verification must be submitted on employer’s official letterhead, specifying name of employee, dates of employment, types of employment (part-time/full-time), job title(s), description of duties performed, and the verification must be signed by the employer. City employees will receive credit for the duties of the class to which they are appointed. Credit for experience obtained outside of the employee’s class will be allowed only if recorded in accordance with the provisions of the Civil Service Commission Rules. Experience claimed in self-employment must be supported by documents verifying income, earnings, business license and experience comparable to the minimum qualifications of the position. Copies of income tax papers or other documents listing occupations and total earnings must be submitted. If education verification is required, information on how to verify education requirements, including verifying foreign education credits or degree equivalency, can be found at http://sfdhr.org/index.aspx?page=456.

Note: Falsifying one’s education, training, or work experience or attempted deception on the application may result in disqualification for this and future job opportunities with the City and County of San Francisco. 
Applications will be screened for relevant qualifying experience. Additional screening mechanisms may be implemented in order to determine candidates’ qualifications. Only those applicants who most closely meet the needs of the Agency will be invited to participate in the selection process. Applicants meeting the minimum qualifications are not guaranteed advancement to the interview. Qualified applicants with disabilities requiring reasonable accommodation in the selection process must contact the Agency by phone at (415) 554-6065 or, if hearing impaired at (415) 554-6015 (TTY).

CONDITION OF EMPLOYMENT:  All City and County of San Francisco employees are required to be fully vaccinated against COVID-19 as a condition of employment. Someone is fully vaccinated when 14 days have passed since they received the final dose of a two-shot vaccine or a dose of a one-shot vaccine. Any new hire must present proof of full vaccination status to be appointed. Any new hire who will be routinely assigned or occasionally enter High-Risk Settings, must provide proof of having received a COVID-19 booster vaccine by March 1, 2022, or once eligible.

The City and County of San Francisco encourages women, minorities and persons with disabilities to apply. Applicants will be considered regardless of their sex, race, age, religion, color, national origin, ancestry, physical disability, mental disability, medical condition (associated with cancer, a history of cancer, or genetic characteristics), HIV/AIDS status, genetic information, marital status, sexual orientation, gender, gender identity, gender expression, military and veteran status, or other protected category under the law.