Administrative Associate IV

Job Title

Administrative Associate IV

Agency

Texas A&M University

Department

Transportation Services

Proposed Minimum Salary

$16.50 hourly

Job Location

College Station, Texas

Job Type

Staff

Job Description

Our Commitment

Texas A&M University is committed to enriching the learning and working environment for all visitors, students, faculty, and staff by promoting a culture that embraces inclusion, diversity, equity, and accountability.  Diverse perspectives, talents, and identities are vital to accomplishing our mission and living our core values .

Who we are

Transportation Services is an empowered team of professionals dedicated to providing efficient, dynamic and innovative fleet, parking and transit services to the community. We support the teaching, research and public service mission of Texas A&M University, with focus on customer service and communication. For more information about us, visit our website: http://transport.tamu.edu

What we want

The Administrative Associate IV is responsible for providing advanced administrative support work for the Fleet Office to include annual vehicle registration, fuel and fuel card administration, coordinating accident reporting, updates database with customer information, coordination of fuel island maintenance and repair, and serves as a backup to the service writer. The selected candidate will subscribe to and support our commitment to Inclusion, Diversity, Equity and Accountability as stated above. If the description sounds interesting to you, we invite you to apply to be considered for this opportunity.

What you need to know

Special Note: A cover letter and resume are strongly recommended. You may upload them on the application under the CV/Resume section.

COVID-19 information:  Texas A&M University monitors local, state and federally mandated health guidelines to keep students, employees, prospective employees, and visitors as safe as possible. For the latest information regarding Texas A&M’s COVID-19 response, please visit the University’s COVID-19 website . For COVID-19 employment-related information, please visit the Division of Human Resources and Organizational Effectiveness’ COVID-19 website .

Required Education and Experience:

• High school graduation or any equivalent combination of education and experience

• Four years of experience in general office or clerical work

Required Licenses and Certifications:

• Valid driver’s license

• Must be able to obtain State of Texas class “C” vehicle operator’s license within 30 days of employment

Required Knowledge, Skills, and Abilities:

• Knowledge of word processing, spreadsheet, and database applications

• Ability to multi-task and work cooperatively with others

• Strong verbal and written communication skills

• Strong interpersonal and organizational skills

• Ability to work with sensitive information and maintain confidentiality

Responsibilities:

• Fuel Administration - Responsible for handling the Fuel Operation, including making fuel keys, updating fuel keys, tracking key problems, tracking bulk fuel transactions, downloading fuel daily, ordering fuel island supplies from the Parts Department, monitoring fuel inventory and ordering fuel. Projects daily fuel usages and orders extra fuel when needed. Ensures the invoice for fuel is correct and gets paid in a timely manner. Calculates fuel markup and updates fuel prices on pumps and fueling/maintenance software systems. Trains others on the fuel processes to include using fueling system, the fuel inventory monitor, updating keys, issuing new keys, and issuing temporary fuel cards. Responsible for downloading fuel report each morning ensuring that all fuel transactions from the fueling system transfer into the fleet management system. Reviews the download and investigates transactions that were not updated. Follows up and updates mileage when needed. Reconciles fuel daily by comparing fuel in tanks, fuel sold, and the fuel downloaded. Prepares the fuel inventory sheet every morning and researches discrepancies. Prepares a monthly reconciliation.  Updates information in fueling system to include adding all new vehicles, small moving vehicles, and bulk fuel keys.  Assists customers with canceiver or card issues.  Contacts vendor with card issues for resolution.  Issues cards for short term use.  Coordinates with Vehicle Maintenance to reprogram or replace canceivers as needed.  Deactivates vehicle in fueling system and cancels card when the vehicle is sold at surplus.  Reports lost/stolen cards and handles disputes concerning fraud. Downloads transactions monthly.  Reviews maintenance transactions to include creating work orders and posting transactions as a sublet in maintenance system.  Bills all non-maintenance transactions as direct issues in maintenance system.

• Administrative Duties - Assists customers with account information and billing questions. Researches issues and makes corrections.  Receives part orders and ensures the quantity and cost is accurately entered into fleet management system.  Arranges fleet services to include scheduled and walk-in car washes and details. Records and tracks requests. Assists customers on the phone or walk-ins with maintenance and fueling needs. Provides information on referral services. Assists with pickup and delivery of vehicles to customers and vendors, which will require driving a vehicle.  Responsible for records retention to include keeping up with new policy and advises others on policy changes, completing proper documentation for records disposal and forwards to the departmental records retention representative. Coordinates records disposal with the Records Management.  Responsible for coordinating supplies for the office and breakroom, coordinating the key inventory, ordering and issuing mileage logs to customers, and reporting equipment issues needing repair.  Provides customers with access to My Fleet system by adding new customers, updating profiles, assisting with issues and provide training as needed.  Serves as the Van Safety Training Administrator ensuring that van training is completed prior to customers driving large capacity vans. Sets up van training, sends email with log-in and password information and bills training.  Serves as back up to manager to include opening and closing the office and overseeing the student workers. Trains student workers on daily processes, customer service, answering phones, receiving parts and other office tasks. Assists manager in assigning tasks to students and reviewing their work.

• Fuel Island Maintenance  - Coordinates with vendor to maintain equipment at the fuel island to include scheduling repairs, monthly preventative maintenance, filter changes, annual precision testing, electronic leak detectors and ensures pressure in the line is correct.   Related to fuel spills, responsible for cleanliness of the island by ensuring spills are cleaned, supplies for cleanup are available, documents large spills and notifies Environmental Health and Safety.  Ensures daily inspections are done and paperwork is complete.

• Accident Reporting  - Serves as main contact for reporting accidents for the long-term rental fleet.  Coordinates and advises the department how to fill out the accident report correctly and submit pictures of vehicle damage.  Initiates the claim process with System Risk Management.  Works closely with Vehicle Maintenance, TAMU Insurance and System Risk Management to get the appropriate estimates for repairs.  Coordinates scheduling repairs with the department, Vehicle Maintenance, and the vendor.  Maintains records to include the accident report, police report, pictures, estimates and a checklist.  Maintain an accident database/spreadsheet to ensure each step in the process is completed and the vehicle gets repaired.  Responsible for billing departments for deductible when applicable.

• Annual Vehicle Registration - Responsible for reviewing each vehicle’s inspection to ensure it is completed in the allowable window and tracking all paperwork to and from Property Management.  Oversee the process once the registration stickers return from Property Management to include scanning registration, adding to fleet software system, contacting customer, installing the stickers on vehicles and documents each step in a spreadsheet.  Mail registrations to customers that have vehicles out-of-town and installs new registration stickers on returning vehicles.

• Vehicle Maintenance Operations - Assists Vehicle Maintenance when Service Writer is with a customer or unavailable by opening work orders and contacting customers and vendors as needed.  Responsible for opening work orders for state fuel card transactions (out-of-town sublets) and post sublets from receipt.  Also opens work orders for any maintenance done on fuel island.

• Non-Local Fleet Vehicles - Responsible for tracking fleet vehicles assigned to out-of-town offices to include updating contact information.  Receives and tracks monthly reports with fuel and maintenance receipts, reviews maintenance receipts for accuracy and tax exemption, assists customers locate maintenance/service sites, and mails annual registrations as needed.

• Departmental Objectives/Customer Service - Transportation Services is committed to providing courteous, responsive, quality service to our customers by fostering a respectful, positive, and welcoming environment for all. Employees are responsible for the following: representing the department to internal and external customers by actively supporting diversity; maintaining 100% “on time” compliance with all university required training for all employees; approving time worked and requesting appropriate leave in a timely manner; reading and responding to e-mail; reviewing/reading information listed on the department intranet; performing assigned tasks in a safe manner and utilizing personal protective items/equipment as appropriate or instructed by supervisor or department; reporting unsafe actions or conditions to supervisor immediately and supporting and following unit/department safety guidelines, practices and policies. Persons in this position will be required to drive state vehicle to travel to various parts of campus and are considered essential when the University declares an emergency, campus closure, class cancellations, etc. Perform other duties as assigned.

Instructions to Applicants: Applications received by Texas A&M University must either have all job application data entered or a resume attached. Failure to provide all job application data or a complete resume could result in an invalid submission and a rejected application. We encourage all applicants to upload a resume or use a LinkedIn profile to pre-populate the online application.

In accordance with the federal contractor vaccination mandate , specific facilities at The Texas A&M System may be considered a covered contractor workplace with covered contractor employees. Therefore, successful applicants for this position may be subject to the federal mandate to be fully vaccinated against COVID-19 as a condition of employment unless an approved medical or religious accommodation is in place.

All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution’s verification of credentials and/or other information required by the institution’s procedures, including the completion of the criminal history check.

Equal Opportunity/AffirmativeAction/Veterans/Disability Employer committed to diversity.