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Fleet Administrative Assistant

Date Posted:  Nov 19, 2020
Requisition ID:  151402

Greenfield, IN, US, 46104

Work for Indiana

Grow your career with the State of Indiana! With more than 50 executive branch agencies, the State of Indiana is a diverse workforce offering employees stimulating and challenging projects across a broad scope of career opportunities. As a State of Indiana employee, you impact the well-being of Indiana’s communities every day.


About Indiana Department of Transportation:
The Indiana Department of Transportation (INDOT) provides a dynamic workplace that serves Indiana citizens, improves our state’s quality of life, and enhances its economic opportunity. INDOT has a number of innovative programs and projects, including Public-Private Partnerships, Green Initiatives, and cutting-edge uses of materials and assets. As part of the State of Indiana, INDOT offers a competitive total compensation package, as well as outstanding work/life balance. Whether you are an established professional in the transportation field or just starting your career, INDOT has exciting and challenging opportunities for you.


This position is typically filled at a salary of $25,766.00 annually. Internal employees are subject to the promotion and demotion policies.

About the Job

This position serves as the Administrative Assistant to the Fleet Manager responsible for monitoring, implementing and achieving the goals outlined by the Fleet Manager. Coordinates initiatives with each department, providing clarification and reports progress to the Fleet Manager and ensures each section is maintained and operating in an orderly and efficient manner.

A Day in the Life
  • Responsible for ensuring correct assignment of fleet/vehicles is maintained in the M5 Fleet Management system including parking and maintenance locations and operator assignment;
  • Oversees the Districts fuel management reporting and ensures that all fuel errors are corrected in a timely manner. Where continued problems exist, reporting of findings to upper management;
  • Manages the Districts fleet of pool vehicles from check-in/check-out, ensuring PM schedules are maintained, updated mileage of this fleet is corrected/updated in M5, and making sure utilization is maintained/balanced on vehicles that remain in this pool;
  • Collect mileage every two weeks on all plated assets and ensure updated meters are entering into M5 to drive an accurate preventative maintenance schedule;
  • Own/Coordinate special projects and non-routine administrative tasks (like District-wide telematics installation) to ensure efficient delivery of on-time/on-budget work and services;
  • Prepare monthly propane utilization report and follow up to discover factors that affect underutilization of this fuel. Take steps to correct these issues independently or with management guidance;
  • Collect, prepare and submit monthly mileage logs for utilization of all passenger and utility vehicles for required reporting for Indiana Department of Administration (IDOA);
  • Possess extensive working knowledge of the M5 system in order to report from and assist with reports, troubleshooting, and assisting with data integrity across parts, work orders, and fuel;
  • Serve as the primary contact for non-M5 users to enter Work Request Incidents when equipment needs to be inspected, serviced or repaired. This includes ensuring that this request for work is being directed to the correct maintenance locations and, if necessary, helping balance the workload between shops should disproportionate work exist at that time;
  • Assists with preparing paperwork, reports, specification writing and delivery for the procurement of new equipment and vehicles;
  • Monitors purchase orders, invoices, and requisitions related to the Fleet department;
  • Administer and manage Fleet Manager’s schedule and activities; maintain calendars and schedules for various fleet areas and prepare materials for meetings;
  • Integrate the activities to accomplish fleets goals and objectives;
  • Researches and prepares data for District Deputy Commissioner, Logistics Director, Fleet Manager and others on regular intervals and as requested
  • Manages initiatives regarding accomplishment of organizational goals and performance metrics and projects as directed by the Fleet Manager
  • Manages and coordinates activities of administrative staff to facilitate staff effectiveness with
  • records and other administrative duties related to fleet, including assigning priorities and
  • completion dates;
  • Manage and direct customer needs both internal and external; provide assistance to the manager to respond to the customer with a pro-active approach;
  • Performs variety of related clerical tasks(e.g.; open /sort mail, compose/edit correspondence relative to assigned work, maintain files, answer telephone inquiries, order supplies, track performance management documentation and training of Fleet staff for completeness and timeliness);
  • Perform other related duties as assigned.
What We're Looking For
  • High School graduate or equivalent required.
  • Associates degree in business or related field or 2 years of experience of administrative experience preferred;
  • Excellent interpersonal skills and the ability to influence others to ensure timely, effective action;
  • Exceptional organization and time management skills required to manage projects and ensure routine reporting and duties are maintained along with the addition of special projects which may require urgent attention or action;
What You'll Need For Success
  • Ability to maintain confidentiality;
  • Good decision making skills to act independently when appropriate to enable an efficient workflow;
  • Ability to gather, collate, and classify information about data, people or things; define problems, collect data, establish facts and draw valid conclusions; write letters, papers and reports, handle sensitive telephone and face to face inquiries and contacts with general public;
  • Considerable knowledge of computer skills with Microsoft Office Software required;
  • Understanding of M5 Fleet Management system preferred. Will need to have the ability to become proficient in its use for related fleet management reporting, training, troubleshooting, etc.;
  • Good oral and written communication skills required;
  • Working knowledge of PeopleSoft software preferred with the ability to become proficient in monitoring purchases and creating requisitions through receiving.


Benefits of Employment with the State of Indiana:

The State of Indiana offers a comprehensive benefit package for full-time employees which includes:

  • Three (3) medical plan options (including RX coverage) and vision/dental coverages
  • Wellness program (offers premiums discount for the medical plan)
  • Health savings account (includes bi-weekly state contribution)
  • Deferred compensation account (similar to 401k plan) with employer match
  • Two (2) fully-funded pension plan options
  • Group life insurance
  • Employee assistance program that allows for covered behavioral health visits
  • Paid vacation, personal and sick time off
  • Competitive leave policies covering a variety of employee needs
  • 12 company paid holidays, 14 on election years
  • Qualified employer for the Public Service Loan Forgiveness Program
  • New Parent Leave
  • Free Parking
  • Free LinkedIn Learning

If this is an Intermittent position, the position does not offer benefits and is limited to 180 working days in an eleven (11) month continuous period.


Equal Employment Opportunity:

The State of Indiana is an Equal Opportunity Employer

Current Employee? Click here to apply.

Nearest Major Market: Indianapolis