Fleet Services Manager

About the Department

Position Duties

• General Application Requirements : You must submit or show proof of all the following at the time of filing your application (unless otherwise indicated below), or your application will be disqualified. Disqualifications based on any of these General Application Requirements are not subject to a Civil Service appeal. Applicants must submit a complete application including education, work experience, a resume (if applicable), and completed supplemental questions. Applicants must be or become residents of the City of Pittsburgh prior to employment and must remain a resident throughout employment. Click here to view a map of City of Pittsburgh neighborhoods. A current, valid Class C Pennsylvania Driver's License is required prior to appointment and must be maintained throughout employment. Written requests for accommodation based on the Rehabilitation Act of 1973 and the Americans with Disabilities Act will be considered by the Department of Human Resources & Civil Service on an individual basis. NOTE : The City of Pittsburgh, as a matter of policy, conducts pre-employment and promotional background investigations on all candidates being considered for positions. The background investigation includes, but is not limited to, criminal background, driver's license, and City of Pittsburgh real estate tax payments. Candidates may be disqualified from consideration based on the results of their background investigation, as it relates to the job for which the applicant is being considered. NOT E: Candidates being considered for employment must submit official transcripts verifying post-secondary education (college/university, trade school, etc.) prior to hire. Qualifying Requirements : Your work experience and education/training will be evaluated to determine if you meet the qualifying eligibility requirements listed below for this position. You will receive notice of your eligibility status via email. WORK EXPERIENCE : The application must clearly show three ( 3 ) years full-time professional experience in business, finance, supply chain or a closely related field. (Less than full-time experience will be calculated on a pro-rated basis.) EDUCATION/TRAINING : The application must clearly show a Bachelor's Degree in Business, Finance, Supply Chain or a related field. (See NOTE under General Application Requirements regarding education/training verification) EQUIVALENCY : None permitted for this position. Therefore, no education/training and/or work experience may be substituted toward the qualifying requirements listed above.

General Application Requirements

• You must submit or show proof of all the following at the time of filing your application (unless otherwise indicated below), or your application will be disqualified. Disqualifications based on any of these General Application Requirements are not subject to a Civil Service appeal.
• Applicants must submit a complete application including education, work experience, a resume (if applicable), and completed supplemental questions.
• Applicants must be or become residents of the City of Pittsburgh prior to employment and must remain a resident throughout employment. Click here to view a map of City of Pittsburgh neighborhoods.
• Click here to view a map of City of Pittsburgh neighborhoods.
• A current, valid Class C Pennsylvania Driver's License is required prior to appointment and must be maintained throughout employment. Written requests for accommodation based on the Rehabilitation Act of 1973 and the Americans with Disabilities Act will be considered by the Department of Human Resources & Civil Service on an individual basis.
• NOTE : The City of Pittsburgh, as a matter of policy, conducts pre-employment and promotional background investigations on all candidates being considered for positions. The background investigation includes, but is not limited to, criminal background, driver's license, and City of Pittsburgh real estate tax payments. Candidates may be disqualified from consideration based on the results of their background investigation, as it relates to the job for which the applicant is being considered.
• NOT E: Candidates being considered for employment must submit official transcripts verifying post-secondary education (college/university, trade school, etc.) prior to hire.
• WORK EXPERIENCE : The application must clearly show three ( 3 ) years full-time professional experience in business, finance, supply chain or a closely related field. (Less than full-time experience will be calculated on a pro-rated basis.)
• EDUCATION/TRAINING : The application must clearly show a Bachelor's Degree in Business, Finance, Supply Chain or a related field. (See NOTE under General Application Requirements regarding education/training verification)
• EQUIVALENCY : None permitted for this position. Therefore, no education/training and/or work experience may be substituted toward the qualifying requirements listed above.

Minimum Qualifications

• If you meet the qualifying requirements listed above, you will receive a letter of admission (when applicable) for the following examination(s). You must pass the written and/or performance examination(s) to have your name placed on the official Civil Service eligibility list for this position. Candidates who receive job offers must pass a medical examination (when applicable) before the date of hire. Written : None required for this position. Performance : None required for this position. Medical : None required for this position.
• Written : None required for this position.
• Performance : None required for this position.
• Medical : None required for this position.

Other Qualifications

• Procurement of Vehicles Coordinates with all Department Directors to create and maintain a 5-year fleet acquisition plan. Submits annual budget requests for vehicles on the acquisition plan. Oversees the purchasing of vehicles on behalf of the Equipment Leasing Authority (ELA) according to the ELA procurement policy and coordinates any changes to the acquisition plan during the year with the ELA board. Works with OMB and departmental staff to plan and execute long-term strategies for fleet asset acquisition and disposition. Collaborates with vendors, departmental fleet liaisons, and other stakeholders to identify, plan, and implement opportunities for improvement. Provide quarterly reports to the ELA Board outlining current procurement activity, asset status, delivery timelines, downtime, and maintenance repair costs. Provide this information to leadership in the Mayor’s Office, Departments, Bureaus, or Divisions upon request. Responsible for Asset Management Track vehicle lifecycle and health fleetwide. Recommend decommissions and ensure total number of vehicles within the Fleet remains as close to the service provider contract agreement as possible. Ensure departments are prepared for different seasons of vehicle use (e.g., snow season for DPW). Policies & Analytics Establishes and maintains policies, procedures, and processes for fleet, equipment, and other fleet-related assets. Reviews reports and data for accuracy and completeness; identifies problems, recommends, and implements approved corrective action. Ensures strict compliance with all Federal and State laws, regulations, and policies (e.g., vehicle registration, emissions, storage tanks, and disposal). Contracts Oversees administration of the Fleet Management contract with the City’s external service provider. Oversees the management of the budget for the fleet management contract and city-wide fuel costs. Conducts ongoing analysis of vendor performance data, including quality assurance reviews of data from the fleet information system. Works with external service provider and other stakeholders to identify performance improvement plans (e.g., improve compliance with preventative maintenance standards). Performs analysis of target and non-target costs to ensure vendor compliance with contract; identifies opportunities for improvement (e.g., analyze collision repair vs. replacement costs). Services Plans, manages, and coordinates fleet management programs and initiatives, including but not limited to the automated fuel management system, EV infrastructure, CNG fueling, Form 50 tracking, take-home vehicles and motor pool maintenance and requests. When presented with any audit results, addresses the findings and conducts appropriate follow-up as necessary. Financial Health Performs a variety of financial and operational analyses for strategic projects and routine activities. Management of Fleet Personnel Supervises and trains employees, to include organizing, prioritizing, and scheduling work assignments. Performs activities and functions of related personnel and other related tasks and duties that are assigned or required. CLICK HERE to view the full job description including knowledge, skills, abilities, and working conditions for this position. Locate and click on the position title to view the complete job description.
• Procurement of Vehicles Coordinates with all Department Directors to create and maintain a 5-year fleet acquisition plan. Submits annual budget requests for vehicles on the acquisition plan. Oversees the purchasing of vehicles on behalf of the Equipment Leasing Authority (ELA) according to the ELA procurement policy and coordinates any changes to the acquisition plan during the year with the ELA board. Works with OMB and departmental staff to plan and execute long-term strategies for fleet asset acquisition and disposition. Collaborates with vendors, departmental fleet liaisons, and other stakeholders to identify, plan, and implement opportunities for improvement. Provide quarterly reports to the ELA Board outlining current procurement activity, asset status, delivery timelines, downtime, and maintenance repair costs. Provide this information to leadership in the Mayor’s Office, Departments, Bureaus, or Divisions upon request.
• Coordinates with all Department Directors to create and maintain a 5-year fleet acquisition plan.
• Submits annual budget requests for vehicles on the acquisition plan.
• Oversees the purchasing of vehicles on behalf of the Equipment Leasing Authority (ELA) according to the ELA procurement policy and coordinates any changes to the acquisition plan during the year with the ELA board.
• Works with OMB and departmental staff to plan and execute long-term strategies for fleet asset acquisition and disposition.
• Collaborates with vendors, departmental fleet liaisons, and other stakeholders to identify, plan, and implement opportunities for improvement.
• Provide quarterly reports to the ELA Board outlining current procurement activity, asset status, delivery timelines, downtime, and maintenance repair costs.
• Provide this information to leadership in the Mayor’s Office, Departments, Bureaus, or Divisions upon request.
• Responsible for Asset Management Track vehicle lifecycle and health fleetwide. Recommend decommissions and ensure total number of vehicles within the Fleet remains as close to the service provider contract agreement as possible. Ensure departments are prepared for different seasons of vehicle use (e.g., snow season for DPW). Policies & Analytics Establishes and maintains policies, procedures, and processes for fleet, equipment, and other fleet-related assets. Reviews reports and data for accuracy and completeness; identifies problems, recommends, and implements approved corrective action. Ensures strict compliance with all Federal and State laws, regulations, and policies (e.g., vehicle registration, emissions, storage tanks, and disposal). Contracts Oversees administration of the Fleet Management contract with the City’s external service provider. Oversees the management of the budget for the fleet management contract and city-wide fuel costs. Conducts ongoing analysis of vendor performance data, including quality assurance reviews of data from the fleet information system. Works with external service provider and other stakeholders to identify performance improvement plans (e.g., improve compliance with preventative maintenance standards). Performs analysis of target and non-target costs to ensure vendor compliance with contract; identifies opportunities for improvement (e.g., analyze collision repair vs. replacement costs).
• Track vehicle lifecycle and health fleetwide.
• Recommend decommissions and ensure total number of vehicles within the Fleet remains as close to the service provider contract agreement as possible.
• Ensure departments are prepared for different seasons of vehicle use (e.g., snow season for DPW).
• Policies & Analytics
• Establishes and maintains policies, procedures, and processes for fleet, equipment, and other fleet-related assets.
• Reviews reports and data for accuracy and completeness; identifies problems, recommends, and implements approved corrective action.
• Ensures strict compliance with all Federal and State laws, regulations, and policies (e.g., vehicle registration, emissions, storage tanks, and disposal).
• Contracts
• Oversees administration of the Fleet Management contract with the City’s external service provider.
• Oversees the management of the budget for the fleet management contract and city-wide fuel costs.
• Conducts ongoing analysis of vendor performance data, including quality assurance reviews of data from the fleet information system.
• Works with external service provider and other stakeholders to identify performance improvement plans (e.g., improve compliance with preventative maintenance standards).
• Performs analysis of target and non-target costs to ensure vendor compliance with contract; identifies opportunities for improvement (e.g., analyze collision repair vs. replacement costs).
• Services Plans, manages, and coordinates fleet management programs and initiatives, including but not limited to the automated fuel management system, EV infrastructure, CNG fueling, Form 50 tracking, take-home vehicles and motor pool maintenance and requests. When presented with any audit results, addresses the findings and conducts appropriate follow-up as necessary.
• Plans, manages, and coordinates fleet management programs and initiatives, including but not limited to the automated fuel management system, EV infrastructure, CNG fueling, Form 50 tracking, take-home vehicles and motor pool maintenance and requests.
• When presented with any audit results, addresses the findings and conducts appropriate follow-up as necessary.
• Financial Health Performs a variety of financial and operational analyses for strategic projects and routine activities.
• Performs a variety of financial and operational analyses for strategic projects and routine activities.
• Management of Fleet Personnel Supervises and trains employees, to include organizing, prioritizing, and scheduling work assignments.
• Supervises and trains employees, to include organizing, prioritizing, and scheduling work assignments.
• Performs activities and functions of related personnel and other related tasks and duties that are assigned or required.

Full-time City employees receive a comprehensive benefit package including

• Health, Dental and Vision Benefits Pension Voluntary Deferred Compensation Plan Tuition Reimbursement Paid Holidays Paid Vacation Personal Days (Benefits may be modified based on collective bargaining unit terms.)
• Health, Dental and Vision Benefits
• Pension
• Voluntary Deferred Compensation Plan
• Tuition Reimbursement
• Paid Holidays
• Paid Vacation
• Personal Days

Supplemental Questions