Fleet Manager (Alaska Railroad)

Full Job Description

PURPOSE OF POSITION:

Serves as ARRC’s vehicle and equipment Fleet Manager.

Manages meetings for the Vehicle and Equipment Oversight Committee; provides maintenance and warranty information, activity reports; analyzes data to support purchase and replacement recommendations; manages vehicle and equipment service assignment and 20-year investment plan.

Provides oversight to vehicle and equipment purchases, collaborates with user departments to ensure specifications for purchase are completed, and processes documentation to activate units, reassign them, or remove them from service as planned.

Responsible for ensuring acquisitions, renting, leasing, maintenance and disposition of ARRC’s vehicles and equipment are accomplished as needed.

Duties and Responsibilities:

Administers vehicle fleet program (currently Holman) to ensure timely and correct vehicle data (e.g., assigned drivers, user departments, supervisors, GVWs, capacity, etc.) is available for management reporting. Administers vehicle fleet card program which includes vendor relations, ordering new and replacement cards, card retirements, and the monitoring of fuel expense exceptions, preventive maintenance timeliness and effective demand maintenance. Is responsible for development, monitoring, and distribution of monthly vehicle fleet reports, including exception reports. Prepares vehicle fleet analysis, focusing on the fleet management disciplines of asset management, business management and fleet information management, to ensure effective and efficient administration of the ARRC’s vehicle program.

Analyzes data and collaborates with user departments to develop recommendations to the Vehicle and Equipment Oversight Committee. Monitors best practice operating standards and safety standards, and informs the Maintenance Department and VEOC of required changes (e.g., emission standards, fuel taxes, commercial driver’s licenses (CDLs), FRA inspections, etc.). Ensures fleet management best practices, operating standards and safety standards are documented and implemented as appropriate for the ARRC fleet (e.g., incident reporting, idling policy, etc.). Uses fleet management disciplines in asset management, fleet information systems and financial management with focus on performance monitoring and lifecycle cost analysis to make recommendations and/or coordinate with the VEOC and end-user departments to develop annual, near term, or long-range replacement plans that support expense and capital budgets.

Administers the Internal Service Fund equipment database. Coordinates with the Heavy Equipment Department to support fleet asset management, business management, and information management needs, to develop or accomplish performance monitoring, supports lifecycle cost analysis, and data analysis as required to support effective and efficient administration of the ARRC heavy equipment fleet. Maintain and distribute the weekly lease/rental status report.

Responsible for timely processing and appropriate charge coding of leased, rented, and owned fleet service status related documents. Examples: vehicle and equipment retirement forms, DMV registrations, capitalization forms, requisitions, contracts, fuel tax reports, vendor invoices, etc...

Contributes to team effort by accomplishing related duties as needed.

This is an on-call position which will require the capability to support 24/7 response.

May be required to drive ARRC vehicles.

May be required to participate in Incident Command exercises and activities.

FACTOR 1: Technical and Operational Knowledge

Must have a working knowledge of fleet management disciplines, specifically asset management, and financial and information management.

Must have extensive fleet management experience negotiating leases and contracts, and performing budget analysis, lifecycle cost analysis and performance monitoring.

Working knowledge of word processing, spreadsheets, and presentation programs. Experience with Microsoft Word preferred and with Excel required.

FACTOR 2: Analytical Skills and Impact

Performs financial analysis and develops purchasing and retirement schedules for ARRC’s vehicle and equipment fleets. Analyzes methods used and makes recommendations to ensure effective and efficient allocation of ARRC’s resources.

Analyzes and interprets data for forecasts, prepares budgets, and develops long-term replacement and investment plans. Analyzes fleet records, trends, and costs in order to forecast future expenses. Exercises judgment over a variety of broadly defined duties.

Assumes a leadership role, with the ability to use statistical analysis and key performance indicators, to collaborate with technical specialist to evaluate condition, determine servicing needs and overall feasibility of repair versus replacement.

Monitors vehicle usage and maintenance to ensure vehicles meet operating and safety standards. Manages a fleet of approximately 100 vehicles.

Provides analytic and oversight assistance to the owned, leased, and rented heavy equipment fleet (rubber tired and on-track units) of approximately 200 units.

Monitors expenses in accordance with budget and ensures project costs are properly recorded. Plans and prioritizes fleet activities. Communicates with other departments, government agencies, vendors, etc.

Completed work is reviewed from the standpoint of overall effectiveness, timeliness and conformance with instructions and policies, through feedback from the VEOC, ARRC employees, customers, and outside agencies. Incumbent must be detail oriented, self-motivated, and able to meet tight deadlines.

FACTOR 3: Supervision and Control

This position does not have supervisory responsibility within ARRC. However, it is expected to assume a leadership role regarding overall vehicle and equipment asset management.

Incumbent plans work, sets priorities, and completes work assignments on a wide variety of requests.

Makes recommendations on annual operating budgets of $6-10 million and a multi-year asset investment plan in excess of $60 million.

FACTOR 4: Communication

Contacts, in addition to those within the ARRC, are with outside vendors.

Contacts are for the purpose of determining or fulfilling vehicle and equipment needs, and providing results of analysis and recommendations.

May participate in, or be required to, negotiate equipment and vehicle leases, contracts and service agreements with vendors. Excellent interpersonal skills contributing to teamwork are essential.

FACTOR 5: Working Conditions

Work is performed in a standard office or indoor environment. Travel to ARRC’s Maintenance Shops, locations on the railbelt, or vendor locations may be required in the performance of duties. Essential functions are regularly performed without exposure to adverse environmental conditions.

Requirements

Education Requirements

Bachelor’s degree in Business Administration, Finance, or related field is required. Relevant exempt level work experience may substitute for the required education on a year-for-year basis.

Work Experience

Four years of professional experience in asset management, project management, project scheduling, or related field is required.

Two years of professional fleet management experience or Professional Fleet Certification is preferred. Knowledge of ARRC corporate structure and financial system preferred.

Thorough knowledge of software programs such as Excel is required. Familiarity and experience using Microsoft Projects, Microsoft Access, or project tracking software, is preferred.

Experience with financial management, budget and/or cost control methods is required to ensure investment plans and funded projects are completed within approved budgetary amounts and to the satisfaction of ARRC management.

Familiarity with contract solicitation and contract award processes is beneficial.

Qualifications

Please include any REQUIRED AND DESIRED QUALIFICATIONS in your APPLICANT PROFILE and/or RESUME. If using work experience not already documented in your application, also provide the employer name, your job title, dates of employment and whether full- or part-time. Your application will be closely reviewed to determine if the responses are supported and minimum qualifications are clearly met. If they are not, the applicant will not advance to the interview and selection phase of the recruitment.


IF you are selected for an interview, then you MUST be able to submit a copy of a current driving record that reflects the past three (3) years of driving history.

The State of Alaska DMV Driving Records are available online: https://online.dmv.alaska.gov/onlinedrivingrecords

Additional Information

WORKPLACE ALASKA APPLICATION QUESTIONS & ASSISTANCE
Questions regarding application submission or system operation errors should be directed to the Workplace Alaska hotline at 1-800-587-0430 (toll free) or (907) 465-4095 if you are located in the Juneau area. Requests for information may also be emailed to recruitment.services@alaska.gov.

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