Program Specialist 2

Full Job Description

Schedule: Monday-Friday, 7:30AM - 4PM. During trial service (probationary) you will be reporting to the office located on Fones Rd in Olympia, WA.

Who we are:

The Department of Enterprise Services (DES)provides centralized business services to state government agencies; to other public entities such as cities, counties and tribes; and to Washington residents.

DES’ mission is to strengthen the business of government for a sustainable and just future. Learn more about DES.

About the division
The Business Resources Division (BRD)within the Department of Enterprise Services (DES) provides a number of services to state agencies, local governments, and non-profit organizations. Services provided by the division include Print and Mail Services, Fleet Operations, and Surplus Operations. DES provides centralized leadership in efficiently and cost-effectively managing resources necessary to support the delivery of state government services. The mission of DES is to implement a world-class, customer-focused organization that provides valued products and services to government and state residents.

What you will be doing:

You will support the mission of the Fleet Operations’ team by serving as the primary point of contact when customers contact fleet for assistance.

You will directly coordinate with customers to schedule and provide training, ensures fleet databases are accurate and up to date, and coordinates with vendors and coworkers to ensure vehicle paperwork is processed appropriately.

Fleet Operations provides safe, reliable, and efficient vehicles to agencies, boards, commissions, and institutions to carry out state business. This position provides program-level support of strategic plans to improve vehicle fleet efficiency and accelerate electric vehicle adoption.

Some of the responsibilities include acting as a program liaison to provide consultation to program participants and outside customer agencies regarding functions of the program.

The information that you will be expected to provide will include technical assistance for fleet operations policies, procedures, and activities.

You will also be the direct liaison between the Customer Account Representatives and Fleet Operations transportation team to ensure efficient vehicle movement.

In addition, this position supports program initiatives that provide agency customers with safe, reliable, and low total cost-of-ownership vehicle options to meet their business obligations.

For the full job description, email the recruiter: Rachel Vaughan jobs@des.wa.gov.

Requirements

Some of what you will enjoy doing

Utilizing program knowledge to maintain Fleet Management Systems, databases, and assist vendor and customer agencies with system issues

• Input new vehicle information into Assetworks
• Update Assetworks with information received from finance office, to include vehicle disposal proceeds and purchase costs
• Enter new vehicle manufacturers, models, equipment types, color, cities, and counties into Assetworks.
• Update/Add vehicle operators and locations in Assetworks
• Assist vendors and customer agencies in opening and updating their information for our Fleet System including but not limited to Automated Billing System (ABS) and Electronic Voucher (EVF) systems
• Direct customers on process to establish statewide vendor numbers (SWV)

Program liaison between all fleet department and customer account representatives

• Primary point of contact overseeing MPmail shared program email box
• Via shared email box and phone line, independently advise customers regarding program content, policies, procedures, and activities or recommend alternative courses of action
• Train customers on program policies and procedures
• Contact customers regarding vehicle complaints and citations, log and track in database
• Primary point of contact for incoming inquiries relating to fleet and statewide policies and initiatives to included but not limited to, Washington State Transportation Policy and EO 21-04

Primary liaison between the CARS team and the Transportation office to ensure efficient vehicle movement and compliance in all vehicle paperwork; process and preparation of new vehicle paperwork

• Receive and prepare new vehicle paperwork for payment to vendors, licensing application, and input into Assetworks
• Work directly with the vehicle vendors and customer account representatives to ensure all information is received and correct
• Update appropriate vehicle ordering systems (FOMS) with new vehicle information
• Prepare vehicle plate packets and order necessary documents through MyPrint
• File vehicle registrations, titles, and new vehicle inspection forms
• Collaborates with the transportation office team to schedule delivery/pickup of new/old vehicles

Qualifications

Required Qualifications

• Any combination of education and/or professional work experience in Fleet Management, Fleet Administration, or related field totaling five (5) years.
  AND

• Demonstrated experience with Microsoft Office Outlook, Excel, Word and PowerPoint

Required Competencies:

Accountability: Accept personal responsibility for the quality and timeliness of work

Adaptability & Flexibility: Able to successfully adapt approaches, goals, and methods to changing business needs, conditions, and work responsibilities to achieve successful results in dynamic situations

Customer focus: Understands customer needs and expectations and actively engages in meeting them

Ethics and Integrity: Maintains confidentiality, keeps promises, and advocates for ethical behavior

Fiscal Accountability: Handles public funds and resources responsibly and accurately by following fiscal guidelines, regulations, and standards

Results-Oriented: Drives impactful results by fostering a culture of continuous improvement and making data-informed decisions

Safety: Maintains a safe and efficient work environment by adhering to agency safety policies and standards, organizing workspaces to reduce risks, and using personal protective equipment as needed

Models and Champions our Culture and Values: Leads by example, earning trust and respect through honesty, authenticity, transparency, and professionalism

Communicates Effectively: Communicates clearly and effectively in speaking and writing

AND
Diversity Equity and inclusion (DEI)

Incumbents to this position must possess and demonstrate the following Competencies:

• Able to learn and understand the language and concepts of our DES DEI culture and commit to being a part of creating and maintaining a diverse, equitable, respectful and inclusive workplace.
• Demonstrate a commitment to growth, learning, and self-awareness when provided training and opportunities to participate in improving our work environment.
• Participate and behave in a manner that creates trust and builds working relationships, promoting teamwork and collaboration in the work environment.
• Demonstrates the understanding that all people are valued; contributes to an equitable, inclusive and respectful environment when working with members of the group, team, organization or community.
• Committed to being an active participant in continually evaluating and improving strategies that promote equity and inclusion in our organization.

PREFERRED:

• Demonstrated ability to build rapport and partner with others.
• Demonstrated organizational and time management skills
• Demonstrated ability to apply negotiation and conflict resolution

Additional Information

Please provide the following documents in order to be considered; failure to do so may result in you not being considered for the position:

• A letter of interest, describing how you meet the qualifications for this position as outlined in the job posting
• A current resume, detailing experience, and education; and
• A current list of at least three (3) professional references with current contact information (attached or available to provide at the time of interview)

NOTE: By submitting these materials, you are indicating that all information is true and correct. The state may verify information.

Any untruthful or misleading information is cause for removal from the applicant pool or dismissal if employed.

A resume will not substitute for completing the “duties summary” section or supplemental questions of the application.

Please do not “refer to resume” for detail, or your application may be disqualified.

Background Check Notice:

Prior to any new appointment into the Department of Enterprise Services, a background check including criminal record history will be conducted.

Information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the position.

Union Inclusion:

This position is included in a bargaining unit represented by the Washington Federation of State Employees (WFSE).

Opportunity for All:

The Department of Enterprise Services celebrates our differences and we are committed to a workplace that supports equal opportunity employment and inclusion regardless of race, creed, color, national origin, citizenship or immigration status, marital status, families with children (including pregnancy, childbirth, or related medical conditions), sex, sexual orientation, gender identity diversity, age, status as a protected veteran, honorably discharged veteran or military status, status as an individual with the presence of any sensory, mental, or physical disability or the use of a trained dog guide or service animal by a person with disabilities or other applicable legally protected characteristics.

We will also consider qualified applicants with criminal histories, consistent with applicable federal, state and local laws.

You are welcome to include the name and pronoun you would like to be referred to in your materials, and we will honor this as you interact with our organization.

For questions about this recruitment or to request a reasonable accommodation in the application process, contact Rachel Vaughan at jobs@des.wa.gov.

Contact Information: Applicants who are deaf or hard of hearing may call through the Washington Relay Service by dialing 7-1-1 or 1-800-833-6388.