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City of Portland Fleet Operations Coordinator (Coordinator II - CPPW) - Updated Virtual Meet and Greet in Portland, Oregon

Fleet Operations Coordinator (Coordinator II - CPPW) - Updated Virtual Meet and Greet

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Fleet Operations Coordinator (Coordinator II - CPPW) - Updated Virtual Meet and Greet

Salary

$83,220.80 - $118,768.00 Annually

Location

OR 97217, OR

Job Type

Regular

Job Number

2025-00084

Bureau

Bureau of Fleet and Facilities

Opening Date

01/20/2025

Closing Date

2/3/2025 11:59 PM Pacific

Description
Benefits
Questions

The Position

Job Appointment: Full time, regular

Work Schedule: Monday – Friday, 6:00am – 2:30pm. Alternate schedule may be available after probationary period.

Work Location: Full in-person at the Cutter Building located at 6848 N. Cutter Circle, Portland, OR 97217-3943.

Benefits: Please check our benefit tab for an overview of benefit for this position

Language Pay Premium Eligible: City of Portland employees who speak one or more languages in addition to English may be eligible to receive a "language pay differential." This is compensation for qualifying multilingual City employees who use their language skill to assist the community. More about the language pay differential can be found here (https://www.portland.gov/bhr/class-comp/language-pay-differential-overview/language-pay-differential-eligibility) .

Union Representation: This classification was recently recognized as represented by a new labor union, City of Portland Professional Workers (CPPW). Terms and Conditions are currently being negotiated as part of a new CPPW collective bargaining agreement. To view current labor agreements, please visit here (https://www.portland.gov/bhr/employee-relations/labor-relations/labor-agreements) .

Application Material: Please click APPLY to submit your application via the City of Portland’s online portal. You will need respond to the supplemental questions and attach a resume.

Position Summary

Under the supervision of the Fleet Business Operations Supervisor, the Fleet Operations Coordinator is responsible for the quality of new and rental vehicles and equipment, vehicle maintenance & repair, autobody restoration, upfitting & after-market accessory installation, detailing, and other work performed by CityFleet’s vendors. The Fleet Operations Coordinator inspects specifications and quality standards for the work to be performed and works closely with Fleet Business Operations staff to enshrine those standards. This position will also inspect new vehicles and vehicles returning from vendors, using checklists and other tools to ensure new/leased/used vehicles are free from damage, that the work requested on the estimate was completed and meets quality standards.

The Fleet Operations Coordinator works closely with the Fleet Business Operations staff, reporting any issues with the vendor relationship including performance issues, and invoice discrepancies. This position will also work with Vehicle Acquisitions Analysts (spec writers) to learn the principles and Standard Operating Procedures of writing vehicle specifications and ensuring that the work of vendors meets CityFleet’s quality standards.

Position responsibilities include a wide range of tasks, including developing written quality standards and quality control checklists for vehicle maintenance & repair, autobody restoration, upfitting & after-market accessory installation, detailing, and other work performed by CityFleet’s vendors, assisting in preparing solicitations and ranking responses, reviewing & approving invoices for payment, dispute resolution, performing research, writing reports, analyzing data, ensuring regulatory compliance, and interacting with internal customers, external vendors, and other individuals. The Coordinator may also provide project management support and provide lead work direction for other program staff. Other duties as assigned.

About the Bureau:

The Bureau of Fleet & Facilities is part of the City Operations Service Area and provides leadership and strategic support for its CityFleet and Facilities Services divisions. CityFleet acquires and maintains the City’s vehicle fleet, while Facilities Services operates and maintains a portfolio of City buildings. Facilities Services owns and operates approximately one-third of the City of Portland’s building stock, primarily the City’s office buildings, civic facilities, and public safety facilities. Facilities also provides real property services, such as leasing, real property acquisitions, and real property dispositions, to all City bureaus.

Virtual Zoom Meet & Greet Opportunity

Come meet the hiring manager and the senior recruiter! We'll be talking about the position duties and responsibilities, day to day life in the role, review the announcement, discuss how to apply, and answer questions you may have about the position.

Wednesday, January 29, 2025 at 12:00PM Pacific Time (US and Canada)

Recording: https://youtu.be/HnfT7z9cgmY

Questions?

Jaclyn Snyder, Senior Recruiter

Bureau of Human Resources

Jaclyn.Snyder@portlandoregon.gov

To Qualify

The following minimum qualifications are required for this position:

Experience in customer service and conflict resolution.
Ability to learn, analyze, interpret, explain and apply relevant laws, regulations, City rules, policies and procedures.
Ability to exercise independent judgment, problem-solve, and take initiative within established procedures and guidelines.
Experience utilizing enterprise specific technology (such as Fleet Management Information Systems) and general office software, including Outlook, Word, and Excel.
Experience communicating clearly, logically, and persuasively, both verbally and in writing; prepare concise and comprehensive reports, correspondence, and other documents.
Experience in procuring and maintaining light, medium, and heavy vehicles and equipment including passenger vehicles, trucks, and specialty machinery.

The Recruitment Process

STEP 1: Apply online between Monday, January 20, 2025 – Monday, February 3, 2025

Required Application Materials:

Resume
Answer to the Supplemental Questions (click on the Questions tab to preview the questions)

Optional Application Materials:
Veteran documents to request for Veteran Preference (ex, DD214-Member 4, VA Benefit Letter, etc.)

Application Tips:
Your responses to the supplemental questions should include details describing your education, training and/or experience, and where obtained, which clearly reflects your qualifications for each of the numbered items in the "To Qualify" section of this announcement.
Your resume should support the details described in your responses to the supplemental questions.
How We Determine Pay : The City of Portland is covered by the Oregon Equal Pay Act (https://www.oregon.gov/boli/workers/pages/equal-pay.aspx) . Your salary is determined based on the experience listed in your resume that is directly related and equivalent to the position for which you are applying. It is strongly encouraged to include any transferable experience (paid or unpaid regardless of how recent) to ensure your offer is reflective of all your relevant experience.
Do not attach materials not requested.
All completed applications for this position must be submitted no later than on the closing date and time of this recruitment.
All applications must be submitted via the City's online application process. E-mailed and/or faxed applications will not be accepted.
You can use AI tools to assist with your job application, but please make sure to personalize your responses to supplemental questions. Avoid copying and pasting; instead, use AI to generate ideas and then tailor them to reflect your own experiences and skills.

Step 2: Minimum Qualification Evaluation: Week of February 3, 2025
An evaluation of each applicant's training and paid and unpaid experience, as demonstrated in their resume and supplemental questions, weighted 100%.
Your resume and responses to the supplemental questions will be the basis for our evaluation of your qualifications for this position. Incomplete or inappropriate information may result in disqualification.
You have 14 days from the notice of the minimum qualification evaluation results to let us know if you like to review and discuss your evaluation result. Please read the City of Portland Administrative Rule 3.01 (https://www.portland.gov/policies/human-resources-administrative-rules/employment/hrar-301-recruitment-processes) for complete information.
Additional evaluation may be required prior to establishment of the eligible list and/or final selection.

Step 3: Establishment of Eligible List: Week of February 10, 2025
Candidates who meet the minimum qualifications will be placed on the equally ranked eligible list.

Step 4: Selection (Interview): February
Hiring bureau will review and select candidates to interview.

Step 5: Offer of Employment: March

Step 6: Start Date: April
A start date will be determined after all conditions of employment have been met.

Timeline is approximate and subject to change

Additional Information

Click here (https://www.portland.gov/bhr/career-center/recruitment-policy) for additional information regarding the following:

Veteran Preference
ADA, Pregnancy, and Religious Accommodations
Work Status
Equal Employment Opportunity

A Career with the City of Portland offers many Employee Benefits

We offer a comprehensive benefits package, including but not limited to

Health Care (Medical, Vision and Dental)
Carrot Fertility
Wellness Benefits
Life Insurance
Long-term disability coverage to eligible employees and their families.
Employee Assistance Plan
Flexible Spending Accounts
Retirement
Oregon Public Employees Retirement System (PERS), including contributions to the PERS IAP plan paid by employer
Family Medical Leave
City Paid Parental Leave

AND SO MANY MORE!

Benefits may vary depending on bargaining unit and employment status. Click here to review the many different benefits the City of Portland offers (https://www.portland.gov/bhr/benefit-offerings/benefits-quickstart-guide/benefit-plan-summaries-highlight-guides) .

Thank you for your interest in joining the team at the City of Portland. We sincerely value your time and hope to make your application experience as positive as possible.

The following supplemental questions are an important step to assist us in determining if you have the minimum qualifications to succeed in the posted vacancy.

Write specific and unique responses to each question. Answering "No", to any of the Yes/No questions or answering an essay question with the following "See resume", or entering "N/A" for any of the minimum qualifications listed in the "To Qualify" section may eliminate you from further consideration.

Note: If you are requesting veterans' preference, please be sure to upload a copy of your DD214 and/or Veteran's administration letter stating your disability. Veteran's preference documentation must be submitted by the closing time of this announcement.

Have you read and understood all the information listed above?

Yes
No - If you have any questions, please contact the recruiter on the announcement.

02

Where did you first learn about this job opportunity? (If on a website or job board, please specify which one)

03

The City of Portland receives public records requests at times. Please indicate which response you find appropriate: (Answer will not disqualify you from the process)
My application was submitted with the understanding that the City of Portland would keep the information confidential and would only disclose the information if ordered to do so. I would not have submitted this application without the promise of confidentiality.
You may release my application; I am waiving confidentiality.

04

Do you have experience in customer service and conflict resolution?
Yes
No

05

Provide a detailed example(s) of your experience in customer service and conflict resolution.