The primary function of the Administrative Assistant is to support the management of fleet acquisition, disposal and insure compliance with all DOT regulations.

Responsibilities and Essential Duties include the following (other duties may be assigned):

• Maintain detailed, accurate, up to date information for all company vehicles via Fleet Management systems, including updating vehicle information, driver assignments and registration information as needed
• Responsible for setting up fixed assets
• Handles vehicle tag/registration compliance; including monitoring temp tags, annual registration renewals and updating Fleet Management Systems with any corresponding information
• Maintain/manage vehicle compliance records, including DOT company/vehicle/driver information. Review mileage and fuel data for CDL vehicles to maintain compliance with IFTA regulations
• Work with business partners to provide detailed vehicle information from Fleet Management Systems promoting fleet utilization and reliability
• Maintain accurate and compliant IFTA and HWY use tax records for filing use tax form 2290
• Provide back up support to the Fleet Coordinator in pricing for disposal of used equipment
• Follow up on accident claims and assist with accident reporting, subrogation tasks and process violations
• Retain specification information for new vehicle orders
• Set up new drivers with PIN, MVR and DOT
• Provide consolidated daily, weekly, monthly, quarterly and annual reports to the Director of Fleet to include vehicle use, expenditures, vehicle status, fuel, mileage and vehicle assignments
• Perform other duties and special projects as assigned, not limited to Fleet department

Education/Qualifications/Experience/Skills:

• High school diploma and 5 years of clerical experience or Associates Degree required
• Fleet experience a plus but not required
• Strong organizational, problem solving and analytical skills with the ability to prioritize competing deadlines
• Acute attention to detail
• Demonstrated ability to plan and organize projects
• Ability to work independently and as a member of a team
• Strong interpersonal skills and the ability to effectively communicate with peers, business partners, customers and leadership
• Excellent communication skills, both written and verbal  
• Strong proficiency with computers, Microsoft Office programs, especially EXCEL and internet based applications

Working Conditions:  

• Mostly indoors
• Ability to work in High Pressure situations

Physical Requirements:

• Ability to lift up to 35 lbs without help
• Some walking, bending, and maneuvering inside equipment required

The above description covers the principal duties and responsibilities of the job.  The description shall not, however, be construed as a complete listing of all miscellaneous, incidental, or similar duties which may be required from day-to-day.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.