Fleet Administrative Assistant 2 - 133575

Under supervision of the Fleet Operations Manager, responsible for multiple administrative duties, including the facilitation of vehicle accident reporting, Department of Motor Vehicle (DMV) administrative functions and assisting with garage administrative functions. Facilitate account payable functions and handle vehicle rental processing. Exhibit a positive customer service orientation that includes internal and external customers.

Utilize a Fleet Management Information System to facilitate multiple areas of business administration functions. Will assist with administering spare keys for vehicles and fuel cards. Assist with managing campus fuel supply with the aid of a fuel monitoring system. Reconcile Procurement Card purchases, receipts, and purchase orders. Assist with parts inventory accountability.

• Excellent verbal and written interpersonal and communication skills. Ability to work individually or in teams to communicate effectively with people of many diverse backgrounds including students, staff, faculty and customers. Legible handwriting, attention to detail, excellent organizational skills and ability to maintain accurate records and files. Strong organizational skills to handle multiple tasks and priorities under strict deadlines.

• Innovative problem-solving skills and exercising good judgement. Effective interpersonal communication skills utilizing tact, diplomacy and discretion to interact with a diverse customer base.

• Ability to maintain professional relationships with venders through effective and clear communications.

• Demonstrated strong computer skills using various financial and administrative software tools such as: spreadsheets, databases and web browsers including but not limited to: Word, Excel, Outlook, and other MS Suite applications. Ability to utilize a Fleet Management Information System database, CAMS and to learn new applications as required. Ability to generate reports as needed.

• Proven skill to clearly and concisely provide information and compose correspondence using correct grammar, punctuation, spelling, format and proof-reading skills. Ability to compile information, analyze and prepare summary reports in a comprehensive and professional format

• Practice and model the fundamentals of UC San Diego's Principles of Community.

• Experience in customer service, and ability to demonstrate professional expertise.

• Knowledge of arithmetic (addition, subtraction, multiplication and division) in order to recognize, compute and reconcile errors.

• Basic analytical skills to organize data, recognize and corrects errors as necessary.

• Experience in having responsibility for multiple administrative duties, including, but not limited to facilitation of vehicle accident reporting, DMV and service garage administrative functions.

• Experience in safeguarding and securing various instruments of value, including vehicle keys, fuel cards, license plates and checks.

• Experience in classifying and analyzing a variety of detailed records, including inventory and service records.

• Ability to understand and utilize a vehicle telematics (GPS) system, and to maintain information confidentiality.

• Experience in reconciliation of procurement card purchases, receipts and purchase orders.

• Ability to facilitate parts inventory accountability, including ordering and audit preparation.

• Ability to model and advocate UCSD Principles of Community.

• Demonstrates competency and commitment to equity, diversity, and inclusion.

• DOJ, FBI, and DMV background checks and clearance required prior to employment.

• Must have access to reliable transportation and/or a valid Class C Driver's License to operate University Vehicles

• May be required to participate in the DMV Pull Notice program.

• Overtime may be required.

If employed by the University of California, you will be required to comply with our Policy on Vaccination Programs, which may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.

To foster the best possible working and learning environment, UC San Diego strives to cultivate a rich and diverse environment, inclusive and supportive of all students, faculty, staff and visitors. For more information, please visit UC San Diego Principles of Community.

UC San Diego is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

For the University of California's Affirmative Action Policy please visit: https://policy.ucop.edu/doc/4010393/PPSM-20
For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination

UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.

Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

a. "Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

• UC Sexual Violence and Sexual Harassment Policy
• UC Anti-Discrimination Policy
• Abusive Conduct in the Workplace