CITY OF OVERLAND PARK - POSITION DESCRIPTION
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JOB SUMMARY STATEMENT:
Performs a variety of administrative support duties and technical application assignments. Types routine to complex correspondence, reports, and other documents. Compiles data and prepares statistical reports. Establishes and maintains manual and computerized files, records, and logs. Handles the duties of entering all vehicle and maintenance data into the Lucity platform, i.e. tracks all vehicles assigned and maintained by the Overland Park Police Department. Supports the OPPD Fleet Operations.
Vehicle Maintenance Tracking:
Tracks the maintenance of all vehicles (250) operated or assigned by the Overland Park Police Department on a daily basis.
Works closely with the Information Technology Division staff to ensure preventative maintenance checks for vehicles are generating properly and other database functions are accurate and operating effectively to ensure the health and safety of the Police Department fleet.
Maintains/tracks current location and status of vehicles being repaired or maintained.
Creates and maintains a monthly database for all Police Department vehicles and other city vehicles assigned to the PD for maintenance or for PD command staff use.
Coordinates repairs and maintenance checks with Public Works mechanics/technicians and outside vendors when necessary for Police Department assigned vehicles.
Coordinates vehicle availability with other department supervisors and other city employees for maintenance, repairs and process other city vehicles when purchased or leased.
Contacts and coordinates with vendors to outsource vehicle repairs, maintenance, ordering parts and payment methods.
Maintains Fleet Operations purchase card(s) and submits end of month reports.
Coordinates with Public Works Fleet Analyst and Parts Clerk for fuel consumption reports and parts ordering.
Orders and coordinates the purchase, receiving, storage and distribution of all parts and supplies used for vehicles maintained by PD Fleet Operations.
Maintains the inventory of new and used parts for Police Department vehicles.
Maintains the first aid supplies at each of the Police Department facilities and travels with the vendor to each facility regularly to inventory and re-stock the supplies.
Coordinates with the Supervisor of Fleet Operations the retirement of vehicles and equipment and contacts the appropriate city departments for tracking and clearing out the vehicles and equipment from the city inventory.
With the approval of the Fleet Operations Supervisor, coordinates the transfer of retired vehicles to the auction for sale.
Maintains regular contact with the Police Department's Fiscal Management Administrator to ensure payment for certain services.
Coordinates with leasing companies and auto dealerships to ensure payment is made and the appropriate paperwork is obtained for ownership and vehicle registration.
Contacts the Kansas Department of Revenue to register vehicles and renew vehicle registration and make payment for those services.
Assists the Fleet Maintenance Technician with minor repairs and transports vehicles to vendors for repairs and/or scheduled maintenance. Tracks vehicle maintenance progress and returns vehicles to service upon completion of repairs.
Collects vehicle maintenance requests from supervisor and coordinates appropriate repair facility for the Police Department fleet and other city vehicles. Obtains body damage and repair estimates for review by supervisor.
Acts as Supervisor, Police Department Fleet Operations in his/her absence several weeks out of the year.
The employee must work the days and hours necessary to perform all assigned responsibilities and tasks. Must be available (especially during regular business hours or shifts) to communicate with subordinates, supervisors, customers, vendors and any other persons or organization with whom interaction is required to accomplish work and employer goals.
The employee must be punctual and timely in meeting all requirements of performance, including, but not limited to, attendance standards and work deadlines; beginning and ending assignments on time; and scheduled work breaks, where applicable.
GENERAL QUALIFICATIONS
EDUCATION & SPECIAL LICENSE(S)/CERTIFICATIONS:
Basic education and/or additional equivalent experience required. Basic education plus business or correspondence schools/colleges preferred (equivalent to 1-2 years).
Possession of an appropriate, valid driver's license.
Must maintain an insurable driving record.
Must successfully pass a polygraph exam and police background check prior to employment.
Access to the Kansas Criminal Justice Information System (KCJIS) is required, so the following KCJIS requirements apply:
Must be at least 18 years of age.
Must have not been convicted of a felony or serious misdemeanor.
EXPERIENCE:
Three-plus years of administrative and clerical experience is preferred with additional preference given to those with previous law enforcement experience.
SKILLS:
Analytical skills, including research skills, ability to interpret data, ability to conceptualize, ability to analyze information, and ability to write formal recommendations based on findings.
Attention to detail.
Basic mathematical and accounting skills.
Computer software - database creation/maintenance, desktop publishing, presentation, web page maintenance, spreadsheet, and word-processing skills.
Human Relations/Interpersonal skills.
Project management skills, including organization, coordination of duties, and/or accomplishment of goals.
Time management skills, including the ability to manage multiple concurrent projects and meet deadlines.
Written and oral communication skills, including the ability to provide competent testimony in Municipal and District Court as required.
MENTAL REQUIREMENTS:
Ability to meet deadlines.
Diplomacy and judgment.
Ability to train and guide others.
Ability to recognize and protect confidential information.
Ability to prioritize multiple tasks.
Ability to read and comprehend federal, state, and local policies and regulations.
Ability to read and understand building plans and specifications.
Ability to carry out assignments through oral and written instructions.
Ability to work independently.
Ability to work in a hectic environment with many interruptions.
Ability to analyze and recommend possible solutions.
Ability to learn and understand PC software applications.
Alpha and numeric recognition.
PHYSICAL REQUIREMENTS:
Ability to make and receive phone calls.
Ability to identify and distinguish colors.
Ability to distinguish smells.
Ability to operate City vehicles.
Ability to operate power and/or hand tools.
Ability to work in confined spaces.
Hand and eye coordination adequate to input computer and typewriter.
Exposure to extreme temperatures.
Exposure to heights.
Exposure to vibrations.
Exposure to loud noises.
SEE ESSENTIAL FUNCTIONS ATTACHED FOR ADDITIONAL PHYSICAL REQUIREMENTS.
SPECIAL WORKING CONDITIONS:
Ability to work in extreme temperatures and adverse weather conditions.
SUPERVISORY RESPONSIBILITY (Direct & Indirect):
At the direction of the Supervisor of Fleet Operations and in his/her absence.
The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.