Fleet Administrative Coordinator (PA Notary Public & PENNDOT Card Agent)

Requirements

Must be certified PENNDOT Card Agent

Must be a PA Notary Public

Summary

• The Fleet Administrative Coordinator serves as a Notary Public and PA DOT Card Agent and has sole responsibility for the administration, processing, and issuance responsibilities of vehicular documentation and registrations with the DMV.
• They also support the Manager, Fleet Operations, by performing a variety of administrative and secretarial functions, maintain confidential information, and performing special projects.
• They may provide clerical support to other department staff, as directed.

Responsibilities Include

• Prepares, generates, distributes regular and ad-hoc reports utilizing spreadsheet, project management and/or database programs.
• Assist in software and database management in Fleet’s systems – M5 and GPS - including but not limited to maintaining accurate administrative records such as vehicle year, make, model, VIN, department assignment, and other identifying data.
• Provides confidential support to Fleet Operations Management.
• Maintains corporate Fleet licenses and permits with PENNDOT and the City of Philadelphia and annual USDOE reports.
• Prepares and executes PA Department of Motor Vehicle (DMV) documents – DMV Card Agent.
• Serves as department’s Notary Public.
• Travels to Harrisburg regularly to deliver, process, and receive documentation of vehicle registration and ownership
• Maintain 141’s and various employee reports and record information.
• Performs a variety of accounting related functions including but not limited to processing vendor invoices, subscriptions and professional memberships applications/renewals, assisting in the preparation of accounting information for budget reporting, inputing weekly payroll and time reporting and processing expense reports.
• Maintains departmental files of all activities (e.g., employee attendance, memos, policies and procedures, invoices, requisitions, etc.).
• Greets visitors, receives incoming phone calls; answers routine inquiries and forwards non-routine requests to appropriate staff.
• Coordinates daily schedules including meetings, time-off, etc; makes travel arrangements using pre-established guidelines.
• Receives, separates, screens and distributes departmental incoming mail and correspondence.
• Composes routine correspondence and documents including but not limited to letters, memos, reports, presentations, office forms, modifications to vehicle specifications, etc; takes staff meeting minutes and distributes.
• Maintains adequate levels of office supplies; ensures that office equipment is functioning properly, coordinates repairs.
• Attends departmental staff meetings to record and distribute minutes to all attendees.
• Performs internal audits of processes and procedures in Supply Chain department to ensure staff are performing duties in accordance with established standards.
• Coordinates the onboarding of new employees.
• Performs other special projects and assignments as directed.

Qualifications

• High School Diploma/GED and/or certification in Office Practices or Secretarial Sciences preferred.
• Must be a certified PENNDOT Card Agent.
• Must be a Pennsylvania Notary Public.
• 2 to 4 years general office practices preferably in a utility services environment or PA tag/title agency.
• Must have mathematical/problem solving skills with the ability to apply learned mathematical skills to business processes in order to process purchase orders, review budget information, etc.
• Must be well-organized with the ability to work with multiple managers and varying projects while meeting established timelines.
• Must have knowledge of general office procedures, systems and terminology such as word processing, managing files and records, faxing, copying, scheduling, e-mail, etc.
• Must have verbal and written communication skills, ability to speak clearly and communicate information and ideas effectively in writing.
• Must have documentation/recordkeeping skills, able to compile, produce, review and enter various data manually and electronically.
• Must have a customer-service oriented approach to taking on daily tasks and personal interactions.
• Must be proficient in the use of Microsoft Office, Outlook, etc.