Administrative Associate IV

Job Title

Administrative Associate IV

Agency

Texas A&M University

Department

Transportation Services

Proposed Minimum Salary

$15.00 hourly

Job Location

College Station, Texas

Job Type

Staff

Job Description

Our Commitment

Texas A&M University is committed to enriching the learning and working environment by promoting a culture that respects all perspectives, talents & identities.  Embracing varying opinions and perspectives strengthens our core values which are: Respect, Excellence, Leadership, Loyalty, Integrity, and Selfless Service.

Who We Are

Transportation Services is an empowered team of professionals dedicated to providing efficient, dynamic and innovative fleet, parking and transit services to the community. We support the teaching, research and public service mission of Texas A&M University, with focus on customer service and communication. For more information about us, visit our website: http://transport.tamu.edu .

What We Want

The Administrative Associate IV is responsible for providing advanced administrative support work for the Fleet Office to include annual vehicle registration, fuel and fuel card administration, coordinating out-of-town vehicle maintenance, accident reporting and coordinating repairs, updating fleet software with customer information, assisting service writer as needed, coordination of fuel island maintenance and repair, and serves as a backup to the Admin Coordinator I. 

If the description sounds interesting to you, we invite you to apply to be considered for this opportunity.

What You Need to Know

A cover letter and resume are strongly recommended.

Starting Pay: $15.00/hr – $17.00/hr

Qualifications

Required Education and Experience:

• High school graduation or any equivalent combination of education and experience.

• Four years of experience in general office or clerical work. 

Required Knowledge, Skills, and Abilities:

• Knowledge of word processing, spreadsheet, and database applications. 

• Ability to multi-task and work cooperatively with others.

• Strong verbal and written communication skills. 

• Strong interpersonal and organizational skills. 

• Ability to work with sensitive information and maintain confidentiality.

Preferred Qualifications:

• Class “C” vehicle operator’s license or ability to obtain within 30 days of employment. 

Responsibilities:

• Fuel Administration – Responsible for handling the Fuel Operation, including making fuel keys, updating fuel keys, tracking key problems, tracking bulk fuel transactions, downloading fuel daily, ordering fuel island supplies from the Parts Department, monitoring fuel inventory, annual tank registration, ordering fuel and compliance with for underground fuel tanks. Projects daily fuel usage and orders fuel when needed. Ensures the invoice for fuel is correct and gets paid promptly. Calculates fuel markup and updates fuel prices on pumps and fueling/maintenance software systems. Trains others on the fuel processes to include using the fueling system, the fuel inventory monitor, updating keys, issuing new keys, and issuing temporary fuel cards. Responsible for downloading fuel reports each morning ensuring that all fuel transactions from the fueling system transfer into the fleet management system. Reviews the download and investigates transactions that were not updated. Follows up and updates mileage when needed. Reconciles fuel daily by comparing fuel in tanks, fuel sold, and the fuel downloaded. Prepares the fuel inventory sheet every morning and research discrepancies. Prepares a monthly reconciliation. Updates information in fueling system to include adding all new vehicles, small moving vehicles, and bulk fuel keys. Assists customers with canceiver or state fuel credit card issues. Contacts the vendor with card issues for resolution.  Issues cards for travel and out-of-town use. Coordinates with Vehicle Maintenance to reprogram or replace canceivers as needed. Deactivates vehicle in fueling system and cancels card when the vehicle is sold at surplus. Reports lost/stolen cards and handles disputes concerning fraud. Downloads transactions monthly from the credit card’s website. Reviews the invoice and reconciles transactions before sending it for payment. Completes Texas UST A/B Operator training and trains others to be C Operators.

• Administrative Duties – Assists customers with account information and billing questions. Research issues and makes corrections.  Receives part orders and ensures the quantity and cost is accurately entered into fleet management system.  Assists customers on the phone or walk-ins with fueling or maintenance needs. Provides information on referral services. Assists with pickup and delivery of vehicles to customers and vendors, which will require driving a vehicle. Serves as back up to Admin Coordinator I include opening and closing the office, assisting with make ready process for customers, and other assignments. Assists with training student workers on daily processes, customer service, answering phones, receiving parts, and other office tasks. Responsible for reviewing each vehicle’s inspection to ensure it is completed in the allowable window and tracking all paperwork to and from Property Management. Oversee the process once the registration stickers return from Property Management including scanning registration, adding to the fleet software system, contacting customers, installing the stickers on vehicles, and tracking each step of the process in a spreadsheet to avoid lost paperwork and stickers. Mail registrations to customers that have vehicles out-of-town. Install registration stickers on vehicles and verify VINs and License plates before installation. Assists customers with questions regarding inspections and registrations for vehicles and trailers. Responsible for ordering toll tags for each new vehicle and replacements when needed.  Receives new toll tags, documents the tag numbers in the fleet software system, and ensures the tag is installed on the correct vehicles. Acts as the account administrator for the fleet account. Responsible for reconciling the toll charges monthly and billing the toll transaction to each vehicle. Responsible for paying any toll violations or out-of-state toll charges for university vehicles. Bills monthly toll charges and any violations to the correct vehicle. Answers any questions and provides any documentation concerning charges.     

• Vehicle Maintenance Operations – Assists Vehicle Maintenance when Service Writer is with a customer or unavailable by opening work orders and contacting customers and vendors as needed. Responsible for opening work orders for state fuel card transactions (out-of-town sublets) and post sublets from receipt. For Enterprise leases, tracks and informs maintenance plan customers when vehicles are due for maintenance. Assists in arranging services as needed for both Enterprise lease and other out-of-town vehicles. Responsible for tracking fleet vehicles assigned to out-of-town offices including updating contact information. Receives and tracks monthly reports with fuel and maintenance receipts, reviews maintenance receipts for accuracy and tax exemption, assists customers locate maintenance/service sites, and mails annual registrations as needed. Updates mileage to ensure proper vehicle maintenance completion. Serves as the main point of contact for out-of-town customers. Reviews any maintenance transactions on the state fuel credit card and creates work orders to post sublets (for out-of-town maintenance). Bills all non-maintenance transactions as direct issues in the fleet software. Creates work orders for any maintenance done on fuel island. Responsible for coordinating with a local car wash vendor for membership services for university vehicles. Works with the vendor to acquire barcode stickers. Keeps track of inventory of stickers and assigns barcode stickers to vehicles. Documents assignment in the fleet software system. Reviews, reconciles, and pays invoices. Bills the carwashes to assigned vehicle monthly.    

• Fuel Island Maintenance – Coordinates with vendor to maintain equipment at the fuel island including scheduling repairs, monthly preventative maintenance, filter changes, and annual precision testing. Responsible for the cleanliness of the island by ensuring the area is cleaned daily and providing and ordering fuel island supplies. Responsible for documenting any large spills and notifying Environmental Health and Safety. Ensures daily, weekly, and monthly inspections are done and paperwork is complete. Responsible for daily visual inspections of fueling equipment and completes weekly and monthly inspections of equipment.  

• Accident Reporting – Serves as the main contact for reporting accidents for the long-term rental fleet. Coordinates and assists the department in completing the accident report correctly and takes pictures of vehicle damage. Initiates the claim process with System Risk Management. Works closely with Vehicle Maintenance, TAMU Insurance, and System Risk Management to get the appropriate estimates for repairs. Coordinates scheduling repairs with the department, Vehicle Maintenance, and the vendor. Maintains records to include the accident report, police report, pictures, estimates, and a checklist. Maintains an accident database/spreadsheet to ensure each step in the process is completed and the vehicle gets repaired.  Responsible for billing deductible to department when applicable. Makes sure the website has the most current forms for accidents.   

Why Texas A&M University? 

Texas A&M University is committed to enriching the learning and working environment by promoting a culture that respects all perspectives, talents & identities.  Embracing varying opinions and perspectives strengthens our core values which are: Respect, Excellence, Leadership, Loyalty, Integrity, and Selfless Service.

We are a prestigious university with strong traditions, Core Values, and a community of caring and collaboration.  Amenities associated with a major university, such as sporting and cultural events, state-of-the-art recreation facilities, the Bush Library and Museum, and much more await you.  Experience all that a big city has to offer but with a reasonable cost-of-living and no long commutes. 

• Health , dental , vision , life and long-term disability insurance with Texas A&M contributing to employee health and basic life premiums

• 12-15 days of annual paid holidays 

• Up to eight hours of paid sick leave  and at least eight hours of paid vacation each month

• Automatically enrollment in the Teacher Retirement System of Texas 

• Health and Wellness: Free exercise programs and release time

• Professional Development: All employees have access to free LinkedIn Learning  training, webinars, and limited financial support to attend conferences, workshops, and more 

• Employee Tuition Assistance and Educational Release time   for completing a degree while a Texas A&M employee

All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution’s verification of credentials and/or other information required by the institution’s procedures, including the completion of the criminal history check.

Equal Opportunity/Affirmative Action/Veterans/Disability Employer.