City of Portland Fleet Business Operations Manager (Manager I) in Portland, Oregon, United States

Job Information

City of Portland Fleet Business Operations Manager (Manager I) in Portland, Oregon

Fleet Business Operations Manager (Manager I)

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Fleet Business Operations Manager (Manager I)

Salary

$117,956.80 - $168,708.80 Annually

Location

OR 97217, OR

Job Type

Regular

Job Number

2024-00953

Bureau

Bureau of Fleet and Facilities

Opening Date

09/09/2024

Closing Date

9/30/2024 11:59 PM Pacific

Description
Benefits
Questions

The Position

Job Appointment: Regular, full-time

Work Schedule: Monday – Friday, 7 am - 4 pm. An alternate schedule may be available.

Work Location: Primarily in person (office/field location(s)). In-person work will be conducted at 6800 N. Cutter Circle, Portland, OR 97217. Remote work must be performed within Oregon or Washington. For more information, click here (https://www.portland.gov/policies/human-resources-administrative-rules/employee-behavior-expectations/hrar-4045-employee#toc-geographic-work-location) .

Benefits: Please check our benefits tab for an overview of benefits for this position.

Application Material: Please click APPLY to submit your application via the City of Portland’s online portal. You will need to respond to the supplemental questions and attach a resume.

Position Summary

The Fleet Business Operations Manager is responsible for the overarching success of the CityFleet Business Operations Department. This position leads a team of subject matter experts who perform or administer vehicle and equipment acquisitions, CityFleet’s rental program, upfitting of vehicles and equipment for operator use, decommissioning vehicles and equipment, and disposes of assets once they have reached end of life; manage CityFleet’s parts inventory; and manage fuel services. Given the scope of the team, which manages the lifecycle of a very diverse 3,600-unit fleet valued at $115 million, and an annual acquisition budget of approximately $36 million, the Fleet Business Operations Manager directly influences the bottom line and the operational success of all City bureaus that have a sizeable fleet presence and rely on CityFleet for safe, reliable assets. This includes all of the City’s public safety, infrastructure, and recreation bureaus. As this position oversees the City’s vehicle and equipment capital budget and asset replacement program, as well as its fuels strategy, this position also strongly impacts the City’s design and implementation of its green fleet conversion goals.

As a Fleet Business Operations Manager, you will:

Collaborate with senior management in interpreting and carrying out the City’s vision, mission, and objectives as they pertain to the bureau; develop strategies, policies, and initiatives to implement the bureau’s strategic and annual plans; manage finances pertinent to the position’s scope; and design and implement policies, procedures, programs, goals, and objectives pertinent to the department’s role within the City.
Collaborate with senior management to perform specialized financial, revenue, budgetary, and/or management studies and analyses as they pertain to the department’s scope.
Oversee, develop, and administer operating and capital budgets, including forecasting resource needs, identifying gaps, and identifying solutions to close gaps; monitoring actual revenues and expenditures against planned budgets and suggesting adjustments; and managing quarterly and annual budget update processes.
Develop and establish performance requirements for the department and related success targets for operating units and specific staff; regularly monitor organizational and staff performance and provide feedback and coaching for improvement and development; evaluate organizational and staff performance and complete annual performance reviews; lead the creation of professional development plans for staff.
Manage the department’s acquisition and disposal of vehicles and equipment, as per the department’s strategy and policies/standards for work performance, including achievement of the City’s goal of transitioning the fleet to net zero emissions by 2050. This includes developing and administering City standards and policies for vehicle and equipment acquisitions, meeting customer needs while diplomatically enforcing citywide vehicle-related policies and being aware of and strategic regarding bureau capital budgets.
Monitor cooperative purchasing contracts for goods and services related to vehicles and equipment, parts, and fuel. This includes engaging with the City’s procurement function to be strategic about contracting approaches, ensuring timely contract renewals, and ensuring the accuracy of contracts as they are executed. Likewise, ensuring timely payments of vendors with which the City has contracted.
Manage staff with a diverse array of backgrounds, including contracts specialists, acquisitions specialists, parts specialists, and mechanics, in multiple organizational units and belonging to different public employee unions.
Oversee fleet grant applications and manage related processes.
Research and implement emerging fleet technologies.
Oversee emergency supply systems and the telematics program.
Perform related duties as required.

About the Bureau:

CityFleet is a primary division of the Bureau of Fleet & Facilities (BFF). CityFleet administers a comprehensive fleet management program that fulfills the vehicle and equipment asset management needs of all City bureaus via cost-effective and dedicated personal service. CityFleet is responsible for managing the acquisition and maintenance of a highly diverse fleet of 3,600 assets valued at $115 million. In fiscal year 2024-25 CityFleet’s annual operating budget is $40 million, and its annual asset acquisition budget is $42 million. CityFleet also provides fleet management services to Multnomah County and Portland Public Schools.

Virtual Zoom Meet & Greet Opportunity

Come meet the hiring manager and the senior recruiter! We'll be talking about the position's duties and responsibilities, day-to-day life in the role, review the announcement, discuss how to apply, and answer questions you may have about the position.

Topic: Meet & Greet: Fleet Business Operations Manager

Time: September 24, 2024, 12:00 PM Pacific Time (US and Canada)

Join Zoom Meeting:

https://us06web.zoom.us/j/83279359592

Questions?

Amanda Hillebrecht, Senior Recruiter

Bureau of Human Resources

Amanda.Hillebrecht@portlandoregon.gov

To Qualify

The following minimum qualifications are required for this position:

Experience implementing the principles and practices of leadership, operational and strategic planning, business communication, public administration, program evaluation, budget preparation, and administration within the fleet management field.
Experience applying the principles of management, supervision, training, and performance evaluation in a professional environment, ideally a union-based and/or governmental environment.
Knowledge of relevant federal, state, and local laws, statutes, regulations, and ordinances, and the ability to analyze, interpret, explain, and apply them.
Ability to apply analytic and problem-solving skills to develop sound decisions, conclusions, and recommendations independently.
Ability to establish and maintain effective working relationships with those contacted in the course of work; demonstrate tact, diplomacy, and patience, and gain cooperation through discussion and collaboration.

The Recruitment Process

STEP 1: Apply online between September 9, 2024 - September 30, 2024

Required Application Materials:

Resume
Answer the Supplemental Questions (click on the Questions tab to preview the questions)

Optional Application Materials:
Veteran documents to request for Veteran Preference (ex, DD214-Member 4, VA Benefit Letter, etc.)

Application Tips:
The City of Portland has How to Apply Videos (https://tinyurl.com/pdxh2a) and offers How to Apply (https://www.portland.gov/bhr/events) Classes once per month. If you have questions after watching the videos you are invited to contact the recruiter listed on the announcement.
Your responses to the supplemental questions should include details describing your education, training, and/or experience, and where obtained, which clearly reflects your qualifications for each of the numbered items in the "To Qualify" section of this announcement.
Your resume should support the details described in your responses to the supplemental questions.
You can use AI tools to assist with your job application, but please make sure to personalize your responses to supplemental questions. Avoid copying and pasting. We encourage the use of AI to generate ideas and then tailor them to reflect your own experiences and skills.
Salary Range/Equity Pay Analysis: Please note per the Oregon State Pay Equity Law (https://www.oregon.gov/boli/workers/pages/equal-pay.aspx) your salary is determined based on the experience and education listed in your resume/application. It is strongly encouraged to include any transferable experience (paid or unpaid regardless of how recent) to ensure your offer is reflective of all directly related and equivalent experience.
Do not attach materials not requested.
All completed applications for this position must be submitted no later than the closing date and time of this recruitment.
All applications must be submitted via the City's online application process. E-mailed and/or faxed applications will not be accepted.

Step 2: Minimum Qualification Evaluation: Week of September 30, 2024
An evaluation of each applicant's training and paid and unpaid experience, as demonstrated in their resume and supplemental questions, weighted 100%.
Your resume and responses to the supplemental questions will be the basis for our evaluation of your qualifications for this position. Incomplete or inappropriate information may result in disqualification.
You have 14 days from the notice of the minimum qualification evaluation results to let us know if you like to review and discuss your evaluation result. Please read the City of Portland Administrative Rule 3.01 (https://www.portland.gov/policies/human-resources-administrative-rules/employment/hrar-301-recruitment-processes) for complete information.
Additional evaluation may be required before the establishment of the eligible list and/or final selection.

Step 3: Establishment of Eligible List: Week of October 7, 2024
Candidates who meet the minimum qualifications will be placed on the equally ranked eligible list.

Step 4: Selection (Interview): November
The hiring bureau will review and select candidates to interview.

Step 5: Offer of Employment: November

Step 6: Start Date: December
A start date will be determined after all conditions of employment have been met.

Timeline is approximate and subject to change

Additional Information

Click here (https://www.portland.gov/bhr/career-center/recruitment-policy) for additional information regarding the following:

Veteran Preference
ADA, Pregnancy, and Religious Accommodations
Work Status
Equal Employment Opportunity

A Career with the City of Portland offers many Employee Benefits

We offer a comprehensive benefits package, including but not limited to

Health Care (Medical, Vision and Dental)
Carrot Fertility
Wellness Benefits
Life Insurance
Long-term disability coverage to eligible employees and their families.
Employee Assistance Plan
Flexible Spending Accounts
Retirement
Oregon Public Employees Retirement System (PERS), including contributions to the PERS IAP plan paid by employer
Family Medical Leave
City Paid Parental Leave

AND SO MANY MORE!

Benefits may vary depending on bargaining unit and employment status. Click here to review the many different benefits the City of Portland offers (https://www.portland.gov/bhr/benefit-offerings/benefits-quickstart-guide/benefit-plan-summaries-highlight-guides) .

Thank you for your interest in joining the team at the City of Portland. We sincerely value your time and hope to make your application experience as positive as possible.

The following supplemental questions are an important step to assist us in determining if you have the minimum qualifications to succeed in the posted vacancy.

Write specific and unique responses to each question. Answering "No", to any of the Yes/No questions or answering an essay question with the following "See resume", or entering "N/A" for any of the minimum qualifications listed in the "To Qualify" section may eliminate you from further consideration.

Note: If you are requesting veterans' preference, please be sure to upload a copy of your DD214 and/or Veteran's administration letter stating your disability. Veteran's preference documentation must be submitted by the closing time of this announcement.

Have you read and understood all the information listed above?

Yes
No - If you have any questions, please contact the recruiter on the announcement.

02

Where did you first learn about this job opportunity? (If on a website or job board, please specify which one)

03

The City of Portland receives public records requests at times. Please indicate which response you find appropriate: (Answer will not disqualify you from the process)
My application was submitted with the understanding that the City of Portland would keep the information confidential and would only disclose the information if ordered to do so. I would not have submitted this application without the promise of confidentiality.
You may release my application; I am waiving confidentiality.

04

Do you have experience implementing the principles and practices of leadership, operational and strategic planning, business communication, public administration, program evaluation, budget preparation, and administration within the fleet management field?
Yes
No

05

Provide a detailed example(s) of your experience implementing the principles and practices of leadership, operational and strategic planning, business communication, public administration, program evaluation, budget preparation, and administration within the fleet management field.