The Montgomery County (MD) Fire and Rescue Service (MCFRS), an Accredited Agency, is a full spectrum life safety agency protecting about 500 square miles and over 1 million people who live and work in Maryland’s most populous jurisdiction. Under the direction of Interim Fire Chief Gary Cooper, MCFRS is a combination system (volunteer/career) in the suburban Washington, D.C. area, operating with an annual budget of about $220 million dollars. The MCFRS annually handles over 120,000 emergency calls for service and is staffed by nearly 2,700 certified and trained career and volunteer responders.
What You Will Be Doing?
The primary purpose of this position is to provide administrative support for Fire/EMS apparatus and Fire/EMS stations in the Fleet Operations and Support Section.
How Will You Contribute?
This position requires professional administrative experience to provide results-driven customer service with knowledge of general office practices and procedures; computer operations and relational databases, file management and spreadsheet applications; methods, principles and techniques associated with Internet research methods, data collection, report writing and, contract and subsequent purchase order development, administration and monitoring.Knowledge and experience in the field of fleet management is preferred.
Process invoices from various funding sources (Purchase Orders, Direct Purchase Orders and Direct Pays) for fire apparatus and light-duty fleet maintenance, parts, fuel and small tools.
Enter invoice details into Oracle, upload required backup documentation by scanning each invoice for each payment.
Ensure vendors are paid in accordance with Net 30 payment terms.
Communicate verbally and in writing with managers and other staff members re: proper coding
Manage database of insurance claims, statuses, and payments.
Receive and disseminate traffic violation notices to appropriate staff within 24 hours of receipt.
Manage database of EZPass transponders’ serial numbers, vehicle assignment of transponders, statuses, and disposition of non-revenue EZPass transponders for fire apparatus.Update online DriveEZ MD database with new transponder serial numbers and corresponding vehicle information; and remove or reassign existing EZPass transponder information from the DriveEZ MD database.
Order new/replacement non-revenue transponders when the need arises and return transponders, as required, to Maryland Department of Transportation.
Investigate toll charges and violations to determine cause (for example, transponder is missing, transponder is not being read by tolls plazas, etc.)Resolve issues with assistance of Fleet or Small Tools staff.
Manage EZPass transponder account payments utilizing County P-Card.
Investigate toll violations to determine cause based on database information (for example, transponder is missing, transponder is not being read by tolls plazas, etc.).Remedy cause with assistance of Fleet or Small Tools staff.
Scan and email traffic violations (speeding, red light, etc.) to Support Services Executive Battalion Chief the same day they are received.Violation notices of collection or registration flagging to be scanned and emailed to same within two days of receipt.
Maintain a database of all violations received and their status.
Request building access for new employees via Police-Access Management.
Order office supplies, as needed/requested.
Retrieve, sort and distribute all incoming mail.
Manage FedEx account online, create mailing labels upon request and forward invoices to Program Manager I for payment fund coding.
Process requests from approximately 15 Mechanic Technicians and Crew Chiefs for reimbursements of shoes, ASE certifications, tools, etc., as allowed by Union contract or other employment agreement.
Ensure employees provide required receipts and backup documentation, with approval signatures, for their reimbursement.
Submit documentation to Public Safety Headquarters for employee reimbursement.
Maintains a year-to-date fiscal spreadsheet detailing each transaction to ensure reimbursement limits are not exceeded.
Add appropriate funding codes for deposit into revenue accounts.Prepare transmittal to Public Safety Headquarters requesting deposit of checks (for insurance recovery, scrap metal proceeds, sales of used vehicles/equipment, etc.)
Additional Employment Information
This position reports to the Fleet Support Manager (Manager III).
This position requires a drug screening and a criminal background check.
This position requires onsite work initially, with the potential for a hybrid (onsite/telework) schedule after successful completion of the probation period.
Additional Employment Information
OHR reviews the minimum qualifications of all applicants, irrespective of whether the candidate has previously been found to have met the minimum requirements for the job or been temporarily promoted to the same position. This evaluation is based solely on the information contained in the application/resume submitted for this specific position/IRC.
Montgomery County Government is an equal opportunity employer, committed to workforce diversity. Accordingly, as it relates to employment opportunities, the County will provide reasonable accommodations to applicants with disabilities, in accordance with the law. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the Office of Human Resources via email to OHR@montgomerycountymd.gov . Individual determinations on requests for reasonable accommodation will be made in accordance with all applicable laws.
Montgomery County Government also provides hiring preference to certain categories of veterans and veterans/persons with a disability. For more information and to claim employment preference, please refer to the Careers webpage on Hiring Preference .
All applicants will respond to a series of questions related to their education, relevant experience, knowledge, skills and abilities required to minimally perform the job. The applicant's responses in conjunction with their resume and all other information provided in the employment application process will be evaluated to determine the minimum qualifications and preferred criteria status. Based on the results, the highest qualified applicants will be placed on an Eligible List and may be considered for an interview. Employees meeting minimum qualifications who are the same grade will be placed on Eligible List as a "Lateral Transfer" candidate and may be considered for interview.
If selected for consideration for this position, you may be required to provide evidence that you possess the knowledge, skills, and abilities indicated on your resume.
Montgomery County Ethics Law: Except as provided by law or regulation, the County's "Public Employees" (which does not include employees of the Sheriff's office) are subject to the County's ethics law including the requirements to obtain advanced approval of any outside employment and the prohibitions on certain outside employment. The outside employment requirements of the ethics law can be found at 19A-12 of the County Code . Additional information about outside employment can be obtained from the Ethics Commission website.
Minimum Qualifications
Graduation from an accredited college or university with a bachelor’s degree.
One (1) year of professional administrative experience related to purchasing, invoicing, data management/tracking, general office practices and procedures, computer operations, database structures, file management, spreadsheet applications, Internet research, data collection, report writing, contract and purchase order development, administration, and monitoring.
Substitutions
EDUCATION for EXPERIENCE: Additional education will substitute for the required experience on a year-for-year basis.
EXPERIENCE for EDUCATION: Additional administrative, business, research and/or clerical experience will substitute for the required education on a year-for year basis.
Preferred Criteria
There are no preferred criteria for this position.Applicants meeting the minimum qualifications will be placed on the eligible list with a rating of Qualified.
Candidates with the following experience may be considered for an interview.
More than one (1) year of professional administrative experience related to fleet management.Additional administrative, business, research and/or clerical experience will be substituted for the required education on a year-for-year basis.
Experience with Oracle and/or other financial systems.
Experience with Microsoft Office suite, especially Excel and Word.
Experience creating and utilizing spreadsheets, databases, etc.
Minimum Salary 57907
Maximum Salary 91347
Currency USD
Seniority level
Entry level
Employment type
Full-time
Job function
Administrative
Industries
Government Administration
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