Fleet Administrative Coordinator

COMPENSATION:  

Hiring Range: $27-$30 USD Hourly 

Compensation will be determined based on education, experience and skills. 

BENEFITS: 

Jefferson County offers a generous benefits package that supports your personal and professional life. Benefits include medical, dental and vision insurance, paid time off and holidays, retirement matching, wellness programs, tuition reimbursement, flexible schedules,  

. and more.  For more information, click Here for our Total Rewards summary.   

ESSENTIAL DUTIES: 

• Prepares and manages a variety of invoices, purchase orders, request forms, and financial documentation. Maintains sound accounting and budgetary system. Analyzes and reviews financial transactions, evaluates and identifies processes & procedures. Monitor expenditures to ensure payments are made from the proper accounts. 

• Perform administrative duties. Ensure completion by specified deadlines and in accordance with established goals and objectives. 

• Perform billing functions. Export information from fuel and equipment inventory programs. Troubleshoot error reports. Reconcile billing statements with fuel and equipment management program data. Generate journal entry transfers to internal departments. Prepare and verify monthly billing to ensure revenue recovery. 

• Complete all fuel system updates, inventory management, data processing, and correct unit errors. Monitor and enter fuel transactions and deliveries and reconcile fuel issues and receipts into fuel and fleet management software. 

• Creates new and replacement fuel keys for Fleet vehicles. Add or remove fuel system authorization for County employees. Train employees on the proper use of the fuel system. Coordinate with departments regarding equipment usage. 

• Check fuel meter readings daily, verify that mileage and fuel are in alignment and investigate areas of concern.  Reconcile fuel issues and receipts. This may require on-call duties for administrative fuel. 

• Manages the organization's fleet-specific computer software licenses and provides technical support for troubleshooting fleet hardware and software. 

• Review Workday to ensure that all timecards are complete and approved. Review payroll data. Ensure that time entries are entered in the fleet management system. Maintain personnel files and payroll information. 

• Other duties as assigned. 

QUALIFICATIONS: 

Research shows that women and other underrepresented and historically marginalized groups tend to apply only when they check every box in the posting. If you are reading this and hesitating to click “apply” for that reason, we encourage you to go for it! A true passion and excitement for making an impact is just as important as work experience. 

Minimum Qualifications:  

Experience: Three years related experience 

Education: High School Diploma, GED or equivalent  

License/Certifications:   

• CO Notary within 6 months of employment.  

• A/B fuel certification within 6 months of hire. 

*Note: An equivalent combination of education and experience is acceptable. 

Preferred knowledge, skills and abilities: 

Industry-Specific Knowledge 

• Knowledge of fleet management operations, vehicle maintenance schedules, and fuel system processes 

• Understanding of procurement, invoicing, and billing procedures within a government or large organization 

• Familiarity with accounting principles, budget monitoring, and expense reconciliation 

• Knowledge of records management and public-sector administrative practices 

Technical Skillset 

• Proficiency with fleet management and fuel tracking software systems 

• Strong computer skills including Microsoft Excel, Word, Outlook, and database management 

• Experience using financial or ERP systems such as Workday for payroll, procurement, and reporting 

• Ability to analyze data, generate reports, and reconcile discrepancies across multiple systems 

• Skill in troubleshooting and supporting hardware and software used in fleet operations 

• Competence in maintaining digital files, performing data entry, and ensuring data integrity 

Soft Skillset 

• Excellent organizational and time management skills with strong attention to detail 

• Effective verbal and written communication abilities for working across departments 

• Strong problem-solving and analytical thinking skills 

• Ability to manage multiple priorities and meet deadlines independently 

• Professionalism, discretion, and accuracy in handling sensitive or confidential information 

• Collaborative approach and customer service mindset when assisting internal stakeholders 

• Initiative and adaptability in a dynamic, service-oriented environment 

Additional Job Information: 

• Criminal History and MVR Background Checks are required for every position. 

• CJIS background check finger printing is required for hire. 

• A physical exam to be completed before start date.  

• A valid Colorado driver’s license is required for positions that drive on County Business in either a county or personal vehicle shall have a Colorado Driver’s license within 30-days of hire or beginning to serve as an intern or volunteer. 

• Offer of employment is contingent upon successful completion of criminal history, motor vehicle report, education verification, and/or references. 

• In any materials you submit, you may redact or remove age-identifying information such as age, date of birth, or dates of school attendance or graduation. You will not be penalized for redacting or removing this information.  

• All Jefferson County Employees must apply through their internal profile. 

Accommodations Statement: We encourage people with disabilities to apply and are committed to providing reasonable accommodations throughout our hiring process. For assistance with applications, interviews, or other hiring-related accommodations, contact careertalent@jeffco.us. This contact is for accommodation requests only and cannot provide application status updates.