Fleet Manager

JOB DESCRIPTION TRENTON BOARD OF EDUCATION DEPARTMENT: TRANSPORTATION

JOB TITLE: FLEET MANAGER REPORTS TO: TRANSPORTATION MANAGER SUPERVISES: TRANSPORTATION MECHANICS AND MAINTENANCE PERSONNEL

QUALIFICATIONS:

1. High school diploma or equivalent required.
2. technical training in diesel mechanics, automotive technology, fleet management, or related field preferred.
3. Minimum of five (5) years of experience in fleet maintenance, vehicle repair, or transportation operations.
4. Minimum three (3) years of supervisory experience preferred.
5. Experience in school bus maintenance and New Jersey pupil transportation operations preferred
6. Must possess and maintain a valid New Jersey Commercial Driver's License (CDL) Class B with Passenger (P) and School Bus (S) endorsements.
7. Must possess or obtain a Class A or Class B New Jersey Department of Environmental Protection (NJDEP) recognized Underground Storage Tank (UST) Operator Certificate and maintain all required continuing education and recertification requirements necessary to keep the certification current.

PERFORMANCE RESPONSIBILITIES: The Fleet Manager shall:

1. Assign and prioritize daily work orders to mechanics based on workload, skill level, and operational requirements.
2. Monitor and manage mechanics' daily attendance, timekeeping, and leave records to ensure accurate workforce documentation.
3. Supervise mechanics' performance and productivity, ensuring work is completed efficiently,

BOARD APPROVED - 8/7/26 TRANSPORTATION Page 2of 7 safely, and according to established quality standards.

4. Evaluate mechanic efficiency through performance metrics, work order completion rates, and quality of repairs, providing coaching and corrective action when necessary.

5. Coordinate staffing resources to maintain optimal shop productivity and minimize vehicle downtime.

6. Conduct regular performance reviews and provide feedback, training, and development opportunities to improve team effectiveness. Fleet Management and Regulatory Compliance

7. Oversee the maintenance, inspection, and repair of all school buses to ensure compliance with New Jersey Department of Education, New Jersey Motor Vehicle Commission, and all applicable federal and state regulations.

8. Ensure all district-owned vehicles and equipment are maintained in a safe and operational condition.

9. Remove vehicles from service when mechanical, safety, or regulatory concerns exist.

10. Develop and manage preventive maintenance schedules for all district vehicles and equipment.

11. Ensure timely completion of all required state inspections and certifications.

12. Maintain compliance with environmental and safety regulations related to fleet operations and fuel storage systems.

13. Perform required 30-day walkthrough inspections of fuel storage and dispensing systems and maintain all required documentation. Fleet Compliance, Registration, and Insurance Management

14. Manage or coordinate with appropriate district departments to ensure all district-owned vehicles and equipment are properly titled, registered, and maintained in accordance with New Jersey Motor Vehicle Commission (NJMVC) requirements.

15. Ensure all district vehicles are properly covered under the district's vehicle liability insurance policy and maintain accurate records of insurance coverage.

16. Monitor registration renewal dates and ensure renewals are completed in a timely manner.

17. Oversee and coordinate all NJMVC vehicle inspections and ensure all district vehicles remain compliant with applicable state and federal regulations.

18. Maintain inspection, registration, and insurance records for all district vehicles Road Calls and Emergency Breakdown Response

19. Serve as the primary contact for vehicle breakdowns and roadside emergencies involving district vehicles.

20. Evaluate vehicle breakdowns and determine whether vehicles can be safely operated back to district facilities or require towing.

21. Coordinate and arrange towing services when necessary.

22. Provide technical guidance and support to drivers experiencing mechanical issues while on route.

23. Maintain records of roadside breakdowns and identify recurring maintenance concerns Accident Claims and Repair Management

24. Manage vehicle accident claims involving district-owned vehicles.

25. Coordinate communication with insurance carriers, claim representatives, and adjusters. Page 3of 7

26. Schedule vehicle inspections with insurance adjusters and repair estimators.

27. Review repair estimates and compare them against insurance appraisals to ensure repair costs accurately reflect damages.

28. Monitor accident repair timelines and ensure repairs are completed in a timely and cost-effective manner.

29. Inspect completed repairs and ensure vehicles are returned to service only when all repairs meet district and safety standards. Warranty and Outside Service Management

30. Schedule repair and warranty work with manufacturers, dealerships, and authorized service providers when repairs cannot be performed in-house.

31. Review outside vendor and dealership repair quotations for accuracy, necessity, and cost effectiveness.

32. Evaluate proposed repairs and ensure work that can reasonably be completed by district maintenance personnel is performed in-house whenever practical.

33. Coordinate warranty claims and ensure the district receives all available warranty benefits and reimbursements.

34. Monitor outsourced repair quality and vendor performance.

Fleet Maintenance Software and Record Management

1. Maintain and administer the district's fleet maintenance management software, including ServiceFinder, ensuring all vehicle, maintenance, inspection, repair, warranty, fuel, and equipment data is entered accurately and in a timely manner.

2. Ensure all preventive maintenance schedules, work orders, repairs, inspections, parts usage, labor hours, and vehicle histories are properly documented in ServiceFinder.

3. Maintain accurate and complete electronic records for each vehicle throughout its service life.

4. Generate reports from ServiceFinder to monitor fleet performance, maintenance costs, vehicle utilization, downtime, and regulatory compliance.

5. Audit records regularly to ensure the accuracy and completeness of fleet documentation Transportation Operations Communication

6. Communicate daily with transportation dispatchers, office staff, mechanics, and drivers regarding vehicle availability, maintenance status, and equipment concerns.

7. Provide timely updates on vehicles that are out of service, anticipated return-to-service dates, and spare vehicle assignments.

8. Coordinate with dispatch to ensure adequate vehicle availability for daily routes, field trips, athletic trips, and extracurricular activities.

9. Notify dispatch and transportation office staff when drivers will be assigned to an alternate vehicle and communicate the duration of the reassignment.

10. Ensure all temporary and long-term bus substitutions are properly documented and communicated.

11. Review driver pre-trip and post-trip inspection reports daily and address reported defects promptly.

12. Identify and communicate findings related to improper or incomplete pre-trip inspections and work with transportation management to ensure corrective action and training are provided when necessary. Page 4of 7

13. Maintain effective communication with drivers regarding vehicle defects, maintenance concerns, repair status, and vehicle assignments.

14. Participate in daily operational planning to ensure safe and efficient transportation services with minimal disruption to route schedules. Vehicle and Equipment Maintenance

15. Manage the maintenance and repair of all district vehicles and equipment, including but not limited to:

    • School buses
    • Vans
    • Maintenance vehicles
    • Grounds vehicles
    • Lawn mowers
    • Blowers
    • Snow removal equipment
    • Other district-owned motorized equipment

16. Evaluate repair needs and determine whether work will be completed in-house or by outside vendors.

17. Assign spare buses and replacement vehicles when vehicles are out of service.

18. Monitor fleet performance and recommend vehicle replacement schedules. Staff Supervision

19. Supervise transportation mechanics and maintenance personnel.

20. Assign, prioritize, and monitor daily work assignments to ensure efficient workflow and minimize vehicle downtime.

21. Review completed repairs for quality and compliance with established standards.

22. Provide technical guidance, training, and support to maintenance staff.

23. Promote and maintain a safe working environment. Purchasing and Inventory Management

24. Create and manage purchase orders for maintenance services, repairs, parts, supplies, fuel, and equipment.

25. Oversee parts purchasing and maintain sufficient inventory levels to support efficient maintenance operations.

26. Monitor inventory usage and implement effective inventory control procedures.

27. Ensure critical repair and maintenance parts are available to minimize vehicle downtime.

28. Review and approve vendor invoices for accuracy and completeness.

Vendor Management

1. Establish and maintain effective relationships with vendors, contractors, and service providers.

2. Ensure all vendors comply with applicable regulatory requirements.

3. Verify that purchases are made through state-contract vendors whenever applicable and comply with district purchasing regulations.

4. Monitor purchasing thresholds and ensure compliance with bid laws and district procurement policies for non-contract vendors. Page 5of 7

5. Coordinate outsourced maintenance and repair services as needed. Fuel System and Underground Storage Tank Management

6. Work collaboratively with the Buildings and Grounds Department to ensure district underground fuel storage tanks and dispensing systems are properly maintained and remain in compliance with all regulatory requirements.

7. Monitor fuel levels and order fuel as needed to meet district operational requirements.

8. Assist transportation staff and drivers with the operation of fuel dispensing systems.

9. Maintain records related to fuel purchases, usage, inspections, and compliance activities.

10. Coordinate repairs and maintenance of fueling equipment when necessary.

Record Keeping and Documentation

1. Maintain complete maintenance and repair records for all district vehicles and equipment throughout their service life.
2. File and maintain daily vehicle inspection reports submitted by drivers.
3. Maintain records of preventive maintenance, repairs, warranties, inspections, fuel usage, and compliance activities.
4. Ensure all documentation is complete, accurate, and readily available for audits and regulatory inspections.
5. Prepare reports regarding fleet status, maintenance costs, vehicle utilization, and replacement planning.

Operational Support

1. Coordinate vehicle availability to support daily transportation operations.
2. Work closely with transportation administration to minimize disruptions to transportation services.
3. Assist in emergency response situations involving district vehicles and equipment.
4. Develop recommendations for long-range fleet replacement and capital improvement planning.

Knowledge, Skills, and Abilities

1. Thorough knowledge of diesel and gasoline vehicle maintenance and repair practices.
2. Knowledge of New Jersey school bus regulations, safety inspections, and transportation requirements.
3. Knowledge of underground fuel storage systems and fuel dispensing operations.
4. Ability to prioritize work assignments and manage multiple projects simultaneously.
5. Strong organizational, leadership, and recordkeeping skills.
6. Ability to communicate effectively with employees, vendors, regulatory agencies, and district administrators.
7. Knowledge of New Jersey school transportation regulations, NJMVC inspection requirements, and school bus maintenance standards.
8. Knowledge of vehicle registration, insurance claims administration, and accident repair processes.
9. Ability to evaluate repair estimates, insurance appraisals, and vendor quotations.
10. Knowledge of warranty administration and fleet lifecycle management.
11. Strong leadership, problem-solving, budget management, and organizational skills. Page 6of 7
12. Ability to make independent decisions regarding vehicle safety, serviceability, and fleet operations.
13. Proficiency in fleet management software, including ServiceFinder, Microsoft Office applications, and computerized maintenance management systems. Physical Requirements

• Ability to inspect vehicles and equipment in various working conditions.
• Ability to lift, carry, and move parts and supplies as necessary.
• Ability to work indoors and outdoors in varying weather conditions.
• Ability to respond to maintenance emergencies outside of normal working hours as needed

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EMPLOYMENT TERMS:

The FLEET MANAGER shall be employed under the following terms:

1. Work year of twelve (12) months.
2. Salary, benefits, and leave of time as specified in the Bargaining Agreement.
3. Conditions established by laws and codes of the State and policies, rules and regulations established by the Board of Education (N.J.S.A 18A:27-4 et seq.).

STATUS: Hourly Salaried X Exempt Non-Exempt X

EVALUATION: The FLEET MANAGER - BENEFITS shall be evaluated in accordance with Board of Education Policy.