Program Administrator Fleet Management

Program Administrator Fleet Management

Salary

$147,680.00 - $189,113.60 Annually

Location

5750 Almaden Expressway, San Jose, CA, CA

Job Type

Full-Time

Job Number

02032-E

Division

General Services

Unit

Equipment Management

Opening Date

10/28/2026

Closing Date

11/10/2026 11:59 PM Pacific

• Description
• Benefits
• Questions

Description

Overview:

Drive Innovation. Lead Fleet Operations. Shape the Future of Fleet Management and Maintenance at Valley Water.

Valley Water is seeking an experienced, strategic, and forward-thinking Program Administrator - Fleet Management and Maintenance to lead and oversee its agencywide Fleet Management and Maintenance Program. This is an exciting opportunity for a results-driven professional who thrives on operational excellence, strategic planning, innovation, and collaboration.

In this key role, you will provide direction and oversight for the planning, administration, and continuous improvement of Valley Waters fleet operations, ensuring vehicles and equipment are safe, reliable, cost-effective, and available to support the agencys essential services.

The successful candidate will oversee fleet lifecycle management, vehicle acquisition and replacement, operating and capital budgets, regulatory compliance, vendor relationships, and emerging fleet technologies. You will also play an instrumental role in advancing fleet electrification, alternative-fuel initiatives, and technology-driven solutions that enhance efficiency, sustainability, and operational performance.

Working collaboratively with internal departments, external partners, and regulatory agencies, you will help shape long-term fleet strategies, optimize resources, and support Valley Waters commitment to responsible stewardship of public resources.

If you are passionate about improving operations, developing innovative solutions, and making a meaningful impact through strategic fleet management, we encourage you to apply!

Our Commitment:

We are committed to building and sustaining a working environment where all individuals are respected and valued. We believe every member of our team brings unique perspectives that enhance our ability to serve the public effectively. By fostering a workplace with employees from the communities we serve, we broaden our collective understanding of the world around us and strengthen our mission to equitably provide safe, clean water, natural flood protections, and environmental stewardship.

About Valley Water:

Valley Water's mission is to provide Santa Clara County with safe, clean water for a healthy life, environment, and economy. The FY 2026-27 Adopted Budget of $1.284 billion supports approximately 876 employees. With headquarters in San José, Valley Water provides water supply, enhances streams and watersheds through creek restoration and habitat protection, provides flood protection for homes, schools, businesses and roadways, and partners with other agencies to provide trails and open space for the community.

Who We Are:

To learn how Valley Water provides safe, clean water and environmental stewardship for the Santa Clara community, please click here

Key Responsibilities include, but are not limited to:

• Fleet Program Administration: Plan, administer, and oversee Valley Waters Fleet Management Program, establishing strategic priorities, operational objectives, policies, service levels, and performance measures to support agency wide operations.
• Program Coordination and Staff Direction: Provide administrative oversight and lead direction to assigned staff, coordinate work priorities, establish performance expectations, and promote accountability and continuous improvement.
• Strategic Fleet Planning: Develop and implement long-range fleet lifecycle strategies, including vehicle replacement schedules, acquisition planning, vehicle assignments, utilization, and disposal.
• Budget and Financial Management: Develop, administer, and monitor fleet operating and capital budgets; evaluate expenditures, forecast resource needs, and recommend cost-effective strategies to maximize fleet investments.
• Fleet Modernization and Sustainability: Coordinate initiatives involving fleet electrification, alternative-fuel vehicles, telematics, and emerging technologies to improve operational efficiency and support sustainability objectives.
• Procurement and Contract Administration: Oversee fleet acquisitions, vendor agreements, maintenance contracts, leases, rentals, warranties, and outside repair services; monitor vendor performance and ensure compliance with contractual requirements.
• Regulatory Compliance and Risk Management: Oversee compliance with applicable California Air Resources Board (CARB), Department of Motor Vehicles (DMV), Department of Transportation (DOT), Environmental Protection Agency (EPA), air quality district, and vehicle emissions requirements.
• Performance Monitoring and Reporting: Develop and evaluate fleet performance metrics, including vehicle utilization, maintenance costs, downtime, fuel consumption, emissions, and customer service; prepare reports and recommendations to support informed decision-making.
• Cross-Functional Collaboration: Serve as the primary liaison with operational departments, Procurement, Finance, Safety, Risk Management, Information Technology, vendors, and regulatory agencies to address fleet needs and operational priorities.
• Program Improvement: Evaluate fleet policies, processes, and service delivery methods; identify opportunities to improve efficiency, reliability, regulatory compliance, and the overall effectiveness of fleet operations.

Ideal Candidate's Background Includes:

Applicants whose experience and background best match the ideal experience, knowledge, skills, abilities, and education are considered ideal candidates for the position. To determine the top candidates, each applicant will be assessed based on the ideal candidate criteria as listed below.

Ideal Experience:

Experience:

Six (6) years of experience in the assigned program area, including either:

• One (1) year of experience planning, organizing, coordinating, and directing various projects or programs; or Serving as a District-recognized subject matter expert or advisor in the assigned program area.
• Extensive experience administering or managing a comprehensive fleet management program, preferably within a public agency, utility, or similarly complex organization.
• Demonstrated experience developing and implementing fleet policies, operational work plans, performance measures, and long-range vehicle replacement strategies.
• Experience overseeing fleet operating and capital budgets, financial forecasting, cost analysis, and lifecycle planning.
• Experience managing fleet procurement activities, contracts, vendor relationships, leases, warranties, and outside maintenance and repair services.
• Experience coordinating fleet modernization initiatives, including vehicle electrification, alternative fuels, telematics, or fleet management technologies.
• Experience interpreting and applying fleet-related regulatory requirements and maintaining compliance with applicable federal, state, and local regulations.
• Experience providing lead direction, coordinating technical or operational staff, or administering complex programs.
• Experience collaborating with diverse internal stakeholders and external partners to develop solutions, improve service delivery, and support organizational objectives.

Ideal Skills and Abilities:

• Strong program administration and organizational skills, with the ability to establish priorities, coordinate resources, and manage a complex agencywide program.
• Ability to develop and implement strategic fleet management plans that balance operational needs, financial stewardship, sustainability, and regulatory requirements.
• Strong analytical and problem-solving skills, including the ability to evaluate fleet performance data, identify trends, assess alternatives, and recommend practical solutions.
• Ability to develop, administer, and monitor complex budgets, evaluate fleet lifecycle costs, and identify opportunities for operational and financial efficiencies.
• Ability to effectively manage contracts, procurement activities, vendor performance, and competing operational priorities.
• Ability to coordinate organizational improvements and implement new technologies, processes, and initiatives that enhance fleet reliability and efficiency.
• Strong interpersonal, communication, and relationship-building skills, with the ability to collaborate effectively with employees, management, vendors, and regulatory agencies.
• Ability to prepare clear, concise, and comprehensive reports, presentations, policies, and recommendations for management and other stakeholders.
• Ability to exercise sound independent judgment, demonstrate initiative, and manage sensitive or complex operational matters.

Ideal Knowledge:

• Principles, practices, and emerging trends in comprehensive fleet management, including vehicle acquisition, assignment, utilization, preventive maintenance, replacement, and disposal.
• Fleet lifecycle management, total cost of ownership, capital replacement planning, budgeting, and financial analysis.
• Fleet electrification, alternative-fuel technologies, telematics, and strategies for improving operational efficiency and environmental sustainability.
• Applicable federal, state, and local fleet regulations, including CARB, DMV, DOT, EPA, air quality district, and vehicle emissions requirements.
• Principles and practices of public-sector procurement, contract administration, vendor management, and regulatory compliance.
• Fleet management information systems, asset management software, performance dashboards, and data analysis techniques used to monitor fleet operations.
• Principles of program administration, strategic planning, performance measurement, policy development, and continuous process improvement.
• Principles of lead direction, staff coordination, workload planning, and effective program management.
• Fleet safety practices, risk management, and operational standards related to vehicle reliability and regulatory compliance.

Ideal Training and Education:

Training:

Equivalent to a bachelors degree from an accredited college or university with major coursework in business administration or a related field.

Substitution:

Directly related experience may be substituted for the college requirement on the basis of one and one-half (1.5) years of experience for each one (1) year of education, up to a maximum of four (4) years.

Required License or Certificate

Possession of, or ability to obtain, an appropriate, valid California drivers license. Individuals who do not meet the drivers license requirement due to a disability will be considered for a reasonable accommodation on a case-by-case basis.

To review the Classification Specification, please click here

Equipment Management Unit (Position Code 750)

Valley Water Telework Program: Eligibility for telework will depend on the type of work performed, operational needs, and the ability for the employee to perform the essential functions of their job duties while teleworking. Employment with Valley Water requires employees to live within 150 miles of their primary physical work location located in San Jose, California by their start date.

This position requires the individual to be onsite and is typically not a teleworking position.

Selection Process

(1) The selection process may include one or more of the following: application review, application assessment, performance exercise, written exercise and/or interview.

(2) The Employment Application, Qualifying Information Questions and/or Supplemental Questions will be evaluated based on the ideal candidate criteria listed above. Resumes are highly recommended.

NOTE: Position and start date is subject to availability of funds. Valley Water retains the right to repost this position as deemed necessary.

Consideration may be given to existing applicant pools within the same classification.

Valley Waters Equal Opportunity Non-Discrimination Policy is available for review upon request.

Valley Water will make reasonable efforts in the examination process to accommodate persons with disabilities. Please advise Human Resources in advance of any special needs by calling 408-630-2260.

Please be aware that once submitted all application materials become the property of Valley Water and will not be returned. Human Resources staff are not authorized to make copies of application materials for applicants.

The Santa Clara Valley Water District, now known as Valley Water, offers a comprehensive benefit package including, vacation, holidays, and sick leave as well as medical, dental, vision, EAP, life and disability insurance. In addition, Valley Water participates in the California Public Employees Retirement System (PERS). To view a summary of benefits, click here

01

I acknowledge that I have entered my Work Experience and Education on the employment application, and I am aware these are required fields. If they are not completed, the application is considered incomplete, and I will be disqualified as an applicant for the position.

• Yes
• No

02

Please answer the supplemental questions thoroughly, clearly, and concisely as the responses provided (along with the application) will be carefully reviewed to determine which candidates will move forward in the recruitment process. Responses that refer to attachments (e.g., "see resume") will not be considered. Each question must be answered in full to ensure a fair and complete evaluation. I have read this information and am aware of the importance of responses to the supplemental questions.

• Yes
• No

03

What is the highest level of education you have completed? Please list the highest degree of education achieved.

04

How many years of professional experience do you have in fleet management, fleet operations, or a directly related program area?

• 0-6 years
• 6+ years or more

05

Do you have at least one year of experience planning, organizing, coordinating, and directing projects or programs, or experience serving as a recognized subject matter expert or advisor in the assigned program area?

• Yes
• No

06

Which of the following fleet management functions have you performed as part of your professional responsibilities? Select all that apply.

• Fleet lifecycle planning and vehicle replacement
• Fleet acquisition, procurement, or contract administration
• Fleet operating or capital budget management
• Regulatory compliance and reporting
• Fleet maintenance planning and operational coordination
• Fleet electrification or alternative-fuel initiatives
• Fleet performance analysis and process improvement
• None of the above

07

Describe your experience administering or managing a fleet management program. Include your involvement in fleet lifecycle planning, vehicle acquisition and replacement, budget management, and regulatory compliance. Provide specific examples of your responsibilities, actions taken, and results achieved.

08

Describe a specific example of how you evaluated and improved a fleet management program, operational process, or related initiative. Explain how you identified opportunities for improvement, analyzed performance data or costs, collaborated with stakeholders, and implemented solutions. What was the outcome?

09

Employment with Valley Water requires employees to take an Oath as a Disaster Service Worker within California and to live within 150 miles of Valley Water Headquarters in San Jose, California by the start date. Valley Water does not cover relocation costs. If you live further than 150 miles from Valley Water Headquarters, please discuss your willingness to relocate if offered the position. If this does not apply to you, write "N/A".

10

Please list the full name of the regular/permanent Valley Water employee who referred you to this position (only one name will be accepted, so if multiple are listed, the first name provided will be documented as the referring employee). If this does not apply to you, write "N/A".

Required Question

Employer Santa Clara Valley Water District (CA)

Address 5750 Almaden Expressway

San Jose, California, 95118

Phone 1-408-630-2260

Website https://www.valleywater.org