Service Advisor & Parts Associate

Service Advisor and Parts Associate
(8208A1 - Administrative Associate 1)
Parking and Transportation Services
University of Minnesota

Background
Parking and Transportation Services is a self-supporting unit of the University of Minnesota within Auxiliary Services. The department is responsible for the administration, operation and maintenance of reliable and efficient transportation services on the Twin Cities campus including transit, parking, fleet, streets, walkways and way-finding. PTS supports alternatives to the single-occupant vehicle and promotes programs to encourage the University community to walk, bike, and carpool or take the bus. The department handles compliance documentation for all University vehicles or licensed equipment and administers the fuel credit card, vehicle insurance and safety, and employee driver training programs.
PTS Mission
Facilitating safe and effective integrated transportation systems that provide services for pedestrians, bicycles, transit and vehicles.
Responsibilities

50% Shop Administration
* Administers Fleet Shop scheduling of work requests and inquiries related to:
General repair and maintenance
Preventative maintenance
Vehicle inspections for University vehicles
Vehicle recall work with an emphasis on prioritizing safety-related recalls
* Creates Work Orders to document shop technician work
* Provides both in-person and remote customer service for all Fleet vehicle-related issues including, but not limited to:
Maintenance
Fuel
Emergency roadside assistance
Deal effectively with difficult customers to resolve problems. Work to find the best solution for customers or direct them to appropriate personnel or resources.
* Operates and effectively uses the department's technology including, FASTER Asset Solutions, Ekos - fuel management software, Google applications, Windows operating system, MS Office, and other systems.
* Looks for ways to improve efficiency and service levels and make recommendations for changes in policies and/or operating procedures as needed.
* Assists Shop Manager with the acquisition and liquidation process for University vehicles
Assists with vehicle acquisition process
Assists with vehicle liquidation process
Coordinates and communicates with University departments, and outside vendors as requested throughout the processes
* Assumes Fleet Services Shop Manager duties in their absence
Coordinates with customers to repair University vehicles in a timely and efficient manner.
Coordinates with technicians to accurately translate customer concerns into repairs needed.
Determines when incoming repairs should be sublet and to whom
* Other duties as assigned

20% Shop Inventory Administration
* Responsible for maintaining parts inventory for Twin Cities shop
Follow procedures to ensure timely delivery parts.
Balance the needs of availability, cost, and time.
Use discretion to get parts from a variety of vendors and find new vendors.
* Ensures accuracy of inventory management system by:
Entering accurate invoices and parts into inventory system

15% Fuel Administration
Support Fleet Services Shop Manager in tracking use of onsite and offsite fuel
* Assist Shop Manager in tracking and ordering fuel when necessary
Tracks use of fuel dispensed on Twin Cities campus
Verifies that all transactions are uploaded correctly and corrects improper mileage readings.
Orders fuel credit cards and track purchases for departments.
Monitors off-site fuel purchases nationwide.
Works with departments to track errors or problems with credit cards.
Investigates and corrects possible inappropriate fuel system/fuel card usage.
Reviews fuel uploads and directs the accounting department on discrepancies.
Ensures that campus fuel islands have adequate supplies of fuel and that fuel tanks are never empty.
* Work with Fleet Administrator to reconcile monthly parts inventory and tank inspection
* Administers fuel contract to ensure proper quantities are ordered to meet contractual obligations

15% Fleet Services Fleet Management and Finance Support Systems
Act as one of the subject matter experts on the fleet management information system
Develops and maintains processes and guidelines, procedures in using the fleet management information system
Develops and maintains training for the fleet management information system
Responsible for review of fleet processes and modifications
Prepares and reviews purchasing requisition requests and receives vendor payments for accuracy and compliance to applicable policies and procedures for Finance department

Work Environment
Work is performed in both a shop and field environment. This position may be exposed to hazardous conditions where hearing and visual protection may be required.

Classification #: 8208A1
Salary Range: C6 / 118
Status: Nonexempt
Last Revision: 10/2024

Minimum Qualifications
BA/BS or a combination of related education and work experience to equal four years; applies knowledge and skill to a recurring task or activity with emphasis typically on precision and timeliness of execution.
Computer experience required.

Preferred Qualifications
Two years of automotive background.
Knowledge of automotive systems and equipment, preventative maintenance principles and practices, service delivery methods, and utilization principles.
Knowledge of computerized maintenance systems and Microsoft Office products.

Working at the University

At the University of Minnesota, you'll find a flexible work environment and supportive colleagues who are interested in lifelong learning. We prioritize work-life balance, allowing you to invest in the future of your career and in your life outside of work.

The University also offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost

Please visit the Office of Human Resources website for more information regarding benefits.

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).