Assistant Staff Specialist/Vehicle Maintenance Assistant (A-4)

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The Facilities & Operations (F&O) Directorate’s mission is to enable great science. The Guest Services Division provides services that support and assist the world-class scientific research performed at Brookhaven National Laboratory. Guest Services are available to all Brookhaven Divisions, Departments, guests, users, and visiting researchers.

Brookhaven National Laboratory’s Facilities & Operations (F&O) Directorate seeks an Assistant Staff Specialist. This position reports to the Motor Pool Supervisor of the Guest Services Division and provides support to the Motor Pool and Fleet Services.

Guest Services (SS) Division operates and maintains BNL’s:

• Conference and Meeting Services
• Mail Pick-up and Delivery
• Housing/Residential Services
• Fleet Services
• Motor Pool
• Transportation Services
• Contracted Services (oversight)
• Food Services
• United States Post Office
• Vending Services- NYS Commission of the Blind

Position Description

The Assistant Staff Specialist/Vehicle Maintenance Assistant will support Motor Pool and Fleet Services in ensuring government fleet follows proper maintenance schedule, accident repairs, car washing, and day to day handling of customer service requests and issues.  This role will be working 50% with Motor Pool and 50% Fleet Services.    

Essential Duties and Responsibilities:

• Perform routine administrative tasks to include, scheduling meetings for Motor Pool Supervisor, greeting customers, fielding telephone calls and maintenance of records
• Order just-in-time inventory.
• Ensure customer satisfaction and resolve customer service issues.
• Manage Geotab vehicle GPS alerts.
• Call in maintenance and repairs approvals with GSA and manage tracking of approvals.
• Gather, analyze data, and prepare reports to assist management in decisions regarding assignments, use, and budget requirements for vehicles.
• Manage body damage repairs on government vehicles including pictures, police reports, repair completion, etc.
• Track, manage, and communicate on-site car washes for government fleet.
• Perform “spot checks” on government vehicles to comply with GSA/DOE policies.
• Prepares formal documents and correspondence using Microsoft Teams, Excel, Adobe, and fleet management software.
• Maintain daily, weekly, and monthly fuel reports and fuel ordering of BioDiesel, E85 and Unleaded fuel.
• Works with both internal and external vendors to get vehicles repaired.
• Works as directed to provide support to Fleet Services and Motor Pool.

• Maintain awareness of environmental impact of work and apply pollution prevention and waste minimization techniques.
• Identify potential hazards, environmental concerns, and unsafe conditions or practices in work or at work site and implement or suggest controls to minimize risk.
• Regular 8-hour shifts between 7 AM and 5 PM, with changes as needed. 
• Flexible schedule, including occasional nights and weekends.
• Comply with Laboratory policies, standards, and procedures, and regulatory requirements.

Required Knowledge, Skills, and Abilities:

• Bachelor’s degree in a related business field, or equivalent experience generally based on 2:1 (experience: college) years.
• Intermediate-expert proficiency in MS Word, Excel, Outlook and Teams.
• Proven ability to work independently and also function effectively as a team member to find creative solutions for difficult problems.
• Proven ability to work in collaborative, team-oriented environment.
• Excellent verbal and written communication skills, organization, and time-management.
• Able to work effectively under short timelines to meet deadlines while balancing multiple priorities while being flexible and agile.
• Excellent customer service skills.
• Ability to maintain professionalism in all aspects of communication with vendors.
• Prior dispatching, scheduling and/or reservationist job experience.
• Intermediate knowledge of Low-Speed Vehicle, automotive, light duty, medium duty and heavy duty truck in relation to ordering parts, car repair, ability to communicate diagnostics and mechanical vehicle issues.
• Strong communication skills interacting at multiple levels including trades, customers and team members.
• Ability to perform