Manager-Vehicle Fleet Operations

Job ID: 7921

Business Unit: Long Island Rail Road

Location: Jamaica, NY, United States

Regular/Temporary: Regular

Department:

Date Posted: Jun 27, 2024

Description

Title: Manager – Vehicle Fleet Operations

Department: Engineering

Post Date: 06/27/2024

Close Date: 07/11/2024

Hay Point Evaluation: 634

Salary Range: $93,151- $122,261

Position Classification: Safety Sensitive

Location: Queens

Reports To: Sr. Mgr. – Vehicle Fleet Operations

This is a Non-Represented Position.

Please note that this position has been designated as a “Policy Maker” pursuant to the New York State Public Officers Law & the MTA Code of Ethics. As such, you will be required to complete a Financial Disclosure Statement that will be provided to you by the New York State Joint Commission on Public Ethics.

This position is eligible for telework which is currently one day per week. New hires are eligible to apply 30 days after their effective date of hire.

SUMMARY

This position is responsible for managing the LIRR’s vehicle fleet and for ensuring the vehicle needs of the user departments are met. Responsibilities include the development, implementation, and management of a vehicle/equipment preventative maintenance program; overseeing and approving new vehicle specifications; decommission of vehicles; acquisition of new vehicles; overseeing DOT compliance/reporting as related to the fleet; managing section budget. Responsible for managing and tracking the procurement process for new vehicles, rentals, leases, and fuel. This position will assist the Sr. Manager-Vehicle Fleet Operations in developing forecasts and annual budgets for the Fleet Group. Additional responsibilities include the development/review of cost benefit analyses covering such areas as buy vs. lease, use temporary vehicles, etc. Develop short, intermediate, and long-term strategies for vehicle use. The incumbent will be responsible for developing short, intermediate, and long-term strategies for vehicle use and for developing and maintaining effective working relationships with outside vendors and service providers. Oversee the administration of the Automated Vehicle Location and Monitoring (AVLM) and License Monitoring (LMI) functions and ensure accurate reports are provided to applicable areas.

RESPONSIBILITIES

Responsibilities may include but are not limited to:

• Manage the development and preparation of vehicle specifications to facilitate the purchase of specialized vehicles utilized to perform a wide variety of railroad specific functions (i.e., Track equipment).

• Modify specifications to accommodate new work practices and train designs. Recommend new safety features as appropriate and ensure all environmental regulations are followed for transportation of hazardous materials.

• Conduct vendor site visits during vehicle construction to ensure that the positioning of auxiliary equipment meets field needs, that the equipment follows the written specs, and that all necessary safety devices and equipment are in place. Provide field supervision for the monitoring and observation of repairs at the contractor’s repairs facility, and on-site operating instructions for crews when necessary.

• Manage and control the processing and tracking of purchasing requisitions for Fleet including their review for validity and accuracy, coordinating the requisitions with Procurement to ensure that ordered material matches departmental requirements. Liaison with vendor for all Fleet Procurement.

• Verify and track all monthly expenses for leases and rentals and maintenance contracts. Prepare monthly and quarterly reports of actuals against budget. Assist the Sr. Manager Fleet Operations in developing annual budget for the Fleet group.

• Manage the annual GASCARD fuel program for all Operating department’s usage. Produce monthly reports, and monitor usage, review fuel procurement activities, etc. per LIRR policy and report any misuses.

• Manage fuel system by analyzing transactions, identifying irregular transactions. Create and maintain database to track all Fuel Cards and users.

• Represent LIRR on related committees, i.e., the MTA Risk Management All-Agency Vehicle Safety Committee. Member of the LIRR Accident Review Committee, Driver Review Committee and the Corporate Safety Department Vehicle Safety Committee, all-agency alternate fuel Committee.

• Act as LIRR liaison with the NYC /Long Island parking, Bus Lane, and red-light Violations.

• Analyze vehicle downtime and Out-of-Service Reporting. Authorize and schedule preventive maintenance and unplanned maintenance for all vehicles, arranging for towing and technical assistance on a 24/7 basis, provide service histories for accident investigations. Monitor multi-million-dollar vehicle maintenance and tire contracts. Handle warranty related vehicle claims.

• Notify Corporate Safety and/or User Department of any vehicle misuse or abuse. Identify scrap and obsolete vehicles and equipment and coordinate the timely sale to insure items are disposed of in accordance with established MTA policies.

• Coordinate and track the procurement of vehicles using OFC and operating budget funds to meet the vehicle needs of User Departments. This requires close coordination and communication with the user Department supervision, field representatives, and Procurement personnel, Safety Department and with equipment vendors to ensure the best interests of all are agreed upon.

• Report required data/information to Accounting, MTA Risk Management, and Stations regarding IRS regulations, insurance regulations, claims, employee expense reports, etc.

• Administer related LIRR Policies and Procedures on Vehicle Safety, GASCARD, EZ Pass, vehicle assignments, additional vehicle requests etc. Revise, update policies as necessary.

• Produce and distribute EZ-Pass monthly statements to Departments. Liaison with E-Z Pass Authority for LIRR related issues.

• Implement change or make recommendations to Senior Management on cost saving measures concerning, among other things, types of vehicles purchased, service intervals and options for vehicle maintenance, etc. Review invoices from vendor; conduct regular in-depth inventory of fleet. Establish and maintain hierarchy of fleet users.

• Oversee the administration of the Automated Vehicle Location and Monitoring (AVLM) and License Monitoring (LMI) functions and ensure accurate reports are provided to applicable areas.

• Present accurate and complete records of a vehicles planned and unplanned maintenance work for legal court proceedings. All other assignments and special projects as directed by the Senior Management.

• Administer Motor Vehicle titles and Registration: Liaison with NYS Department of Motor Vehicles to ensure compliance with registration, laws, and directives. Maintain NYS Titles for all LIRR Motor Vehicles and prepare for relinquishment as necessary. Register all new vehicles upon delivery to the LIRR. Coordinate process with vendor when purchasing new vehicles and review documents ensuring all necessary paperwork is processed upon delivery.

• Act as liaison with LIRR Motor GPS Vehicle Database vendor concerning all maintenance and upkeep of system. Point of contact to address verifications from internal and external inquiries. Develops and supply reports as needed.

• Select, develop, and motivate personnel within the department. Provide career development for subordinates. Provide prompt and effective coaching and counseling. Responsible for discipline/termination of employees when necessary. Review direct reports and approve performance appraisals. Promote safe work practices and provide safe working conditions. Create a professional environment that respects individual differences and enables all employees to develop and contribute to their full potential.

• Promote safe work practices and provide safe working conditions. Ensure a safe working environment and adherence to guidelines of company safety policies and procedures. Lead by example.

  QUALIFICATIONS

  A)

• Bachelor’s degree in business or related field. Demonstrated, directly related, equivalent experience and education may be considered in lieu of the degree, subject to approval.

• Strong data management skills and the ability to collect and analyze data.

• Business administration skills, including the ability to provide written reports, presentations, and analysis reports.

• Effective interpersonal, oral communication, writing and analytical skills.

• Experience supervising employees in a similar vehicle fleet operation or related area.

• Strong computer skills, including proficiency with Microsoft Office Suite and fleet maintenance software.

• Effective judgement and decision-making skills with a high degree of professional integrity and ethics.

• Superior ability to pay attention to details and be thorough in completing work tasks.

• Valid driver’s license

  B)

• Master’s degree in engineering, Business, or related field.

• Experience in the public sector and transportation field.

• Working knowledge of all related local, State and Federal statutes, laws and regulations that govern drivers, fleet vehicle operations and HAZMAT transportation.

• Working knowledge of vehicle related OSHA and ANSI (American National Standards Institute) safety regulations applicable to cranes, aerial devices, and vehicle size & weight restrictions (or similar types of equipment).

• Experience writing specialized vehicle specifications.

  OTHER INFORMATION

  In addition to meeting the minimum requirements of the position, the selection process may include, but is not limited to, a pre-screening. assessment (i.e., physical, written and/ or practical evaluation) and interview. Candidates forfeit further consideration in the process if they fail to participate in any step of the process when scheduled. Make up dates/times will not be given. In addition, LIRR employee applicants must be in their current position for the 12 months immediately preceding the close date of this posting and must possess a satisfactory work. history, including attendance and discipline record. A record of more than ten sick days without medical documentation in two of the last three years is considered unsatisfactory attendance. Not all qualified applicants are guaranteed an interview due to the competitive selection. process. A medical examination and safety sensitive drug/alcohol test may also be required.

  EQUAL EMPLOYMENT OPPORTUNITY

  MTA and its subsidiary and affiliated agencies are Equal Opportunity Employers, including with respect to veteran status and individuals with disabilities.

  The MTA encourages qualified applicants from diverse backgrounds, experiences, and abilities, including military service members, to apply.