Fleet Management Specialist

Clarification from the agency

Current Smithsonian Institution Internal Employees/Agency Employees Only may apply including current Smithsonian Institution employees with Federal career/career-conditional status or eligibility. More than one selection may be made from this announcement.

The Fleet Management Specialist provides management operational support to the Smithsonian Transportation Program, including shuttle services, cargo transport, and special event support. 

In this position, you will:

• Assist with the intake, inspection, documentation, and maintenance scheduling of mobile assets. Maintain and update technical data in the Fleet Management Information System (FMIS); create and review service work orders; track vehicle accidents; conduct basic market research; and support the Mobile Asset Disposal Program.
• Assist in maintaining the accuracy, completeness, and integrity of fleet management data by entering, validating, updating, and reconciling information within the Fleet Management Information System (FMIS), Enterprise Resource Planning (ERP), and related systems.
• Assist with fleet operations by responding to stakeholder inquiries; administering the Fuel Card Program, including transaction reviews, telematics monitoring, and troubleshooting; reconciling invoices and processing payments; maintaining financial documentation; registering vehicles in GSA Fleet; and managing license plate inventory.
• Administer the Fuel Card Program by reviewing fuel transactions, validating telematics data, resolving discrepancies, troubleshooting service issues, and maintaining accurate records to ensure uninterrupted fuel access and compliance with agency policies.
• Participate in the preparation of technical content for presentations, quarterly Unit Mobile Asset Coordinator (UMAC) meetings, and fleet-related communications. Assist with maintaining fleet program web content and communicating policies, procedures, and operational guidance.

Conditions of employment

• Requires career/career-conditional status or eligibility.
• Males born after 12/31/59 must be registered with Selective Service.

Conditions of Employment

• Work is primarily sedentary with occasional walking, standing, or lifting of light materials. 
• Work is performed in an office setting with occasional visits to fleet lots. Normal safety precautions apply. 

Qualification requirements, including one year time-in-grade at the next lower grade level for promotion candidates, must be met within 30 days of the job announcement closing date. See the 'Required Documents' section for additional information.

For information on qualification requirements, see Qualification Standards Handbook for General Schedule Positions viewable on OPM Website.

Qualifications

Experience: You qualify for this position if you have one year of specialized experience equivalent to at least the GS-07 level in the Federal Service.  For this position, specialized experience is defined as assisting with mobile asset intake, inspection, and maintenance tracking; entering and verifying technical data within a Fleet Management Information System (FMIS) or equivalent asset management system; supporting fuel program operations (such as reviewing transactions or resolving fuel card issues); and processing acquisitions and routine vendor invoices/billing.

Your resume must be no more than two (2) pages and should clearly demonstrate how your experience aligns with the responsibilities and specialized experience required for this position. Do not copy language directly from the vacancy announcement, as you will be deemed ineligible for consideration. Instead, provide detailed, descriptive information about your actual experience.

Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religious; spiritual; community, student, social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience.

Part-time and/or unpaid experience related to this position will be considered to determine the total number of years and months of experience. Be sure to note the number of paid or unpaid hours worked each week.

Or Education: 

master's or equivalent graduate degree

or

2 full years of progressively higher-level graduate education leading to such a degree

or

LL.B. or J.D., if related

Special Instructions for Foreign Education: If you are qualifying by education and/or you have education completed in a foreign college/university described above, it is your responsibility to provide transcripts and proof of U.S. accreditation for foreign study. For instructions on where to fax these documents, see the "Required Documents" section of this announcement.

Or a Combination: Education and experience may be combined to meet the basic qualifications; For a full explanation of this option please see the Qualification Standards.

In an effort to streamline our hiring process, SI employees whose current position of record is in the same job series (0301) and who are in a Federal competitive service appointment as this advertised position, are not required to submit a transcript with your application package. However, if selected, you will be required to provide a copy of your transcript before your start date in the position.

Time-in-Grade Requirements: Under competitive merit promotion procedures, any individual who is currently holding, or who has held within the previous 52 weeks, a General Schedule position under a non-temporary appointment in the competitive or excepted service, must meet "time-in-grade" requirements (have served 52 weeks at the next lower grade of the grade for which you are applying).

How you will be evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

Your application will be evaluated first for the basic qualifications described above. The applications that meet the basic qualifications will be evaluated further against the following criteria:

1. Knowledge of fleet lifecycle processes to support asset intake, documentation, and disposal activities.
2. Knowledge of plain fleet registration procedures, license plate processes, and routine federal fleet requirements in order to assist with vehicle registration, maintain plate inventories, and prepare standard compliance reports.
3. Knowledge of administrative procedures and customer service practices to serve as a point of contact for customers, vendors, and coordinators.
4. Knowledge of fuel card program procedures and telematics data in order to review transactions, identify routine discrepancies, and resolve basic issues.
5. Knowledge of basic technical communication practices in order to assist in preparing clear and accurate content for presentations, quarterly meetings, and routine fleet related communications.

Important Note:

Your resume and supporting documentation will be compared to your responses to the occupational questionnaire or other assessment tool for consistency. If a determination is made that you have rated yourself higher than is supported by your resume, you will be assigned a rating commensurate to your described experience. Your resume should provide detailed information regarding how your education and experience relate to this position, including the major duties and qualifications criteria listed.

Your application package should include the following documents:

• Resume - Your resume can be uploaded and attached to your application or created using the USA Jobs on-line resume builder. Ensure your resume contains the job title (including the occupational series and grade if it is Federal), job-related qualifications, starting and ending dates (month and year), and hours worked per week, for each employment period. It is your responsibility to ensure all information is submitted. Failure to include this information may result in disqualification for the position.

  For assistance with creating a resume, please click USAJOBS Help Center - How do I write a resume for a federal job?

• Current and former employees MUST submit a copy of their Standard Form (SF)-50, “Notice of Personnel Action,” that indicates proof of status and time-in-grade eligibility. SI Trust employees are ineligible for Merit Promotion consideration unless you submit a Standard Form (SF) - 50, "Notice of Personnel Action", that indicates proof you previously held a 'status' position and proof of time-in-grade.  The SF-50 must include your position title, series, grade, step, salary, type of service (competitive or excepted in block 34), and tenure (1 or 2 in block 24). Please provide a SF-50 that shows the length of time you have been in your current/highest grade level.  Examples of appropriate SF50s include: Appointments, Reassignments, Within-grade/range increases or Promotion actions.  NOTE: Pay adjustments and award SF-50s do not include the length of time in your current position, therefore, they are NOT acceptable SF-50’s on their own. You may need to provide more than one SF-50. Failure to provide the appropriate SF-50(s) may prevent you from receiving consideration for this position.

• Unofficial school transcripts, if the position has an education requirement or if you are using education to qualify. If selected for the position, you must provide an official transcript before appointment.
• Proof of U.S. accreditation for foreign study, if applicable.

Next steps