Administrative Clerk Job Description printable pdf download

POSITION: ADMINISTRATIVE CLERK (MOTOR POOL)

BASIC FUNCTION OF POSITION

The incumbent supports the Motor Pool and Auto Shop sections by tracking vehicle information

including mileage, fuel use, vehicle inventory online, and all maintenance and repair

requirements, progress, and documentation. (S)he works under the direct supervision of the

GSO Motor Pool Supervisor.

MAJOR DUTIES AND RESPONSIBILITIES

Record keeping and reporting – 90% of time

Vehicle Usage: Compiles data from vehicle trip logs and enters it into ILMS to ensure that all

travel is accounted for. Ensures that trips are correctly categorized as other authorized use or

official business, according to Post Motor Vehicle Policy. Reviews odometer readings, trip logs,

and known mileage to ensure accuracy of trip logs and to detect any unauthorized use of GOVs.

Advises Motor Pool Supervisor and GSO of vehicle usage on a regular basis. Prepares and

verifies monthly reports on other authorized use of official vehicles by individual employees and

furnishes to GSO for approval on a timely basis.

Vehicle Documentation: Maintains vehicle files for each Government-owned vehicle in

inventory. Prepares and submits annual ILMS report on mileage, cost of parts, fuel, and repairs

on each GOV in inventory per Washington MV requirements. Receives paperwork from

Procurement and/or Shipping regarding incoming GOVs and POVs. Manages paperwork process

for sale of POVs and GOVs, including transfer of ownership, cancellation of insurance, and

removal of license plates.

Insurance: Ensures that all GOVs are properly insured at all times. Works with shipping and

procurement to renew insurance. Works with drivers and insurance company to complete and file

all necessary paperwork in the event of a vehicle mishap. Follows up with insurance company to

obtain reimbursement of claims.

Fuel Consumption: Works with warehouse to maintain log of fuel truck deliveries and fuel

coupon use. Advises Motor Pool Supervisor of fuel consumption on a regular basis.

Vehicle Maintenance and Repair: Maintains records and prepares reports on various aspects of

maintenance and repair in general and for each vehicle in inventory. Schedules vehicles for

routine maintenance after ensuring that all required parts are available. Ensures that accident

reports are completed correctly within two working days and attached to repair requests. Ensures

that all maintenance and repair costs are properly recorded in ILMS.

Inventory and Spare Parts: Maintains inventory records for automotive tools, equipment, and

supplies. Maintains required spare parts for all GOVs including ICASS, Program, MSG, and

Administrative Clerk Job Description