The Maintenance Planner (exact title TBD) will play a critical role in optimizing the performance and efficiency of LTD's Fleet Maintenance operations with the primary goal of improving fleet management efficiency, reducing costs, and enhancing productivity by analyzing data, identifying areas for improvement, and implementing data-driven solutions. This will involve collecting, analyzing, and interpreting data related to vehicle utilization, maintenance, and other key performance indicators (KPIs).

This role is responsible for analyzing and improving processes, while also leveraging the technological capabilities within Fleet Maintenance. This includes defining and documenting Fleet Maintenance business functions and processes, conducting workflow and interface analyses, designing and developing customized reports and queries, and testing and implementing processes for upgrades and conversions.

Collaborating closely with departmental end-users, IT, and BI, this position will ensure that our fleet management systems align with best practices and operational goals.

Essential Duties & Responsibilities

• Fleet and Lifecycle Management: Provide insights on vehicle utilization, maintenance schedules, and lifecycle management. Analyze fleet performance data to identify trends, inefficiencies, and areas for improvement. Monitor key performance indicators (KPIs) related to fleet operations and report findings to management.
• Prepare System Documentation. Draft technical system analysis and flow documentation, conduct interface, gap, Quality Assurance and cost/benefit analysis, and document findings.
• Process Documentation and Improvement: Assist in documenting policies, procedures, and processes. Analyze work procedures and processes, research best practices, evaluate needs, and make suggestions for improvements and efficiencies.

• Collaborate Across Departments: Act as a liaison between departmental end-users and information technology analysts in functional analysis, design, configuration, testing, and maintenance of applications to ensure optimal system performance. Participate in cross-functional teams to align fleet strategies with organizational goals.
• Define System Requirements: Define and document Fleet Maintenance functions and processes; conduct workflow analysis, data conversion, develop, and make recommendations for maintenance process changes.
• Perform Systems Administration. Identify system inefficiencies. Ensure data integrity while utilizing database queries and auditing data inputs. Analyze and test proposed operational changes before implementation. Customize reports by adding or modifying fields and screens. Research and provide feedback on trends, patterns, and utilization of Fleet Maintenance systems.
• Reporting and Dashboards: Document tables and data used in the preparation of reports and queries; develop data dictionaries, data models, and other data management tools. Develop and maintain dashboards and reports to visualize fleet metrics.
• Create user instructions and training materials: Develop and update training materials and guidelines on system changes, enhancements, and updates on system changes and process enhancements. Communicate with stakeholders on system processes, applications, and modifications.
• Regulatory Compliance: Ensuring adherence to relevant local, state, and federal regulations and maintaining accurate records for vehicle inspections, licensing, insurance and warranty administration.
• Maintain an organized system, ensuring documents, data, and records are accurate, updated, and accessible to appropriate users, while protecting confidential information as necessary.
• Partners with other departments on special projects as related to assigned duties.
• Collaborate with the EAM Developer to design and implement EAM solutions for fleet management.
• Conduct regular quality assurance audits of fleet data for accuracy and compliance.
• Perform other duties as assigned.
• Stay updated on industry trends, technologies, and regulatory requirements affecting fleet management.

Supervisory Responsibilities

• This position does not supervise others.

Fiscal Responsibility

• Position does not have direct financial authority.

Minimum Qualifications

Required Education and Experience

A Bachelor's degree in a related field such as Business Administration, Logistics, Supply Chain Management, or Quality Control, or equivalent experience and skills. Experience in Public Transit Fleet Maintenance is preferred.

Competencies for Successful Performance of Job Duties

Skills:

• Proficiency in Microsoft Office, particularly Excel
• Familiarity with specific fleet management software, EAM experience preferred
• Excellent communication and report writing skills
• Experience with policy and process documentation
• Understanding of FTA and Oregon Department of Transportation Regulations
• Understanding of fleet maintenance shop operations preferred
• Microsoft Office Suite-Outlook, Word, Excel, PowerPoint, SharePoint, Visio
• Document management software-ORMS

Ability to:

• Perform recurring routine work with regular supervision and generally function from a set of instructions or written procedures. Incumbents occasionally encounter some variations from the norm and are encouraged to suggest ways for handling these, but are not granted the latitude to take final action.
• Communicate inside and/or outside the organization to exchange factual information that can involve explaining policies, procedures, services, and options.

Position Type and Expected Hours of Work

• Work is normally performed in an office environment. Will sometimes be required to work and/or attend meetings or events in public and at all LTD locations.
• Monday through Friday 8am until 5pm, with some flexibility available with approval.
• Occasional abnormal hours are expected and required for specific events and to reach all employees.

Travel

• Travel within the metropolitan area is required.
• Occasional travel outside of the region may be required.

Working Conditions & Physical Demands

• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Human Collaboration & Job Impact

• Communications and discussions result in decisions regarding policy development and implementation. Interaction with others outside the organization requires exercising participative management skills that support team efforts and quality processes. The impact the job has on LTD is significant in terms of time, money, or public/employee relations.