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Fleet Administrative Coordinator (Certified PENNDOT Card Agent)

22nd Century Technologies, Inc.
Pay Rate: :$26/hr. on w2
United States, Pennsylvania, Philadelphia
Jan 23, 2026
Job Title: Fleet Administrative Coordinator (Certified PENNDOT Card Agent) Duration: 6 months Location: Philadelphia PA 19124 Pay Rate: :$26/hr. on w2 without benefits Shift: M-F 8am-5pm Role & Responsibilities: The Fleet Administrative Coordinator serves as a Notary Public and PA DOT Card Agent and has sole responsibility for the administration, processing, and issuance responsibilities of vehicular documentation and registrations with the DMV. They also support the Manager, Fleet Operations, by performing a variety of administrative and secretarial functions, maintain confidential information, and performing special projects. They may provide clerical support to other department staff, as directed. Prepares, generates, distributes regular and ad-hoc reports utilizing spreadsheet, project management and/or database programs. Assist in software and database management in Fleet's systems - M5 and GPS - including but not limited to maintaining accurate administrative records such as vehicle year, make, model, VIN, department assignment, and other identifying data. Provides confidential support to Fleet Operations Management. Maintains corporate Fleet licenses and permits with PENNDOT and the City of Philadelphia and annual USDOE reports. Prepares and executes PA Department of Motor Vehicle (DMV) documents - DMV Card Agent. Serves as department's Notary Public. Travels to Harrisburg regularly to deliver, process, and receive documentation of vehicle registration and ownership Maintain 141's and various employee reports and record information. Performs a variety of accounting related functions including but not limited to processing vendor invoices, subscriptions and professional memberships applications/renewals, assisting in the preparation of accounting information for budget reporting, inputing weekly payroll and time reporting and processing expense reports. Maintains departmental files of all activities (e.g., employee attendance, memos, policies and procedures, invoices, requisitions, etc.). Greets visitors, receives incoming phone calls; answers routine inquiries and forwards non-routine requests to appropriate staff. Coordinates daily schedules including meetings, time-off, etc; makes travel arrangements using pre-established guidelines. Receives, separates, screens and distributes departmental incoming mail and correspondence. Composes routine correspondence and documents including but not limited to letters, memos, reports, presentations, office forms, modifications to vehicle specifications, etc; takes staff meeting minutes and distributes. Maintains adequate levels of office supplies; ensures that office equipment is functioning properly, coordinates repairs. Attends departmental staff meetings to record and distribute minutes to all attendees. Performs internal audits of processes and procedures in Supply Chain department to ensure staff are performing duties in accordance with established standards. Coordinates the onboarding of new employees. Performs other special projects and assignments as directed. Required Skills: Highschool Diploma or GED Must be certified PENNDOT Card Agent Must be a PA Notary Public Required Qualifications: High School Diploma/GED and/or certification in Office Practices or Secretarial Sciences preferred. Must be a certified PENNDOT Card Agent. Must be a Pennsylvania Notary Public. 2 to 4 years general office practices preferably in a utility services environment or PA tag/title agency. Must have mathematical/problem solving skills with the ability to apply learned mathematical skills to business processes in order to process purchase orders, review budget information, etc. Must be well-organized with the ability to work with multiple managers and varying projects while meeting established timelines. Must have knowledge of general office procedures, systems and terminology such as word processing, managing files and records, faxing, copying, scheduling, e-mail, etc. Must have verbal and written communication skills, ability to speak clearly and communicate information and ideas effectively in writing. Must have documentation/recordkeeping skills, able to compile, produce, review and enter various data manually and electronically. Must have a customer-service oriented approach to taking on daily tasks and personal interactions. Must be proficient in the use of Microsoft Office, Outlook, etc.