Fleet Specification Analyst (Fleet Specification Writer)

Department: General Services Department Salary: $31.20 - $44.84 Commensurate with Experience Welcome to the City of Charlotte Charlotte is America’s Queen City, opening her arms to a diverse and inclusive community of residents, businesses and visitors alike. Here you will find a safe, family-oriented city where people work together to help everyone thrive. The mission of the City of Charlotte is to deliver quality public services and promote the safety, health, and quality of life for all residents. Our guiding principles include: Attracting and retaining a skilled and diverse workforce Valuing teamwork, openness, accountability, productivity, and employee development Providing all customers with courteous, responsive, accessible, and seamless quality services Taking initiative to identify, analyze, and solve problems Collaborating with stakeholders to make informed decisions SUMMARY The Fleet Specification Analyst is responsible for developing, managing, and maintaining technical specifications for vehicles and equipment purchased by the organization. This role supports Fleet Management, Procurement, user departments, and vendors throughout the entire equipment lifecycle—from planning and specification development through ordering, delivery, inspection, and replacement. The position requires strong analytical skills, technical knowledge of fleet equipment, and the ability to coordinate across multiple internal and external stakeholders. Major Duties and Responsibilities: Technical Specification Development & Purchasing Support Prepare detailed written specifications for fleet vehicles, heavy equipment, and specialized equipment. Develop informal RFQs, ITB specifications, contract documents, VEAs, and supporting materials. Participate in specification and purchasing of municipal equipment for all City and Mecklenburg County departments. Solicit price quotes, research equipment data, and evaluate supplier offerings. Review industry trends to identify new equipment, service improvements, and vendor capabilities. Assist in evaluating CICO (Change In Capital Outlay) requests and updating annual replacement cost models. Department & Stakeholder Coordination Communicate daily with departmental liaisons regarding work in progress, future, and completed vehicle orders. Meet with user departments to determine operational requirements, reliability expectations, usage patterns, and replacement planning. Work with CDC internal ordering staff on finance, contracts, deliveries, and process improvements. Attend recurring meetings to support department procurement needs. Order Management & Production Tracking Check and manage order queues, requisitions, ETAs, order window openings and closings. Identify and source “on the lot” vehicles when urgent needs arise. Coordinate with Service Order Specialist for inbound vehicles needing upfitting or additional work. Maintain spreadsheets and reports related to fleet ordering and production status. Vehicle Delivery, Inspection & Issue Resolution Inspect and evaluate equipment upon receipt to ensure compliance with specifications. Work outside as needed to check in and park incoming vehicles. Work with vendors when equipment arrives with damage or discrepancies. Clear delivered orders and update supporting documentation. Vendor & Manufacturer Relations Maintain regular communication with manufacturer representatives. Attend vendor meetings, conferences, equipment shows, and facility tours to evaluate products and vendor capacity. Assist vendors with registration, bid preparation, and RFQ participation. Organizational Support Activities Assist departments with cooperative contract review forms, RCA support, and equipment purchasing strategies. Complete sole source justification forms where required. Support annual replacement meetings and capital planning for all departments. Knowledge, Skills & Abilities Ability to perform purchasing, specification writing, and technical analys…

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