The Operational Services Division (OSD) is an oversight agency of the Commonwealth of Massachusetts within the Executive Office for Administration and Finance. OSD’s primary focus is to help our government buyers and business customers succeed in meeting their goals by providing outstanding customer service, competent advice and guidance, and high-quality products and services that exceed the expectations of those we serve.

Join our Dynamic Team

OSD's diverse team of 150 professionals is transforming the way government operates. Our hybrid work environment fosters creativity and collaboration, allowing us to deliver cutting-edge solutions in fleet management, category management, print and mail, surplus property, and more. Join us and make a lasting impact. Under the supervision of the Director of Fleet Policy and Administration within the Office of Vehicle Management (OVM), the Fleet Acquisition and System Manager will be responsible for strategically managing the acquisition of vehicles for Executive Branch agencies and overseeing the Fleet Management Information System (FMIS) which is the repository OVM’s fleet data. This role involves structuring and continuously improving vehicle acquisition programs and processes, ensuring policy compliance, and assisting agencies in meeting the Commonwealth’s carbon reduction goals. The Fleet Acquisition and System Manager will also oversee applicable vendor relationships, ensure data accuracy, and develop critical financial models and reports. This position exercises functional supervision over the Fleet Acquisition Specialist to support the overarching needs of the vehicle acquisition program.

Key Responsibilities:

Develop, implement, and continuously enhance strategic vehicle acquisition processes for the OVM light and medium-duty fleets. Focusing on maximization of cost efficiency and ensuring complete compliance for a program managing approximately $30 million in annual vehicle purchasesManage the Leased Electric Vehicle Inventory (LEVI) program, including specifications, ordering, grant applications, and reservation management.Oversee the complete cycle of vehicle invoice processing, including receipt and review. Ensure all payments are submitted to the Finance Unit timely to leverage valuable prompt pay discounts and optimize cost savings.Create and maintain a leased vehicle database and disseminate lease documentation to agencies and OSD stakeholders. Develop and update the Total Cost of Ownership (TCO) model to be used in determining monthly lease rates.Collaborate with Agency Fleet Managers, providing instruction on state vehicle purchase contracts and quoting processes for direct agency acquisitions.Review vehicle requests for compliance with OVM Policy, program terms, state contracts, and ensuring adherence to the EV Planning Acquisition Policy.Provide proactive replacement recommendations to Fleet Managers based on vehicle data.Assist departments with understanding OSD’s acquisition program and preparing accurate vehicle requests.Track vehicle acquisitions with dealers to maintain accurate status records.Manage the vendor relationship with the FMIS provider to ensure adherence with current contract and Statement of Work (SOW) terms.Manage FMIS implementations, upgrades, and/or transfers.Review and ensure the accuracy of data within the fleet inventory system. Support the Reporting Analyst in creating, updating, and automating reports for FMIS end users.Participate in the FMIS training of new Agency Fleet Managers and technicians.Update and maintain a Chargeback Rate Model for the annual OVM Fee.Provide monthly repayment amounts for leased vehicles to the OSD Finance unit and report on leased asset acquisitions for debt service calculations.Review and vet monthly and/or annual invoices from the FMIS vendor for appropriateness and forward timely to the Finance Unit for processing .Assist the Benchmarking Reporting Analyst in coordinating and developing content for three OVM Quarterly Outreach meetings and one OVM Fleet Day.Supervise the Fleet Acquisition Specialist, ensuring they meet performance expectations, addressing concerns, and providing mentorship.

Skills:

Strong understanding of supervisory principles, team building, and consensus-building techniques.Demonstrated ability to analyze data, draw conclusions, and make recommendations.Proficient in Microsoft Excel, with the ability to analyze vehicle data from multiple reports.Exceptional customer service skills.Demonstrated analytical and problem-solving abilities.Excellent communication skills, with the ability to interact effectively across all levels and agencies.Proficiency in Microsoft Office Suite (Word, Excel, Access).

Preferred Qualifications:

In-depth understanding of the Fleet and Automotive Industry.Comprehensive knowledge of leasing and contract management principles and practices.Strong organizational skills and ability to maintain accurate vehicle records and lease agreements.Experience working with Fleet Management Information Systems (FMIS); prior experience with fleet SaaS systems is a plus.Understanding of Total Cost of Ownership (TCO) and Chargeback models.Understanding vehicle ordering cycles directly with Original Equipment Manufacturers.Knowledge of fuel efficiency standards and the benefits of alternative fuel vehicles.Experience developing fleet policies and procedures, including vehicle acquisition programs.Demonstrated success in managing a fleet or fleet program.Experience with vehicle quote review, approval, and payment administration.Understanding of OVM and/or general fleet policy frameworks.Hands-on experience with Fleet Management Information Systems (FMIS).Proficiency in using e-procurement platforms.Possession of relevant fleet-specific certifications (e.g., CFE, CAFM, CAFS).

Candidates should submit a resume and cover letter outlining the experience and interest in the position.

The Operational Services Division values staff diversity and contributions to an inclusive working and learning environment.

DEI Value Statement

Diversity, Equity, and Inclusion are integral to the Operational Services Division’s (OSD's) mandate to oversee transparent and equitable practices through a variety of public services and programs within the Commonwealth of Massachusetts. OSD commits to cultivating and nurturing a diverse workforce, which is reflective of the communities we serve and recognized as our greatest strength. Diversity, Equity, and Inclusion are our core principles, guiding us in who we aspire to be in our business operations and partnerships.

The Operational Services Division (OSD) is an oversight agency of the Commonwealth of Massachusetts within the Executive Office for Administration and Finance. OSD’s primary focus is to help our government buyers and business customers succeed in meeting their goals by providing outstanding customer service, competent advice and guidance, and high-quality products and services that exceed the expectations of those we serve.

Join our Dynamic Team

OSD's diverse team of 150 professionals is transforming the way government operates. Our hybrid work environment fosters creativity and collaboration, allowing us to deliver cutting-edge solutions in fleet management, category management, print and mail, surplus property, and more. Join us and make a lasting impact. Under the supervision of the Director of Fleet Policy and Administration within the Office of Vehicle Management (OVM), the Fleet Acquisition and System Manager will be responsible for strategically managing the acquisition of vehicles for Executive Branch agencies and overseeing the Fleet Management Information System (FMIS) which is the repository OVM’s fleet data. This role involves structuring and continuously improving vehicle acquisition programs and processes, ensuring policy compliance, and assisting agencies in meeting the Commonwealth’s carbon reduction goals. The Fleet Acquisition and System Manager will also oversee applicable vendor relationships, ensure data accuracy, and develop critical financial models and reports. This position exercises functional supervision over the Fleet Acquisition Specialist to support the overarching needs of the vehicle acquisition program.

Key Responsibilities:

Develop, implement, and continuously enhance strategic vehicle acquisition processes for the OVM light and medium-duty fleets. Focusing on maximization of cost efficiency and ensuring complete compliance for a program managing approximately $30 million in annual vehicle purchasesManage the Leased Electric Vehicle Inventory (LEVI) program, including specifications, ordering, grant applications, and reservation management.Oversee the complete cycle of vehicle invoice processing, including receipt and review. Ensure all payments are submitted to the Finance Unit timely to leverage valuable prompt pay discounts and optimize cost savings.Create and maintain a leased vehicle database and disseminate lease documentation to agencies and OSD stakeholders. Develop and update the Total Cost of Ownership (TCO) model to be used in determining monthly lease rates.Collaborate with Agency Fleet Managers, providing instruction on state vehicle purchase contracts and quoting processes for direct agency acquisitions.Review vehicle requests for compliance with OVM Policy, program terms, state contracts, and ensuring adherence to the EV Planning Acquisition Policy.Provide proactive replacement recommendations to Fleet Managers based on vehicle data.Assist departments with understanding OSD’s acquisition program and preparing accurate vehicle requests.Track vehicle acquisitions with dealers to maintain accurate status records.Manage the vendor relationship with the FMIS provider to ensure adherence with current contract and Statement of Work (SOW) terms.Manage FMIS implementations, upgrades, and/or transfers.Review and ensure the accuracy of data within the fleet inventory system. Support the Reporting Analyst in creating, updating, and automating reports for FMIS end users.Participate in the FMIS training of new Agency Fleet Managers and technicians.Update and maintain a Chargeback Rate Model for the annual OVM Fee.Provide monthly repayment amounts for leased vehicles to the OSD Finance unit and report on leased asset acquisitions for debt service calculations.Review and vet monthly and/or annual invoices from the FMIS vendor for appropriateness and forward timely to the Finance Unit for processing .Assist the Benchmarking Reporting Analyst in coordinating and developing content for three OVM Quarterly Outreach meetings and one OVM Fleet Day.Supervise the Fleet Acquisition Specialist, ensuring they meet performance expectations, addressing concerns, and providing mentorship.

Skills:

Strong understanding of supervisory principles, team building, and consensus-building techniques.Demonstrated ability to analyze data, draw conclusions, and make recommendations.Proficient in Microsoft Excel, with the ability to analyze vehicle data from multiple reports.Exceptional customer service skills.Demonstrated analytical and problem-solving abilities.Excellent communication skills, with the ability to interact effectively across all levels and agencies.Proficiency in Microsoft Office Suite (Word, Excel, Access).

Preferred Qualifications:

In-depth understanding of the Fleet and Automotive Industry.Comprehensive knowledge of leasing and contract management principles and practices.Strong organizational skills and ability to maintain accurate vehicle records and lease agreements.Experience working with Fleet Management Information Systems (FMIS); prior experience with fleet SaaS systems is a plus.Understanding of Total Cost of Ownership (TCO) and Chargeback models.Understanding vehicle ordering cycles directly with Original Equipment Manufacturers.Knowledge of fuel efficiency standards and the benefits of alternative fuel vehicles.Experience developing fleet policies and procedures, including vehicle acquisition programs.Demonstrated success in managing a fleet or fleet program.Experience with vehicle quote review, approval, and payment administration.Understanding of OVM and/or general fleet policy frameworks.Hands-on experience with Fleet Management Information Systems (FMIS).Proficiency in using e-procurement platforms.Possession of relevant fleet-specific certifications (e.g., CFE, CAFM, CAFS).

Candidates should submit a resume and cover letter outlining the experience and interest in the position.

The Operational Services Division values staff diversity and contributions to an inclusive working and learning environment.

DEI Value Statement

Diversity, Equity, and Inclusion are integral to the Operational Services Division’s (OSD's) mandate to oversee transparent and equitable practices through a variety of public services and programs within the Commonwealth of Massachusetts. OSD commits to cultivating and nurturing a diverse workforce, which is reflective of the communities we serve and recognized as our greatest strength. Diversity, Equity, and Inclusion are our core principles, guiding us in who we aspire to be in our business operations and partnerships.

First consideration will be given to those applicants that apply within the first 14 days.

MINIMUM ENTRANCE REQUIREMENTS: Applicants must have at least (A) four years of full-time, or equivalent part-time, professional, administrative or managerial experience in business administration, business management or public administration the major duties of which involved program management, program administration, program coordination, program planning and/or program analysis, and (B) of which at least one year must have been in a supervisory capacity, or (C) any equivalent combination of the required experience and the substitutions below.

Substitutions:

I. A Bachelor's degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the required (A) experience.

II. A Graduate degree with a major in business administration, business management or public administration may be substituted for a maximum of three years of the required (A) experience.

III. A Bachelor's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required (A) experience.

Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

NOTE: No substitutions will be permitted for the required (B) experience.

Comprehensive Benefits

When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.

Want the specifics?Explore our Employee Benefits and Rewards

An Equal Opportunity / Affirmative Action Employer.Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.

The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law. Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC)may self-select out of opportunities if they don't meet 100% of the job requirements. We encourage individuals who believe they have the skills necessary to thrive to apply for this role.

First consideration will be given to those applicants that apply within the first 14 days.

MINIMUM ENTRANCE REQUIREMENTS: Applicants must have at least (A) four years of full-time, or equivalent part-time, professional, administrative or managerial experience in business administration, business management or public administration the major duties of which involved program management, program administration, program coordination, program planning and/or program analysis, and (B) of which at least one year must have been in a supervisory capacity, or (C) any equivalent combination of the required experience and the substitutions below.

Substitutions:

I. A Bachelor's degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the required (A) experience.

II. A Graduate degree with a major in business administration, business management or public administration may be substituted for a maximum of three years of the required (A) experience.

III. A Bachelor's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required (A) experience.

Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

NOTE: No substitutions will be permitted for the required (B) experience.

Comprehensive Benefits

When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.

Want the specifics?Explore our Employee Benefits and Rewards

An Equal Opportunity / Affirmative Action Employer.Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.

The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law. Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC)may self-select out of opportunities if they don't meet 100% of the job requirements. We encourage individuals who believe they have the skills necessary to thrive to apply for this role.