Bus Maintenance Administrator

Metropolitan Council•St. Paul, MN

19h•Onsite

About The Position

The Bus Maintenance Administrator position reports to the Assistant Director of Bus Maintenance Administration and provides administrative support to over 30 employees across various units, including Employee Development, Project Management, Training and Development, and Radio Shop Electronics, as well as the Overhaul Base and Service Garages. Additional duties include, but are not limited to, assisting in the development of processes, preparing and distributing documents, collaborating and communicating with all service garages, tracking employee milestones, performing data entry, ordering office supplies, running and distributing reports, creating memos, and organizing and maintaining files. The hours will be Monday – Friday during normal business hours. Hourly Pay Range: For candidates newly hired into the Amalgamated Transit Union (ATU) contract, starting wage is set by the ATU contract. Internal hires will follow Metropolitan Council's union wage guidelines. This position is open to both internal and external applicants however, internal candidates will receive priority. The candidate's permanent residence must be in Minnesota or Wisconsin.

Requirements

High school diploma or GED.
Two (2) years administrative/secretarial experience.
Two (2) years intermediate PC experience to include word processing, spreadsheet and electronic calendar.
Candidates must have experience creating correspondence, letters and memos in proper business style format and experience with creating/maintaining subject files.
Ability to type 55 words per minute.

Nice To Haves

Experience working with a diverse workforce.
Excellent interpersonal and communication skills, with the ability to create clear and compelling written and presentation materials for executive leadership.
Ability to take initiative and drive results in dynamic environments, managing ambiguity, competing priorities, and tight deadlines effectively.
Experience interpreting and applying bargaining unit contracts, including contract administration.
More than two (2) years of experience using Microsoft products (Word, Excel, Outlook, Teams, PowerPoint, etc.).

Responsibilities

Assist in maintaining/developing efficient and effective administration processes and procedures on an ongoing basis
Prepare, update and distribute employee work scheduled, seniority lists, job shift changes and department workforce summaries on an ongoing basis and as part of weekly job bids, system picks and bumps
Work and communicate will all service garages, the Overhaul Base and other departments as necessary
Performs data entry
Orders office supplies for office staff
Run and distribute reports as needed
Creates, distributes and archives professional formatted memos and documents
Organizes and maintains division files
Assist with the bi-annual renewal of fuel cards by assisting with sorting, distribution and as needed, the mailing of over 600 WEX fuel cards
Sets up new employees in the WEX fuel management system
Sets up new vehicles in the WEX system and compiles binders for each vehicle
Orders WEXcards and MAC tags for non-revenue vehicles
Facilitates in the uniform ordering process for employee movements and new employees
Monitors and creates reports showing new employees and their statuses during onboarding
Assists with orders and coordination of celebratory needs for Veteran’s Day, Retirements and employee appreciation events as needed
Tracks Wisconsin Driver’s Licenses, Tracks Minnesota Driver’s Licenses as needed
Schedules courier pick-up and delivery of Disqualification Letters for Bus Maintenance employees
Archive documentation files in employee files, on-site archives and with HR
Process Certified Mail as requested
Maintains OPIS fueling costs and distributes with internal stakeholders
P-Card purchases conference and workshops
Registration and coordination for conferences and workshops
Makes travel arrangement for out-of-area travel with the airlines and coordinates hotel reservation with Concur Travel