Maintenance Administrative Assistant

Intercity Transit • Intercity Transit (AdOps) - Olympia, WA

3d • Onsite

About The Position

Intercity Transit is recruiting for the full-time position of Maintenance Administrative Assistant for the maintenance department. This position will perform a variety of administrative, clerical, and data entry duties in support of the Fleet & Facilities Maintenance divisions. As an Assistant, this position primarily performs specialized and routine tasks of a support nature, requiring knowledge of other departments, department activities, policies, procedures and general office methods. Intercity Transit is an innovative, growing, and nationally recognized large urban transit system based in Olympia, Washington. We are a voter approved municipal corporation and are governed by an Authority Board that consists of elected officials, community representatives and a non-voting labor representative. Our mission is to provide and promote transportation choices respectful of the safety, comfort, and diverse needs of all our customers, to support an accessible, sustainable, livable, healthy, and prosperous community. We provide zero-fare public transportation that includes fixed route transit and ADA paratransit services. We also provide vanpool service to individuals who live or work in the greater Olympia, Lacey, Tumwater, and Yelm communities.

Requirements

• Associate’s Degree preferred, and At least three years (3) of increasingly responsible administrative support experience; OR equivalent combination of education and experience may be considered.
• Intermediate skill level in Microsoft 365, to include: Word, Excel, Power Point, and Teams.
• Ability to effectively work in a team environment.
• Experience performing basic research, analyzing data and information; developing, evaluating, and presenting recommendations.
• Customer service skills that reflect courtesy and dependability while maintaining a positive attitude and contributing to a diverse team environment.
• Must be reliable with regular, predictable attendance.

Nice To Haves

• Excellent Customer Service in every interaction and problem-solving skills.
• Skilled in Outlook, MS 365 (PowerPoint, Excel, Word & Teams), and the ability to adapt to different types of software.
• The ability to become familiar and proficient working in database programs for tracking and reporting purposes.
• The ability to seek clarity and manage and prioritize several tasks in order to meet deadlines.
• Professionalism and excellent communication and organizational skills.

Responsibilities

• Performs various clerical and office duties, utilizing standard office equipment, to include: screening incoming calls; taking and transmitting messages; distributing mail; photocopying; performing data entry; preparing mailings; typing; and word processing.
• Manages issuing keys and retrieving keys for new and departing employees.
• Assists with maintaining department phone lists, maintains department payroll files.
• Develops and maintains databases, logs, and tracking systems to facilitate department operations and programs.
• Maintains filing system, including maintenance history files, component files, work orders, operator reports, inspection forms, and invoice data.
• Prepares and records engine/transmission fluid testing samples.
• Assists with or conducts special research assignments; evaluates, analyzes data, and prepares conclusions and recommendations for consideration.
• Participates in a variety of meetings, as well as reserving meeting rooms for maintenance functions; prepares related agendas, minutes, and other supporting documents.
• Greets and assists employees, outside vendors, and the public on the telephone or in person, determines nature of business, and directs callers, employees or visitors to the appropriate person.

Benefits

• Comprehensive medical, dental, and vision benefits including $150 per month Family & Wellness Allowance.
• PERS Retirement Plans (through Washington State Public Employee’s Retirement System) along with voluntary deferred compensation plans (401k and 457) with employer match up to 8.5%.
• 23.75 to 36 vacation days per year depending upon length of service.
• 12 days of sick leave per year depending upon date of eligibility.
• Paid Bereavement leave for qualifying family members.
• Employee Assistance Program.
• Educational benefits.
• Alternate transportation incentives – for employees using alternate options to travel to and from work such transit, cycling, carpooling, and walking.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree