Description

NYCSBUS (NYC School Bus Umbrella Services Inc.) is a not-for-profit corporation that provides school bus transportation services to New York City public and private school students, the majority of whom have Individualized Educational Programs. It operates approximately 800 school bus routes with a staff of approximately 1,800 people from six locations with a budget of $190 million. NYSCBUS’ goal is to radically improve student bus transportation by innovating in all areas and by providing unprecedented transparency in bus operations to school districts that outsource this service. 

Reporting to the Maintenance Manager, the General Clerk will be responsible for a variety of office clerical duties supporting the Fleet Maintenance team. This is an in-person position, working at one of the NYCSBUS depots in New York City.

This position will primarily support the Fleet Maintenance team. However, they will be expected to support other departments including but not limited to Service Delivery, Dispatch, and/or Safety at certain times of the year or as needed due to business needs. 

Primary Responsibilities

• Maintain the DOT Schedule. Call and schedule drivers for DOT prep and DOT inspection 

• Call and schedule drivers for scheduled repairs

• Updating Out-of-Service, Campaign, Vendor and Outstanding Work whiteboard

• Preparing folders for DOT inspectors (Last MC 300, Pre-DOT work order and DVI folders). Ensure all DVI’s and mileages are in order before representing. Ensure all “B” & “C” issues are addressed

• Submitting follow-up MC300 to mechanics

• Maintain a DVI File daily, filing prior days and accounting for missing DVI’s

• Maintain a Bus Master File, ensuring all paperwork associated with a specific vehicle is on file

• Filing all vendor invoices and matching to purchase orders.

• Order and purchase items as requested by the Maintenance Manager

• Maintain a Spare Key box and provide accurate accounting of all keys

• Ordering parts when the Maintenance Manager is not present 

• Tracking core item returns with parts vendors and accounts payable

• Fleetio: 

  • Update Status changes 

  • Update Campaign lists as required 

  • Create and complete issues and work orders. Enter all appropriate information such as part numbers, part costs, labor hours, repair notes and correct service tasks

  • Prepare PO’s in Fleetio

  • Perform audits as mandated

• Maintain a shared tool and landscaping tool cabinet catalog

• Maintain a shop commodity list and submit to CFFO weekly

• Complete and submit a Non Revenue Vehicle report weekly to CFFO

• Follow direction and or assistance when required by Maintenance Manager

• Any other duties as and when required, when directed to do so by the Maintenance or General Manager. This includes, and is not limited to: working in the call center during peak periods; helping with special projects, etc.

Qualifications

Education and/or Experience

• High school diploma, G.E.D. Certificate or demonstrated progress toward obtaining a G.E.D. as required by New York law.

• Experience in transportation, automotive, industries that serve families or related fields is preferred.

Qualifications 

• Proficient with Google Apps and other related software. Experience with Microsoft Office is a plus.

• Proficient English language verbal and written communication skills. Ability to communicate in Spanish is strongly preferred.

• Excellent interpersonal and customer service skills.

• Excellent organizational skills and attention to detail.

• Excellent time management skills with a proven ability to meet deadlines.

• Familiarity with office procedures, including use of simple office machines and filing systems.

Physical and other Requirements

• Prolonged periods of sitting at a desk and working on a computer.

• Must be able to lift up to 15 pounds at times.

• Ability to travel to other NYCSBUS depots if needed

• Must be able to work safely in conditions where noise, moving machinery, exposure to dust, fumes and/or gas may be present.

• May be assigned shifts that fall outside of normally scheduled hours.

• During busy seasons such as the opening of the fall and summer school season staff may be required to work longer than normally scheduled hours and might be assigned to depots other than the one they were hired for.