Maintenance Admin Assistant

Salary:

FLSA Status:

Join the team that keeps the Tri-Cities moving!

OUR MISSION

Ben Franklin Transit (BFT) provides exceptional and cost-effective transportation services that consistently exceed customer expectations while promoting the principles and practices of livable communities and sustainable development.

OUR VALUES

We value customer service, collaboration, diversity, fiscal accountability, innovation, sustainability and safety. Employees and representatives of BFT are expected to uphold our values and mission.

NATURE OF POSITION

Located in the Maintenance department, this position performs a variety of routine clerical and/or office administrative assignments that require comprehensive knowledge of organizational activities, operations, methods, and business office processes. Duties and responsibilities will fluctuate based on department needs.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Provide varied, complex, responsible, and confidential assistance to the Director of Facilities & Capital Projects, Sr. Manager of Fleet Maintenance and other managers within the Maintenance department.
• Supports Maintenance travel management program.
• Provide project management support and coordination for various technology improvement and Maintenance goals and initiatives; track and report status of project schedule, milestones, and deliverables; execute project management tasks and activities; interface with internal and external parties.
• Be responsible for maintaining and updating content for the Maintenance department on the agency intranet leveraging SharePoint.
• Type a variety of documents including memoranda, reports, resolutions, computer entries, technical specifications, meeting minutes, and other written materials or documentation; review finished material for completeness and accuracy; photocopy and assemble materials.
• Assist visitors and callers by answering questions or referring them to the appropriate source of information; distribute and assist in the completion of forms.
• Set-up, maintain, and revise filing systems; prepare new file folders, perform filing and file retrieval duties; purge outdated information and materials based on Agency guidelines.
• Receive, sort, and distribute office mail, reports, and other materials; process outgoing mail and prepare mailings and make deliveries.
• Code, enter and retrieve data and information in computer-based information systems; compile and run standard reports.
• Proof word processing documents and computer entries for accuracy and correct grammar, spelling, and usage; review finished material for completeness and accuracy; photocopy and assemble materials.
• Maintain logs or records of work unit activities and prepare reports and summaries.
• Maintain office equipment including contacting service and repair personnel.
• Operate a variety of office equipment, such as computer, calculator, telephone, fax machine, photocopier, etc.
• May assist in training new or temporary personnel.
• Provide backup administrative coverage for absent administrative staff.
• May receive and record payments and issue receipts.
• Schedule meetings, contact participants, and arrange meeting facilities, equipment, and the preparation of meeting materials.
• Work with and maintain confidential information.
• Maintain accurate timekeeping records for employee hours.
• Demonstrate regular and punctual attendance.
Other duties as assigned.

KNOWLEDGE, SKILLS & ABILITIES

• Basic office administrative practices and procedures.
• Recordkeeping, filing, indexing, and cross referencing.
• Excellent proofing, spelling, grammar, and punctuation to complete assignments.
• Deal tactfully with others; establish effective relationships with those encountered during work.
• Exercise discretion and maintain confidentiality.
• Basic mathematics to calculate solutions to routine mathematical problems.
• Type a variety of documents such as reports, financial statements, meeting minutes, technical specifications, correspondence, and other documentation relevant to assigned work unit.
• Basic understanding of laws, rules, and regulations relevant to assigned work unit.
• Organize and maintain office files; gather and compile information.
• Learn new technologies, policies, procedures and guidelines established by professional organizations and/or governing agencies.
• Utilize office equipment and other relevant technology (software and systems) to meet business needs.
• Understand, follow, and communicate clearly and concisely, both orally and in writing.
• Work as a team member or independently; effectively apply organizational and time management skills; meet deadlines and comply with Agency policies.
• Exercise sound judgment in making decisions.
• Focus on tasks and recall details; handle frequent interruptions.
Administer and comply with procedures for staff in a union labor environment.

MINIMUM QUALIFICATIONS

Associate degree in Business Administration or related field from an accredited institution, and three years of progressively responsible administrative experience providing office and administrative support to management or executive staff; or an equivalent combination of education and experience.

LICENSES, CERTIFICATIONS & OTHER REQUIREMENTS

None.

PREFERRED QUALIFICATIONS

Bachelor’s Degree in Business Office Technology from an accredited institution or a closely related field.

OTHER CHARACTERISTICS

• Collaboration: Shares time and knowledge with others; adjusts priorities as circumstances dictate; follows through on commitments, accepts responsibility for actions, resolves interpersonal conflicts constructively.
• Diversity: Demonstrates an awareness and respect of cultural and individual values. Treats all people with dignity, courtesy and respect.
• Fiscal Accountability: Actively contributes to the productivity of the agency; demonstrates good stewardship of company time and resources; displays high standards of ethical conduct.
• Customer Service: Anticipates the needs of internal and external customers; delivers quality work products and services within expected timeframes. Considers and responds appropriately to people in various situations.
• Innovation: Considers new approaches to situations; encourages ideas and improvements.
• Sustainability: Actively encourages environmental benefits and the conservation of natural resources.
Safety: Adheres to safety-related laws, regulations, standards, and practices; performs work in a safe manner; encourages and supports others to be safe while at work.

PHYSICAL REQUIREMENTS

Generally sedentary in nature; occasionally stand and walk; intermittently kneel, stoop, bend and twist at the waist, and reach overhead; sit for long periods of time. Rarely kneel, crouch, or crawl. Occasionally lift, push/pull, or carry up to 40 pounds. Good vision to read print and computer screen. Hear and speak to communicate in person, before groups, and over the telephone. Manual dexterity of hands and fingers to include repetitive keyboarding, grasping and reaching to operate a computer keyboard, mouse and/or standard office equipment.

WORKING CONDITIONS

Work is primarily conducted in a shop environment with constant exposure to contaminants and hazards; sounds and noise levels are distracting and uncomfortable. May be exposed to bodily fluids and bloodborne pathogens.

If you want to give back to the community, consider hopping onboard the team that's going places!

Equal Employment Opportunity (EEO) Policy