Administrative Assistant of Maintenance

Knowledge and Experience

· Previous Administrative Assistant experience – union, transportation industry and/or maintenance department preferred.

· Experience supporting executives, managers, and frontline employees.

· Experience in data entry and reporting.

· Solid experience with Microsoft systems.

· High school diploma or G.E.D

· BS/BA business administration a plus

· Experience in a fast-paced environment.

· Time management

·  Microsoft Office Computer skills (Excel, Word, PowerPoint, Outlook, Teams, etc.)

·  Filing

· Detail Oriented

· Excellent people skills

· Excellent communication, both verbal and written, skills.

· Must be able to communicate, both written and verbal, in English.

· Strong Interpersonal Skills

· Able to multitask.

· Self-starter.

Responsibilities:

• Provide day‑to‑day clerical and administrative assistance to the Maintenance Department, including executive and manager calendars to schedule meetings.
• Maintain organized filing systems of executive and management records (digital and physical)
• Perform regular timecard audits for Maintenance Department – both management and frontline.  Investigate errors and escalate discrepancies to Maintenance Management.
• Confirm manager and frontline employee timesheet accuracy bi-weekly and recommend corrections.
• Determine and post the awarded overtime results in accordance with established overtime provisions. 
• Prepare confidential and routine correspondence.

• Support the upkeep of compliance documentation, safety records, and training schedules for maintenance management and frontline personnel.
• Partner with Payroll and the Leave of Absence Administrator to track PTO/vacation, medical leave, workers compensation, and sick time for management and frontline personnel.
• Handling office tasks, such as filing, updating, and maintaining tracking spreadsheets.
• Ability to organize their work by utilizing tools, such as MS Excel and office equipment.
• Maintains employee confidence by keeping union and non-union information confidential.
• Mailing, copying, scanning, binding, etc.
• Manage office inventory and working with vendors to ensure regular supply of office materials.
• Assist Managers with maintenance staff member concerns.
• Perform other administrative duties to support maintenance departmental efficiency as assigned.

 

 

Work Enivronment

· Work is accomplished in an office or in a cubicle space equipped with a telephone and computer within the maintenance facility. May be exposed to vehicle maintenance facility noise and/or fumes.

· May perform physical activities that require considerable use of the arms, repetitive hand-wrist motion, and legs and moving the whole body, such as lifting, walking, stooping, and handling of materials.

· May sit for over six hours a day; May use computer keyboard and monitor for over six hours a day; High volume use of telephone and/or computer.

· May walk outside in extreme hot and/or cold weather between buildings.

· Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

Additional Statements:

Drug and alcohol screening: Employment contingent upon passing pre-employment drug and alcohol screen. Also, contingent upon receiving a favorable background check.

Safety commitment: Safety is a way of life at Keolis. By placing safety first, we ensure the wellbeing of our employees, customers, and communities. Together we can become the most successful transportation company in the world. 

Environmental commitment: Keolis is committed to protecting the environment by minimizing the impact of operations on our people and the communities in which we operate.

EEO statement: Our policy is to afford Equal Employment Opportunity to qualified individuals regardless of their race, color, sex, religion, age, creed, marital status, national origin, ancestry, physical or mental disability, sexual orientation, or gender identification. We maintain a drug-free workplace and perform pre-employment substance abuse testing.

Disclaimer and closing statement: The above statements are intended to describe the general nature and level of work performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of employees assigned to this job. Keolis is committed to offering our employees competitive compensation and benefits, opportunities for development and growth throughout an exciting and rewarding career, and the safest work environment possible