Maintenance Administrative Assistant

About the Role:

Under the administrative direction of the Maintenance Manager, the Administrative Assistant performs a wide variety of moderately complex clerical and administrative support services for the Maintenance Department.

Duties:

• Provide administrative and clerical support to the Department, including producing and editing correspondence, formatting reports, performing data entry, and handling other documents from a wide range of source materials. Duties will also include photocopying, scheduling meeting rooms, and maintaining recordkeeping systems to help monitor various transit service processes.
• Prepare the necessary paperwork and facilitate the maintenance employee bidding processes for regular shifts, holidays, and extra work.
• Input data into the Maintenance data system and run various reports from this system; create new reports as needs arise; correct data entry, inventory, or software calculation problems; record additions and deletions for vehicles; and record additions and deletions for tires.
• Daily input on the Center for Transportation and the Environment (CTE) spreadsheet and monthly report to CTE.
• Monitor certain department materials and office supplies and prepare documentation to order when necessary. Produce documentation for supply orders received.
• Update maintenance lists when new hires or exiting employees are hired and provide updated information to the Continuity of Operations Plan, Human Resources, Maintenance Supervisors, and the Maintenance Manager.
• Assist Maintenance Supervisors as needed.
• Provide the Finance Department with quarterly and annual reports for their Oregon Department of Transportation and Federal Transit Administration reports.
• Perform routine clerical tasks in support of other District offices.
• The ability to consistently adhere to a defined work schedule and be onsite is crucial to the successful performance of this role's job duties and responsibilities; the essential duties of this role require a reliable presence for planned or unplanned in\-person meetings and other interactions necessary to operate efficiently, including the communication of assignments to and from managers, and other day\-to\-day activities to serve internal and public access needs.
• Perform additional duties as assigned.

What You Will Need to Be Successful in this Role:

• Working knowledge of office practices and procedures.
• Communicate both orally and in writing concisely and clearly, using proper business English, spelling, and punctuation.
• Act as a positive District representative and interact with the general public with courtesy, tact, and good judgment.
• Work cooperatively with others, respect co\-workers, and promote teamwork.
• Maintain confidential information.
• Be self\-starting and proactive.
• Carry out work assignments and tasks while meeting time, quality, and quantity expectations.
• Skill in basic arithmetic and making arithmetical computations and tabulations quickly and accurately.
• Considerable knowledge and ability to rapidly learn the District’s Maintenance data systems and become familiar with the structure of these programs to manage their use, input and retrieve data, troubleshoot problems, and find creative solutions to issues.
• Considerable skill in collecting and interpreting various data types within the Maintenance systems to organize, write, and generate reports for District and government agencies.
• Skill in operating standard office equipment (telephone, photocopy machine, fax machine, 10\-key calculator).
• Skill in taking and transcribing meeting minutes.
• Considerable skill in operating a personal computer using word processing, spreadsheet, and database software applications.
• Knowledge of archiving practices.
• Perform job functions safely.

Education and Experience:

• High school diploma supplemented with coursework or training in clerical and administrative office skills and three years of clerical and secretarial experience.
• One to three years of clerical or secretarial experience.
• Must present the District with a valid Oregon driver’s license and maintain a driving record that demonstrates adherence to safety and traffic laws and regulations.
• Experience navigating a labor union environment is preferred.
• ·Candidates with any satisfactory combination of related experience and training that equips them with the required knowledge, abilities, and skills for this position are encouraged to apply. SAMTD reserves the right to determine the equivalences of education and experience.

Physical Requirements

• Frequent use of a calculator, phone, printer, computer, and related hardware.
• A person must be able to stand, sit, see, hear, talk, use hands to type, handle, or feel tools or controls, and use hands and arms to reach.
• Occasionally, lifting or moving up to 30 pounds is also required.

Working Conditions

• Duties are performed in both an office and field setting.
• Must travel occasionally to attend meetings and conferences.

Who We Are:

The Salem Area Mass Transit District, known as Cherriots, is a great public transit system. We work hard every day to give our customers the best experience possible. We provide local, regional, and paratransit services in Marion and Polk counties. But we do more than just transportation. We help people get to jobs, shopping, and schools. We help businesses find more workers. We ensure that people can enjoy recreational, social, faith\-based, and other activities without needing a car.

Cherriots is an equal opportunity employer that aims to create a workforce that reflects our diverse community. We are committed to creating an inclusive environment for all employees and encourage individuals from all backgrounds to apply.

Job Type: Full\-time

Pay: $24\.99 \- $33\.27 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Tuition reimbursement
• Vision insurance

Application Question(s):

• This position requires working onsite only; remote work is not available. Are you able to work at the designated work location for all scheduled shifts?
• Do you have any experience working in a maintenance shop environment as an administrative assistant, or familiarity with vehicles, equipment, or parts?

Education:

• High school or equivalent (Required)

Experience:

• clerical or secretarial: 1 year (Required)

Work Location: In person