Maintenance Admin Clerk

Maintenance Administration/Clerk

1. Job Purpose/Objective:

The primary function of this position is to provide administrative support to the Maintenance division and ensure that all paperwork (work orders, invoices, payroll, billings, updated abstracts, current DOT physicals, renewal of TB tests, etc.) is processed to the various departments in a timely fashion.

2. Essential Job Functions:

Incumbent may perform any or all of the following:

• Office duties:
  • Review and audit, input all employees' hours for payroll
  • At end of month- calculate, review, audit mileage of all vehicles
  • Answer all incoming calls
  • Process/file employee requests for time off
  • Ensure all qualifying documents are updated and current on file and copies sent to HR
  • Input/file NOW's, NTP's, Accident Reports
  • Fill out NTP's for vacations, sick leave for F/T employees
  • Process all work orders and invoices for maintenance
  • Update employee profile (phone numbers, addresses, name changes, etc.)
  • Organize, update, and maintain all maintenance related paperwork and documentation
  • Assists employees to update tax, Medical, Dental information and forwarding to proper dept.
  • After charters- match with reservation forms
• Collect and deposit funds for C.O.D Charters present and future fill in log and send to accounting
• Cross check expended fuel slips and file
• Reconcile all invoices and work orders
• Order and stock parts and all inventory items
• Any/All inventory management processes
• Attend all meetings- staff
• Performs other duties as assigned.

3. Essential Skills (Minimum qualifications individual must possess when entering position) - i.e. skillsets, education, certifications, etc.

• High school diploma or GED; or one to three months related experience and/or training or equivalent combination of education and experience
• Must be computer literate (able to utilize and maneuver through windows applications)
• Must have knowledge and experience in word processing, e-mail, spreadsheets, file manipulation
• Must be able to adapt and learn new computer software and applications
• Able to type 40+ wpm
• Able to utilize calculator and various office machines
• Must be able to work flexible shifts
• Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form
• Ability to effectively present information in one-on-one and small groups
• Communicates well both verbally and in writing, creates accurate and punctual reports, delivers presentations, shares information and ideas with others, has good listening skills
• Has good listening skills, builds strong relationships, is flexible/open-minded, negotiates effectively, solicits performance feedback and handles constructive criticism
• Listens attentively to others, asks clarifying questions, actively listens, stays open to other viewpoints, manages distractions and interruptions
• Keeps information organized and accessible, maintains clean/functional workspace, works systematically/efficiently, manages time well
• Breaks down problems into smaller components, understands underlying issues, can simplify and process complex issues, understands the difference between critical details and unimportant facts
• Prioritizes well, shows energy, reacts to opportunities, instills urgency in others, meets deadlines
• Promotes mutual respect, keeps workplace clean and safe, supports safety programs

4. Working Conditions/Job Environment

• Ability to calculate figures and amounts such as discounts, interest, commissions, percentages
• Must be able to sit for long periods of time
• Must have excellent hand-eye coordination
• Sedentary work, exerting up to 10 pounds of force occasionally and/or a negligible amount of force occasionally
• Be able to stoop, bend, reach, lift
• Expressing or exchanging ideas by means of the spoken word
• Ability to receive detailed information through oral communication, and make fine discriminations in sound
• The worker is required to have visual acuity to perform an activity such as: preparing figures, reading data and working on the computer terminal
• Must be able to work in a repair shop environment, where loud noise, exhaust fumes, and chemicals are commonly present
• Must be able to work under all weather conditions
• Some remote work may be necessary

The information on this description has been designed to indicate the general nature and level of work performed by an employee in this classification. It is not to be interpreted as a comprehensive inventory, or all duties, responsibilities, and qualifications of employees assigned to this job. Management has the right to add to, revise, or delete information in this description. Reasonable accommodations will be made to enable qualified individuals with disabilities to perform the essential functions of this position.