Bus Maintenance Administrator

Metro Transit Bus Maintenance Administrator

The Metro Transit Bus Maintenance Administrator position reports to the Assistant Director of Bus Maintenance Administration and provides administrative support to over 30 employees across various units, including Employee Development, Project Management, Training and Development, and Radio Shop Electronics, as well as the Overhaul Base and Service Garages.

Additional duties include, but are not limited to, assisting in the development of processes, preparing and distributing documents, collaborating and communicating with all service garages, tracking employee milestones, performing data entry, ordering office supplies, running and distributing reports, creating memos, and organizing and maintaining files.

The hours will be Monday – Friday during normal business hours.

This position is open to both internal and external applicants however, internal candidates will receive priority. The candidate's permanent residence must be in Minnesota or Wisconsin.

How your work would contribute to our organization and the Twin Cities region:

Overhaul Base (OHB) Operations Support:

• Performs data entry
• Orders office supplies for office staff
• Run and distribute reports as needed
• Creates, distributes and archives professional formatted memos and documents
• Organizes and maintains division files

Non-Revenue Operations Support:

• Assist with the bi-annual renewal of fuel cards by assisting with sorting, distribution and as needed, the mailing of over 600 WEX fuel cards
• Sets up new employees in the WEX fuel management system
• Sets up new vehicles in the WEX system and compiles binders for each vehicle
• Orders WEXcards and MAC tags for non-revenue vehicles

Staff Support:

• Facilitates in the uniform ordering process for employee movements and new employees
• Monitors and creates reports showing new employees and their statuses during onboarding
• Assists with orders and coordination of celebratory needs for Veteran's Day, Retirements and employee appreciation events as needed
• Tracks Wisconsin Driver's Licenses, Tracks Minnesota Driver's Licenses as needed

Document and Business Processes:

• Schedules courier pick-up and delivery of Disqualification Letters for Bus Maintenance employees
• Archive documentation files in employee files, on-site archives and with HR
• Process Certified Mail as requested
• Maintains OPIS fueling costs and distributes with internal stakeholders

Leadership Team Support:

• P-Card purchases conference and workshops
• Registration and coordination for conferences and workshops
• Makes travel arrangement for out-of-area travel with the airlines and coordinates hotel reservation with Concur Travel

High school diploma or GED.

Two (2) years administrative/secretarial experience. Two (2) years intermediate PC experience to include word processing, spreadsheet and electronic calendar.

Candidates must have experience creating correspondence, letters and memos in proper business style format and experience with creating/maintaining subject files.

Ability to type 55 words per minute.

Experience working with a diverse workforce.

Excellent interpersonal and communication skills, with the ability to create clear and compelling written and presentation materials for executive leadership.

Ability to take initiative and drive results in dynamic environments, managing ambiguity, competing priorities, and tight deadlines effectively.

Experience interpreting and applying bargaining unit contracts, including contract administration.

More than two (2) years of experience using Microsoft products (Word, Excel, Outlook, Teams, PowerPoint, etc.).

Knowledge of secretarial and administrative procedures.

PC skills include MS Office Applications and Outlook.

Ability to draft professional documents and letters based on general…