Administrative Assistant; Maintenance

Maintaining efficiency and economy in operations management requires flexibility in job assignments. While each employee shall have a primary responsibility for the job in which that employee has been hired or later promoted to, each employee may be expected to perform other jobs from time to time.

The Administrative Assistant position performs a broad range of administrative duties for the Director of Fleet & Facility Maintenance.

Priority will be given to applications received by September 18, 2026. The position will remain open until filled.

• Prepares a variety of correspondence, meeting minutes, monthly reports and other administrative documents.
• Establishes and maintains manual and electronic filing systems.
• Conducts and assists with projects in support of the Maintenance division.
• Monitors miscellaneous fuel reports and records; reviews and enters daily fuel cards into SAP for the Ops Stat report; and generates, reviews, and corrects the daily Ops Stat report.
• Processes department requisitions and purchase orders, including requisitions for office and computer supplies for the Maintenance Department.
• Maintains excellent public relations through communication with the public, vendors, other departments, and agencies. Responds courteously to inquiries, provides information within the scope of responsibility, and refers calls to appropriate staff members.
• Generates and reviews Fleetwatch report mileage report.
• Receives, logs and prepares engine, gearbox and transmission oil samples for mailing.
• Records and maintains time-keeping system for Maintenance employees in Hastus system.
• Provides monthly availability projections of IBEW manpower for the Maintenance Department.
• Maintains records of suspensions, probations, and terminations and completes personnel reports necessary for hiring, termination, leaves of absence, sickness, requests for advance checks, and other personnel assistance.
• Prepares bids for job openings, vacation, floating holiday and polling lists.
• Maintains employee seniority lists and updates the annual Shake-up and Vacation boards for the Union personnel.
• Runs and audits weekly payroll report and receives, sorts, and distributes bi-weekly payroll checks.

• Performs other duties as assigned.

Knowledge of or ability to learn MTS policies and regulations; ability to read, understand and apply MTS policies, regulations and union labor contracts; ability to write letters, memoranda and reports using clear, concise and grammatically correct English; ability to speak clearly, distinctly and effectively in person-to-person or small group situations using tact and diplomacy; ability to coordinate and initiate actions necessary to implement decisions and delegate responsibilities to appropriate personnel;

ability to establish and maintain priorities in order to complete assignments by deadlines without detailed instructions; skill in verifying the accuracy and completeness of forms and reports; knowledge of Microsoft Word and Excel and the ability to learn and use other software that MTS might have or acquire; knowledge of standard office administrative and secretarial practices and procedures.

The successful candidate must be able to fulfill the physical demands of the job such as walking, stooping, sitting, bending, reaching for overhead files and occasional lifting (must be able to lift up to 15 pounds). Must be able to operate a motor vehicle and perform tasks involving manual dexterity, such as use of a computer and 10-key. Work will at times require more than 8 hours per day or an irregular work week to perform the essential duties of the position.

Duties will be performed primarily in an office type environment and may require travel to external locations and agencies.

Possess an associate degree or equivalent, as well as three years of executive-level administrative support experience, preferably in a public agency. Must be able to type 75 WPM (corrected). Must possess and maintain a valid California Driver License or be able to utilize alternative transportation when needed to perform job-related essential functions.

Must satisfactorily pass all applicable post-offer examinations, including but not limited to a pre-employment physical conducted by an independent medical provider, a…