Administrative Assistant (Maintenance)

San Diego Transit Corporation; San Diego, Northern (CA, KY); Hybrid; USD 49,000 - 69,000; Full time

Benefits offered by this job

Up to 13 employer-paid days off per yr

Free transit pass for you and your fam

On-site gym and gym membership

Walk, run, and bike event reimburse

Employer-paid bereavement leave and j​

Public Service Loan Forgiveness

Company-paid training and professional

Job summary

MTS in San Diego is seeking an Administrative Assistant to support the Director of Fleet & Facility Maintenance. The role covers a broad range of administrative tasks, reports, and coordination to keep operations running smoothly.

Key duties include preparing correspondence, maintaining filing systems, handling procurement, and supporting payroll and personnel records. Strong organization and communication are essential in this public agency environment.

Qualifications

• Knowledge of MTS policies and regulations; ability to read, understand and apply them.
• Ability to write letters, memoranda and reports clearly and grammatically.
• Ability to speak clearly and effectively in person or small groups with tact and diplomacy.
• Ability to coordinate and initiate actions to implement decisions and delegate responsibilities.

Responsibilities

• Prepares 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 fuel reports and records; enters daily fuel cards into SAP for the Ops Stat report; generates and reviews the Ops Stat report.
• Processes department requisitions and purchase orders for office and computer supplies.
• Maintains good public relations with the public, vendors, and other departments; responds to inquiries and refers calls to staff.
• Generates and reviews Fleetwatch mileage report.
• Receives, logs and prepares engine, gearbox and transmission oil samples for mailing.
• Records and maintains time-keeping in Hastus system for Maintenance employees.
• Provides monthly availability projections of IBEW manpower for the Maintenance Department.
• Maintains records of suspensions, probations, terminations and completes personnel reports.
• Prepares bids for job openings, vacation, floating holidays and polling lists.
• Maintains employee seniority lists and updates Shake-up and Vacation boards for Union personnel.
• Runs and audits weekly payroll report and distributes bi-weekly payroll checks.

Skills

Communication

Typing 75 WPM

Time management

Diplomacy and tact

Education

Associate degree or equivalent

Tools

Microsoft Word

Excel

Job description

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.

SUMMARY:

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

EXAMPLE OF DUTIES:

Essential Functions

• 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.

Duties May Include, But Are Not Limited To, The Following:

• Performs other duties as assigned.

QUALIFICATIONS:

Knowledge, Skills, and Abilities

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.

Physical Requirements

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.

Experience/Education/Certificates/Licenses

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.

GENERAL:

Must satisfactorily pass all applicable post-offer examinations, including but not limited to a pre-employment physical conducted by an independent medical provider, a comprehensive criminal background check, and, when applicable, a pre-employment drug test as required by MTS Board Policy 35.

SALARY GRADE:

The anticipated starting pay for this position is between$49,000 - $54,000. This range represents the expected starting salaries for new hires, typically within the lower to mid-portion of the overall salary range, which encompasses the full potential earnings for the role. Candidates with salary expectations outside the anticipated hiring range may reach out to the Talent Acquisition Specialist facilitating this recruitment.

Salary offers are based on factors such as the knowledge, skills, abilities, and relevant experience of the successful candidate, while taking into account internal equity, budget constraints, and other market factors. This position is in salary grade #2, which has a minimum of $48,735 and a maximum of $69,204. Salary grades are typically adjusted annually to ensure they remain market competitive.

Additionalperksand benefits include:

• Up to 13 employer-paid days off per year, including 3 floating days
• Free transit pass for you and your family
• On-site gym and gym membership reimbursement
• Walk, run, and bike event reimbursement
• Employer-paid bereavementleaveand jury duty
• Public Service Loan Forgiveness eligibility
• Company-paid training and professional development opportunities
• And much more!

DISCLAIMER:

The above-described job elements are intended to indicate the general nature and levels of work being performed by employees assigned to the job. They are not intended to be an exhaustive list of duties, responsibilities and skills required of employees so classified. Management retains the discretion to add to or change the duties of the position at any time.

EEO is The Law - Equal Opportunity Employer Minorities/Women/Protected Veterans/Disabled

MTS is an Equal Employment Opportunity Employer with an ongoing commitment to treat all people, including customers,co-workersand the public at large, with dignity and respect. As a public transportation agency, MTS is committed to providing an inclusive workplace that reflects the diverse communities in which we work and live.
MTS supports and promotes an environment that is free of discrimination and harassment. MTS recruits, hires, trains and promotes individuals without regard to race, such as hair texture and hairstyles), color, religion, ancestry, national origin, age (40 years or older), sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), sexual orientation, gender, gender identity, gender expression, marital status, medical condition (cured or rehabilitated cancer), physical disability, mental disability, reproductive health decision-making, genetic information (including family medical history), military or veteran status, or any other protected class.
MTS encourages veterans, militaryspousesand people fromdifferent backgroundsto apply for open positions for which they are interested. Additionally, MTS employees are encouraged to refer qualified candidates from all backgrounds and age groups. At MTS, we are committed to a fair andequitableworkplace where everyone is a respected and valued member of the team.