Bus Maintenance Administrator

Metropolitan Council; Minnesota; On-site; USD 30,000 - 41,000; Full time

Job summary

The Metropolitan Council is seeking a Bus Maintenance Administrator to provide administrative support to over 30 employees across units including Employee Development, Project Management, Training and Development, and Radio Shop Electronics. The role involves data entry, report generation, document distribution, and file organization.

Work hours are Monday to Friday during normal business hours; residence must be in Minnesota or Wisconsin.

Qualifications

• High school diploma or GED.
• Two years administrative/secretarial experience.
• Experience creating correspondence and memos in business style.

Responsibilities

• Maintain and develop administration processes and procedures.
• Prepare and distribute work schedules, seniority lists and department workforce summaries.
• Communicate with service garages and other departments; track milestones and organize files.
• Perform data entry and run/distribute reports; archive memos and documents.
• Assist with onboarding and reporting on new employees; support events and travel arrangements.

Skills

Typing 55 wpm

Administrative support

MS Office

Communication skills

Interpersonal skills

Education

High school diploma or GED

Tools

MS Office Suite

Word/Excel/Outlook

Job description

We are the Metropolitan Council, the regional government for the seven-county Twin Cities metropolitan area. We plan 30 years ahead for the future of the metropolitan area and provide regional transportation, wastewater, and housing services. More information about us on our website. We are committed to supporting a diverse workforce that reflects the communities we serve. Metro Transitis one of the country's largest transit systems, employs more than 3,000 people, and prior to COVID provided more than 80 million rides a year through an integrated network of buses, light rail and commuter trains, as well as resources for those who carpool, vanpool, walk or bike in the Twin Cities.

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

The 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.

Hourly Pay Range:

For candidates newly hired into the Amalgamated Transit Union (ATU) contract, starting wage is set by the ATU contract. Internal hires will follow Metropolitan Council's union wage guidelines.

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.

1. Process and Workforce Support:

• Assist in maintaining/developing efficient and effective administration processes and procedures on an ongoing basis
• Prepare, update and distribute employee work scheduled, seniority lists, job shift changes and department workforce summaries on an ongoing basis and as part of weekly job bids, system picks and bumps
• Work and communicate will all service garages, the Overhaul Base and other departments as necessary

2. 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

3. 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

4. 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

5. 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 HRProcess Certified Mail as requested
• Maintains OPIS fueling costs and distributes with internal stakeholders

6. 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.

What additional skills and experience would be helpful in this job (desired qualifications):

• 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.).

What knowledge, skills and abilities you should have within the first six months on the job:

• Knowledge of secretarial and administrative procedures.
• PC skills include MS Office Applications and Outlook.
• Ability to draft professional documents and letters based on general information.
• Ability to adjust to changing priorities and work independently.
• Ability to handle multiple tasks with efficiency.
• Ability to work well with others.
• Excellent communication skills for clear, concise, and professional correspondence.
• Internal Candidates must meet ATU Transfer Policy.

What you can expect from us:

• We offer theopportunity to make a difference and positively influence the Twin Cities metropolitan area.
• We encourage our employees to develop their skills through on-site training and tuition reimbursement.
• We provide a competitive salary, excellent benefits and a good work/life balance.

More about why you should join us!

Union/Grade: ATU (Amalgamated Transit Union) / Grade 44
FLSA: Non-exempt
Safety Sensitive: No

What your work environment would be:

Work is performed in a standard office setting.

What steps the recruitment process involves:

1. We review your minimum qualifications.
2. We review your Work Record Evaluation (for ATU employees only).
3. We rate your education and experience.
4. We conduct an assessment test.
5. We conduct a structured panel interview.
6. We conduct a selection interview.

Once you have successfully completed the steps above, then:

If you are new to the Metropolitan Council, you must pass a drug test (safety sensitive positions only), and a background check which verifies education, employment, and criminal history. A driving record check and/or physical may be conducted if applicable to the job. If you have a criminal conviction, you do not automatically fail. The Metropolitan Council considers felony, gross misdemeanor and misdemeanor convictions on a case-by-case basis, based on whether they are related to the job and whether the candidate has demonstrated adequate rehabilitation.

If you are already an employee of the Metropolitan Council, you must pass a drug test (if moving from a non-safety sensitive position to a safety sensitive position) and criminal background check if the job you're applying for is safety sensitive, is a supervisory or management job, is in the Finance, Information Services, Audit, or Human Resources departments, or has access to financial records, files/databases, cash, vouchers or transit fare cards. A driving record check and/or physical may be conducted if applicable to the position.

IMPORTANT: If you make a false statement or withhold information, you may be barred from job consideration.

The Metropolitan Council is an Equal Opportunity, Affirmative Action, and veteran-friendly employer. The Council is committed to a workforce that reflects the diversity of the region and strongly encourages persons of color, members of the LGBTQ community, individuals with disabilities, women, and veterans to apply.

If you have a disability that requires an accommodation during the selection process, please email [e-mail].