Bus Maintenance Administrator

Metropolitan Council; Saint Paul (MN); On-site; USD 28,000 - 34,000; Full time

Job summary

The Metropolitan Council is seeking a Bus Maintenance Administrator to support the Assistant Director of Bus Maintenance Administration and to coordinate with the Overhaul Base, service garages, and HR. The role involves data entry, document preparation, reporting, and file organization during standard Monday through Friday business hours.

The position also covers fuel card renewals, WEX system setups, uniform ordering, onboarding reporting, and travel arrangements for staff, emphasizing strong

Qualifications

• Experience organizing and maintaining employee files and documents.
• Ability to prepare and distribute reports and memos.
• Strong attention to detail and ability to work with multiple stakeholders.

Responsibilities

• Assist in developing and maintaining administrative processes and procedures.
• Prepare, update and distribute schedules, seniority lists, and department workforce summaries.
• Coordinate with service garages, the Overhaul Base, and other departments as needed.

Skills

Data entry

Office administration

Communication

Scheduling

Education

High school diploma or equivalent

Tools

WEX fuel management system

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. We are committed to supporting a diverse workforce that reflects the communities we serve.

Metro Transit

Metro Transit is 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 HR
• Process 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 Con