Executive Admin Assistant for Fleet & Facilities Leadership

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

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.