Maintenance Administrative Assistant

Metropolitan Council; Saint Paul (MN); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Competitive salary

Excellent benefits

Good work-life balance

Job summary

Metropolitan Council is seeking a Maintenance Administration Assistant to provide administrative support to Facilities Maintenance management, supervisors and forepersons. The role requires handling data entry, maintaining records, and assisting with forms and personnel files in a fast-paced office environment.

The position is based at the Transfer Road facility in St. Paul, MN and will move to a new facility in Northeast Minneapolis, MN.

Qualifications

• High school diploma or GED.
• 2+ years of office administrative experience including Word and Excel.
• Experience creating correspondence and maintaining electronic subject files.

Responsibilities

• Performs data entry as assigned.
• Closes maintenance work orders in TxBase.
• Maintains files of vehicles, equipment maintenance and inspection reports.
• Posts service bulletins and employee information reports.
• Reviews and verifies employee time entries for accuracy daily.

Skills

Word

Excel

Calendars

Correspondence

Education

High school diploma/GED

Tools

TxBase

MS Office

Job description

WHO WE ARE

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 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 and light rail as well as resources for those who carpool, vanpool, walk or bike in the Twin Cities. The Maintenance Administration Assistant provides administrative support to Facilities Maintenance management, supervisors and forepersons by performing administrative and clerical duties pertaining to facilities, vehicles and employees. In addition, this position will provide assistance to employees regarding forms, policies and procedures, liaison, general company and department functions.

This position is currently based out of our Transfer Road facility in St. Paul, MN however it will eventually move to a new facility in Northeast Minneapolis, MN. The position works standard business hours. This position is open to both internal and external applicants however, internal candidates will receive priority. This posting will establish a six-month eligible list for current and future positions. The candidate's permanent residence must be in Minnesota or Wisconsin.

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.

What you would do in this job

• Performs data entry as assigned.
• Closes maintenance work orders in TxBase.
• Maintains files of vehicles, track and various equipment maintenance and inspection reports as directed in conformance with FRA regulations.
• Posts service bulletins and employee information reports.
• Reviews and verifies employee time entries for accuracy daily and edits as appropriate. Monitors and posts data within the timekeeping system for accurate biweekly payroll and attendance tracking.
• Maintains Hours of Service records for designated employees.
• Communicates with other facilities and departments as required/directed.
• Provides and assists employees with forms such as vacation, sick leave, etc.
• Answers telephones.
• Processes incoming mail and prepares outgoing mail.
• Assists in the administration of employer provided uniforms and equipment.
• Processes and forwards personnel records to appropriate location for transferring employees and set-up files for new incoming personnel.
• Performs other duties as assigned or apparent.

What education and experience are required for this job (minimum qualifications)

• High school diploma/GED or higher
• Two (2) years or more of office administrative experience; experience must include intermediate PC experience in Microsoft Word, Excel, and maintaining calendars
• Candidates must also have experience creating correspondence, letters, and memos in proper business style format and experience with creating/maintaining electronic subject files

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

• Organizational and prioritization skills
• Customer service oriented
• Ability to work effectively with diverse internal/external customers/work groups

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

• Knowledge of secretarial and administrative procedures.
• PC skills including MS Office and electronic calendar.
• Ability to type 40 words per minute.
• Ability to adjust to changing priorities and work independently.
• Ability to handle multiple tasks with efficiency.
• Ability to work well with others.

What you can expect from us:

• We offer the opportunity 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!

Additional information

• Union: ATU (Amalgamated Transit Union) / Grade 21
• FLSA: Non-exempt
• Safety Sensitive: No

What your work environment would be:

Work is performed in a standard office setting. This is a first shift position with set work hours to be determined at a later date. This position will report directly to the Facilities Maintenance Manager as well as the Assistant Director of Facilities Maintenance.

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 a structured panel interview.
5. 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, Aff 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].