Service Administrative Assistant - Garage Services

Penn State University; Ferguson Township (PA); On-site; USD 41,000 - 65,000; Full time

Benefits offered by this job

Medical benefits

Job summary

Penn State is seeking a Service Administrative Assistant (Intermediate or Senior Support) for its on-site team at University Park. The role focuses on opening, updating, and closing repair orders, billing verification, and providing customer service to internal and external partners.

The position emphasizes strong organizational skills, familiarity with fleet management software, and the ability to manage inventory and P-Card reconciliations.

Qualifications

• Experience in billing and inventory is a plus.
• Proficient with Microsoft 365, SAP Concur, SIMBA, and Adobe Acrobat.
• Strong customer service and organizational skills required.
• On-site Monday–Friday, full-time.
• Familiarity with fleet maintenance software is a plus.

Responsibilities

• Opens, updates, monitors, and closes repair orders (ROs) accurately and efficiently, ensuring required documentation is complete.
• Processes monthly billing verifying accuracy before processing.
• Customer service to internal customers and external vendors.
• Reconciliation of P-Card transactions in SAP Concur.
• Technical/functional expert on garage-specific software.
• Assist CWC garage services with billing, parts ordering, inventory management and P-Card reconciliation as needed.
• Supports Service Garage Management with administrative projects and reporting.
• Assist in ordering parts and maintaining physical inventory.
• Assign and maintain fuel cards and process billing for fuel.

Skills

Customer service

Organizational skills

Billing experience

Inventory management

Attention to detail

Communication skills

Self-starter

Team collaboration

Education

Associate Degree

GED

High School Diploma

Tools

Microsoft 365

SAP Concur

SIMBA

Adobe Acrobat

Zoom

Job description

POSITION SPECIFICS

The Service Garage at University Park has recently transitioned to Transportation Services and is searching for an energetic, experienced Service Administrative Assistant (Intermediate or Senior Support) to join our team. With a new vision of supporting the Fleet Management Organization, this on-site position will assist the team in launching a modern Fleet Maintenance Software system for the university. Experience in the vehicle or mobile equipment maintenance field and working with fleet management software is a plus but is not required. Qualified applicants will possess excellent customer service and strong organizational skills. Billing and inventory experience is also a plus.

Approval of remote and hybrid work is not guaranteed regardless of work location. For additional information on remote work at Penn State, see Notice to Out of State Applicants.

This position will have several key responsibilities:

• Opens, updates, monitors, and closes repair orders (ROs) accurately and efficiently, ensuring required documentation is complete
• Processes monthly billing verifying accuracy before processing
• Customer service to internal customers and external vendors
• Reconciliation of P-Card transactions in SAP Concur
• Technical/functional expert on garage-specific software
• Assist CWC garage services with billing, parts ordering, inventory management and P-Card reconciliation as needed
• Supports Service Garage Management with administrative projects and reporting
• Assist in ordering parts and maintaining physical inventory
• Assign and maintain fuel cards and process billing for fuel

Education and Experience

Familiarity with Technical Service employees and the bargaining contract is highly desired.

Proficient knowledge of the following software, and the ability to easily learn additional software, is preferred:

• Microsoft 365 (Outlook, Excel, Word, Teams, OneDrive/SharePoint)
• SAP Concur
• SIMBA
• Adobe Acrobat
• Zoom

The successful candidate will be a self-starter, have excellent communication skills, a positive attitude, and the desire and ability to work well with a diverse team. The candidate must be well organized, have keen attention to detail and be dedicated to helping others. Confidence in learning new software programs, commitment to meeting deadlines, and the ability to switch priorities as well as handle multiple interruptions easily is a must.

This position is a full-time, on-site role based out of University Park with a Monday through Friday Schedule.

This position will be filled at an intermediate support level or a senior support level, depending upon the successful candidate's competencies, education, and experience.

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

Administrative Assistant - Senior Support

If filled as Administrative Assistant - Senior Support, this position requires:

Associate Degree

4+ years of relevant experience; or an equivalent combination of education and experience accepted

Required Certifications: None

Administrative Assistant - Intermediate Support

If filled as Administrative Assistant - Intermediate Support, this position requires:

General Equivalency Diploma (GED) or High School (HS)

2+ years of relevant experience; Relevant education accepted in lieu of experience

Required Certifications: None

Applicants must include a cover letter, resume, and the names and contact information for at least 3 professional references.

Benefits for full-time employees at Penn State include (visit https://hr.psu.edu/benefits for more detailed information):

• Medical, dental, vision, and retirement plans
• Tuition discounts (including for a spouse and dependent children up to the age of 26)
• Generous vacation time and sick time
• 14 paid holidays/campus closure days

BACKGROUND CHECKS/CLEARANCES

Employment with the University will require successful completion of background check(s) in accordance with University policies.

Penn State does not sponsor or take over sponsorship of a staff employment Visa. Applicants must be authorized to work in the U.S.

SALARY & BENEFITS

The salary range for this position, including all possible grades, is $40,608.00 - $64,668.00.

Salary Structure - Information on Penn State's salary structure

Penn State provides a competitive benefits package for full-time employees designed to support both personal and professional well-being. In addition to comprehensive medical, dental, and