Service Administrative Assistant - Garage Services

The Pennsylvania State University; University Park (TX); On-site; USD 41,000 - 65,000; Full time

Benefits offered by this job

Medical benefits

Retirement plan

Tuition discounts

Paid time off

Holidays

Job summary

The Pennsylvania State University in University Park, PA is seeking a Service Administrative Assistant (Intermediate or Senior Support) to join Transportation Services. This on-site role supports the fleet management initiative and will help launch a modern Fleet Maintenance Software system for the university.

The ideal candidate will have excellent customer service and strong organizational skills, with a willingness to learn new software.

Qualifications

• Excellent customer service and strong organizational skills.
• Ability to learn new software quickly and adapt to changing priorities.
• Experience with billing is a plus, familiarity with fleet-related software is beneficial.

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

Organization

Communication

Education

Associate Degree

GED or HS-equivalent

Tools

Microsoft 365

SAP Concur

SIMBA

Adobe Acrobat

Zoom

Job description

Position Specs

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.

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

Candidate Profile

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.

Working Hours and Location

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

• 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
• 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

Campus Security Crime Statistics

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act and the Pennsylvania Act of 1988, Penn State publishes a combined Annual Security and Annual Fire Safety Report (ASR). The ASR includes crime statistics and institutional policies concerning campus security, such as those concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters. The ASR is available for review here.

EEO IS THE LAW

Penn State is an equal opportunity employer and is committed to providing employment opportunities to all qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. If you are unable to use our online application process due to an impairment or disability, please contact 814-865-1473. Penn State is committed to and accountable for advancing equity, respect, and belonging. We embrace individual uniqueness, as well as a culture of belonging that supports equity initiatives, leverages the educational and institutional benefits of inclusion in society, and provides opportunities for engagement intended to help all members of the community thrive. We value belonging as a core strength and an essential element of the university’s teaching, research, and service mission.

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