THIS POSITION IS ONSITE. WE CURRENTLY DO NOT OFFER HYBRID OR REMOTE WORK. 

GENERAL SUMMARY:

Performs a wide range of confidential, administrative, and operational support-related processes for the Maintenance Department to include personnel actions, maintenance of staff roster IDs, work schedules, documents, and data control, timekeeping, purchase requests, and file management; and coordinates and responds to requests for information from other TARC departments; prepares monthly usage and other reports as required. This position will support a safety and customer service culture through programs, procedures, and other related work to achieve TARC’s mission and strategic outcomes. The position is responsible for meeting or exceeding all TARC policies and procedures with strict adherence to all local, state, and federal regulations; and performing related duties as assigned.

SUPERVISORY RESPONSIBILITIES:

None. 

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Performs confidential administrative/secretarial functions; independently prepares correspondence; prepares responses to letters and general correspondence of a routine nature; prepares reports and graphic materials as assigned.
• Processes purchase orders and prepares check requests.
• Orders office supplies for the 29^th St. and Union Station.

• Schedules and/or coordinates meetings, seminars, conferences, travel, and training sessions for department staff. 

• Prepares, posts, and awards job sign-ups.
• Prepares shoe and tool allowance list.

• Organizes, coordinates, maintains, and updates departmental record systems; enters and updates information with departmental activity, files, and report summaries; retrieves information from systems as required.

• Ensures all team members have correct uniforms; works with vendor to settle any discrepancies.
• Creates and maintains new equipment profiles in Ellipse.
• Investigates and responds to customer complaints related to maintenance (via Trapeze).
• Assists with vacation pick for all team members (includes annual, anniversary, and day-at-a-time vacation time).
• Prepares weekly timesheets/timecards and maintains timekeeping records while tracking attendance.
• Maintains gas mileage records for all TARC vehicles.
• Reviews work orders daily for accuracy and completion.
• Maintains employee rosters and seniority lists.
• Performs other job-related duties as requested.

MINIMUM EDUCATION AND EXPERIENCE:

• High school diploma or GED; 
• Three (3) years of office administrative experience.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Principles and practices of data collection and report generation.
• Methods of preparing and processing various records, reports, forms, and other documents particular to assigned department or program.
• Recordkeeping and filing system and methods.
• Research and reporting methods, techniques, and procedures.
• Various federal, state, and local laws, codes, and regulations relevant to the work performed.
• Principles and practices of customer service.
• Principles and techniques for working with groups and fostering effective team interaction to ensure teamwork is conducted smoothly.
• The structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
• Modern equipment and communication tools used for business functions and program, project, and task coordination.
• Computers and software programs (e.g., Microsoft software packages) to conduct research, assess information, and/or prepare documentation.
• Maintain confidentiality of information received.
• Gather and compile department- and division-specific information from a variety of sources.
• Prepare, review, and present reports, recommendations, and other correspondence and communications in a clear and concise manner.
• Understand and follow complex oral and written instructions.
• Organize and maintain accurate files and records. 
• Type accurately at speeds necessary for successful job performance.
• Compose correspondence and reports independently or from brief instructions; maintain records and databases.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Establish and maintain cooperative working relationships with those contacted in the course of business, including TARC employees, government entities, contractors, and members of the public.
• Effectively use computer systems, applications, and modern business equipment to perform a variety of work tasks.

WORKING CONDITIONS:

Incumbents generally work in a typical office environment with adequate light and temperature. There may be occasional exposure to extreme temperatures, loud noise, fumes, noxious odors, dust, mist, gases, and poor ventilation; must be able to see, hear and speak; and sit at a desk for long periods of time. Work may require some level of mobility including lifting or moving materials. Incumbents may interact with upset staff and/or members of the public in interpreting and enforcing departmental policies and procedures. This position requires a pre-employment screening.

AMERICANS WITH DISABILITIES ACT (ADA) COMPLIANCE:

Reasonable accommodations may be made for those who are not able to perform the essential duties of the job.

SAFETY SENSITIVE POSITION: No