About this role
Full-Time and Non-Exempt; 7.5 Hours/Day; 252 Days/Year; 12 Months/Year; Grade FF
General Responsibilities
This position is responsible for filing, data entry into a Maintenance Management System, completing forms, checking, and posting numerical data, and maintaining numerical data files. The work requires entering data on a computer terminal, and operating associated computer devices to print, store and retrieve reports. This position requires the ability to work effectively in an active fleet maintenance garage environment, which may include exposure to vehicle noise, mechanical equipment, varying temperatures, and routine maintenance activities. The employee must be comfortable performing administrative duties in this setting while maintaining professionalism, productivity, and adherence to established safety procedures.
Education and Experience
Requires a high school diploma, one (1) year of clerical experience; two (2) years of customer service experience is preferred, or an equivalent combination of education and experience.
Essential Job Functions
- Prepares and maintains the bus equipment spreadsheet for Technicians to properly prep special education buses.
- Provides comprehensive administrative and clerical support to the Garage Supervisor
- Maintains insurance cards on all rolling stock (vehicles) for NPS.
- Works directly with the City of Norfolk to maintain accurate records of active employees by both adding and deleting.
- Works directly with employees to provide fuel pin numbers and support.
- Supports the parts room as needed.
- Initiates, reviews, and closes out work orders for vehicles.
- Maintains life records and historical maintenance of buses
- Prepare operational reports via FASTER.
- Processes required documentation with the Department of Motor Vehicles (DMV) to obtain license tags for newly acquired motor vehicles.
- Tracks all fuel deliveries and consumption – by vehicles – for all district owned rolling stock.
- Downloads fuel transactions electronically.
- Resolves error messages (mileage, fuel type, fuel quantity, etc.).
- Requires physical verification of current vehicle mileage.
- Prepares necessary documentation for receipt and disposal of vehicles.
- Performs clerical support tasks for specialist or other supervisors as assigned. Prepares vehicle “Down” Report daily.
- Prepares monthly invoices for reimbursable accounts.
- Performs related work as required.
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES
Ability to maintain inventory records and files.
Ability to follow written and verbal instructions.
Ability to communicate effectively with vendors and garage personnel.
HAZARDS
Work is primarily performed in an office setting but may include working with staff in the adjacent garage, involving exposure to exhaust fumes.
UNUSUAL DEMANDS
Work is performed adjacent to an auto repair and maintenance garage.
Work is subject to frequent interruptions.