Job Title

Maintenance Administration/ClerkDepartment: MaintenanceReports to: Director of MaintenanceCompensation: Hourly $17 USDStatus: Non-Exempt1. Job Purpose/Objective:The primary function of this position is to provide administrative support to the Maintenance division and ensure that all paperwork (work orders, invoices, payroll, billings, updated abstracts, current DOT physicals, renewal of TB tests, etc.) is processed to the various departments in a timely fashion.2. Essential Job Functions:Incumbent may perform any or all of the following:Office duties:Review and audit, input all employees' hours for payrollAt end of month- calculate, review, audit mileage of all vehiclesAnswer all incoming callsProcess/file employee requests for time offEnsure all qualifying documents are updated and current on file and copies sent to HRInput/file NOW's, NTP's, Accident ReportsFill out NTP's for vacations, sick leave for F/T employeesProcess all work orders and invoices for maintenanceUpdate employee profile (phone numbers, addresses, name changes, etc.)Organize, update, and maintain all maintenance related paperwork and documentationAssists employees to update tax, Medical, Dental information and forwarding to proper dept.After charters- match with reservation formsCollect and deposit funds for C.O.D Charters present and future fill in log and send to accountingCross check expended fuel slips and fileReconcile all invoices and work ordersOrder and stock parts and all inventory itemsAny/All inventory management processesAttend all meetings- staffPerforms other duties as assigned.3. Essential Skills (Minimum qualifications individual must possess when entering position) - i.e. skillsets, education, certifications, etc.High school diploma or GED; or one to three months related experience and/or training or equivalent combination of education and experienceMust be computer literate (able to utilize and maneuver through windows applications)Must have knowledge and experience in word processing, e-mail, spreadsheets, file manipulationMust be able to adapt and learn new computer software and applicationsAble to type 40+ wpmAble to utilize calculator and various office machinesMust be able to work flexible shiftsAbility to apply common sense understanding to carry out instructions furnished in written, oral or diagram formAbility to effectively present information in one-on-one and small groupsCommunicates well both verbally and in writing, creates accurate and punctual reports, delivers presentations, shares information and ideas with others, has good listening skillsHas good listening skills, builds strong relationships, is flexible/open-minded, negotiates effectively, solicits performance feedback and handles constructive criticismListens attentively to others, asks clarifying questions, actively listens, stays open to other viewpoints, manages distractions and interruptionsKeeps information organized and accessible, maintains clean/functional workspace, works systematically/efficiently, manages time wellBreaks down problems into smaller components, understands underlying issues, can simplify and process complex issues, understands the difference between critical details and unimportant factsPrioritizes well, shows energy, reacts to opportunities, instills urgency in others, meets deadlinesPromotes mutual respect, keeps workplace clean and safe, supports safety programs4. Working Conditions/Job EnvironmentAbility to calculate figures and amounts such as discounts, interest, commissions, percentagesMust be able to sit for long periods of timeMust have excellent hand-eye coordinationSedentary work, exerting up to 10 pounds of force occasionally and/or a negligible amount of force occasionallyBe able to stoop, bend, reach, liftExpressing or exchanging ideas by means of the spoken wordAbility to receive detailed information through oral communication, and make fine discriminations in soundThe worker is required to have visual acuity to perform an activity such as: preparing figures, reading data and working on the computer terminalMust be able to work in a repair shop environment, where loud noise, exhaust fumes, and chemicals are commonly presentMust be able to work under all weather conditionsSome remote work may be necessaryThe information on this description has been designed to indicate the general nature and level of work performed by an employee in this classification. It is not to be interpreted as a comprehensive inventory, or all duties, responsibilities, and qualifications of employees assigned to this job. Management has the right to add to, revise, or delete information in this description. Reasonable accommodations will be made to enable qualified individuals with disabilities to perform the essential functions of this position. Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.