Maintenance Administrative Assistant

Job Description

The Maintenance Administrative Assistant will report to the Garage Manager and work closely with the Maintenance Supervisors, HR, and Union Stewards and Representatives.

Key Responsibilities:

• Greet visitors and escort them to the proper area
• Manage communication to include phone calls and emails by directing them to the proper personnel
• Maintain up to date employee board with posters and communications
• Maintain and order office supplies
• Receive invoices and review for accuracy
• Maintain employee files in a confidential manner
• Facilitate the union employee shift bid and bank vacation bid
• Keep vacation calendar updated for all employees
• Maintain payroll records utilizing the ADP portal
• Update ADP portal with LOA, Vacation, and Worker Compensation information
• Work with HR and recruiting to assist with onboarding new employees
• Work closely with the GM to identify potential employee candidates and schedule interviews per the GM's instructions
• Maintain the Confidential Drug and Alcohol roster by promptly scheduling employees with CONCENTRA when they are chosen for Drug and Alcohol screening
• Work with GB (Gallagher Bassett) for reporting and filing reports of employee injuries and incidents
• Work with Supervisors on all employee relations
• Properly and promptly record all attendance infractions and maintain the attendance tracker
• OSHA 300 Injury Report
• Schedule appointments for applicants in eArcru to fill open positions
• Perform all other duties as assigned.

Required qualifications, capabilities, and skills:

• High school diploma or GED
• At least 3 years of office administrative experience
• Strong written and verbal communication skills
• Strong interpersonal skills: the ability to effectively interact with various styles and levels of management.
• Strong knowledge of Microsoft Office, Word, Excel, and Power Point
• Must be able to meet deadlines and multi-task