Maintenance Support Specialist

Hampton Roads Transit

Maintenance Support Specialist

Hampton, VA 23661

Salary Range : $36,551 - $45,689

The function of this position is to administer a wide range of work protocols within the primary functional area of Operations, Bus Maintenance.

Duties performed are designed to maintain departmental standards, policies and procedures that combine to support a safe and efficient operating environment.

Position must meet multiple demands on a timely basis and provides direct assistance as required to department supervisors, managers, and directors.

Position also collects, organizes, records, and verifies accuracy of data and information and produces a variety of typed statistical and narrative reports, reviews typed materials for accuracy of grammar, spelling, punctuation, and format and makes corrections.

Composes statistical reports and correspondence. Establishes and maintains department schedule. Provides ongoing communication to HRT employees as required.

Essential Job Functions :

Duties listed are not intended to be all inclusive nor to limit duties that might reasonably be assigned.)

• Manages fleet availability for efficient yard management to include bus assignments and related operational changes.
• Complete and distribute Daily AM and PM Pull-Out Report.
• Performs data entry and closes out completed maintenance work orders.
• Monitors, maintains, and identifies work standards that lead to improved operations performance.
• Supports the development and deployment of activities in the various operational management databases.
• Assists in the development and maintenance of procedures, forms, and work measurements.
• Writes and / or edits information contained in manuals and forms used to clarify operational policies and procedures.
• Reviews maintenance records and enters data into various management databases.
• Scans and manually files maintenance records as per FTA guidelines.
• Organizes, authors, and presents oral and written reports used by department heads as the basis for day-to-day decision making.
• Adheres to established policies, objectives and time sensitive tasks and schedules.
• Attends department and Agency meetings as required.
• Administers and maintains operations management computer databases.
• Advises department director and managers on maintenance management database capabilities and creates / modifies software business rules, tables, forms, etc.

to support new procedures.

• Resolves database problem conditions in support of the Operations Department and end users.
• Test, document new procedures, and reproduce final changes in the production environment.
• Required to oversee daily database administration including defining users file system creation / management, troubleshooting, application support, security, and recovery.
• Coordinates work with supervisors and management staff.
• Develops ad hoc queries and generates reports.
• Will serve as a back-up, for the upkeep of personnel records, entering and tracking time and
• attendance data, reviewing payroll reports to assure accuracy prior to processing.
• Completes special reports, researches, and organizes information and data files.
• Manage records created and received in compliance with the Hampton Roads Transit Records Management Policy and Procedures.
• Responsible for maintaining a general awareness of HRTs EMS.
• Responsible for handling all related job responsibilities in accordance to HRTs Environmental Policy, relevant EMS Standard Operating Procedures, and Emergency Management Plan.
• Performs other duties as required.

Required Knowledge, Abilities and Skills essential to Job Functions :

The Pull-Out Administrative Support technician. Must be able to work independently and embrace teamwork. Position requires high level of concentration in order to complete a variety of statistical tasks on a daily basis.

Considerable knowledge of administrative techniques and practices. Knowledge of the activities, functions, and organization of the Transportation District Commission of Hampton Roads.

Skill in entering, retrieving, and organizing data using computerized spreadsheets and databases to prepare reports and correspondence.

Strong grammar and writing skills to produce accurate reports and correspondence. Skill in collecting and organizing data and information, in preparing and producing narrative and statistical reports.

Ability to communicate effectively, orally and in writing with the public and with employees to exchange and clarify information and to understand the views of others.

Ability to organize, effectively plan, and work independently in a dynamic environment. Ability to maintain departmental documents using either an electronic and / or manual filing system.

Ability to accurately compile and organize fact-based data and information for various reports. Extensive knowledge of database software configuration, management, entry methods and procedures desirable.

Ability to analyze data to identify and correct reported information.

Required Software Knowledge and Skills essential to Job Functions :

Proficiency in using computer systems and the listed software applications associated with performance of assigned work is essential.

Basic problem-solving skills associated with software applications used is expected. Software usage relevant to job duties will be evaluated.

Software applications :

MS Windows, MS Office 365 (Word, Excel, Access, Power Point, Outlook), Spear, PeopleSoft, HASTUS, TransitMaster, GFI, Trapeze, Adobe Reader, WinZip, Symantec

Safety Responsibility :

Perform all job duties and responsibilities in a safe manner to protect ones self, fellow employees, and the public from injury or harm.

Promote safety awareness and follow safety procedures and policies. Take an active part in reporting unsafe conditions and any hazards within the workplace to their Supervisor, Manager and / or the Safety Department.

Records Coordinator :

• Serve as a Departmental Records Coordinator with responsibility for organizing and maintaining departmental files in accordance with HRTs Records Management Policy and Procedures;
• preparing documents for imaging by designating file code information and forwarding to Records Management; maintaining (archiving / storage) and disposing of records in accordance with the approved HRT Records Retention and Disposition Schedules;

attending regular information and training meetings; and providing information to the Director of Bus Maintenance and all department members on records management including paper, electronic records, photos, news articles, and other items.

Training and / or Education :

Minimum requirements include completion of standard high school courses or GED; must be able to demonstrate accurate typing skills, proficient computer skills, and basic knowledge of office procedures;

must be able to effectively communicate, both orally and in writing.

Required Experience :

Five or more years of administrative experience. Transit Agency experience a plus.

Licenses or Certificates :

Virginia Drivers License

Special Requirements :

This position is classified as non-essential personnel.

FLSA Status : Non-Exempt

Non-Exempt

Physical Demands :

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work requires high-speed operation of keyboard devices.

Lift up to 40 lbs., bending, stooping, standing and walking. Maintaining safety awareness and follow safety procedures and policies to include Personal Protective Equipment (PPE).

Unusual Demands :

The work environment characteristics described here are representative of those an employee encounters while p