Fleet Operations Support Specialist

2 weeks ago

Hampton, Virginia, United States Hampton Roads Transit Full time

Hampton Roads Transit

Maintenance Support Specialist

Location: Hampton, VA

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

The primary role of this position is to oversee a diverse array of operational protocols within the Bus Maintenance sector. Responsibilities are aimed at upholding departmental standards, policies, and procedures that foster a secure and efficient operational atmosphere. This role necessitates the ability to manage multiple tasks promptly while providing direct support to departmental supervisors, managers, and directors. The position also involves the collection, organization, recording, and verification of data accuracy, along with the generation of various statistical and narrative reports. Additionally, it includes reviewing documents for grammatical, spelling, punctuation, and formatting accuracy, and making necessary corrections. The specialist will compose statistical reports and correspondence, maintain departmental schedules, and ensure ongoing communication with HRT employees as needed.

Key Responsibilities:

(The duties listed are not exhaustive and may include other reasonable tasks as assigned.)

  • Manage fleet availability to ensure effective yard management, including bus assignments and operational adjustments.
  • Prepare and distribute daily pull-out reports.
  • Conduct data entry and finalize completed maintenance work orders.
  • Monitor and uphold work standards to enhance operational performance.
  • Assist in the development and implementation of activities within various operational management databases.
  • Support the creation and maintenance of procedures, forms, and work metrics.
  • Edit and write content for manuals and forms to clarify operational policies.
  • Review maintenance records and input data into management databases.
  • Scan and file maintenance records in compliance with guidelines.
  • Organize and present oral and written reports for departmental decision-making.
  • Adhere to established policies and time-sensitive tasks.
  • Participate in departmental and agency meetings as required.
  • Administer and maintain operations management databases.
  • Advise management on database capabilities and modify software rules as necessary.
  • Resolve database issues to support the Operations Department and end users.
  • Test and document new procedures, implementing final changes in the production environment.
  • Oversee daily database administration, including user management and troubleshooting.
  • Coordinate work with supervisors and management staff.
  • Develop ad hoc queries and generate reports.
  • Assist with personnel records maintenance, time tracking, and payroll report accuracy.
  • Compile special reports and organize information and data files.
  • Manage records in accordance with HRT's Records Management Policy.
  • Maintain awareness of HRT's Environmental Management System.
  • Perform all job duties in alignment with HRT's Environmental Policy and Emergency Management Plan.
  • Carry out additional duties as required.

Essential Knowledge, Skills, and Abilities:

The Maintenance Support Specialist must work independently while valuing teamwork. This position requires a high level of concentration to complete various statistical tasks daily. Candidates should possess considerable knowledge of administrative techniques and practices, as well as an understanding of the Transportation District Commission of Hampton Roads' functions and organization. Proficiency in data entry, retrieval, and organization using computerized spreadsheets and databases is essential for report preparation. Strong grammar and writing skills are necessary for producing accurate reports and correspondence. The ability to effectively communicate, both orally and in writing, is crucial for exchanging and clarifying information.

Software Proficiency:

Proficiency in computer systems and relevant software applications is essential for this role. Basic problem-solving skills related to software applications are expected. Key software applications include:

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

Safety Responsibilities:

All job duties must be performed safely to protect oneself, fellow employees, and the public. Promote safety awareness and adhere to safety procedures and policies. Actively report unsafe conditions and hazards to supervisors or the Safety Department.

Records Coordination:

Serve as the Departmental Records Coordinator, responsible for organizing and maintaining departmental files per HRT's Records Management Policy. This includes preparing documents for imaging, maintaining records, and providing information on records management to department members.

Training and Education:

A minimum of a high school diploma or GED is required, along with demonstrated typing skills, proficient computer skills, and basic office procedure knowledge. Effective communication skills, both oral and written, are essential.

Experience:

A minimum of five years of administrative experience is required, with transit agency experience being a plus.

Licenses:

A valid Virginia Driver's License is required.

Special Requirements:

This position is classified as non-essential personnel.

FLSA Status:

Non-Exempt

Physical Demands:

The physical demands described 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 for individuals with disabilities. Work involves high-speed keyboard operation, lifting up to 40 lbs., bending, stooping, standing, and walking, while maintaining safety awareness and following safety procedures.

Unusual Demands:

The work environment characteristics described are representative of those an employee may encounter while performing the essential functions of this job.

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