Maintenance Administration Specialist (Fleet Maintenance)

CLASS SUMMARYProvides administrative support to the Operations & Maintenance Departments. This position is responsible for establishing and maintaining department records; requisitioning/tracking department funds, materials, and invoices; compiling reports; ensuring compliance of department records. Responsible for formatting and extracting data from the Computerized Maintenance Management System (CMMS). Other duties include assisting with winter operations, emergency preparedness and may require working nights, weekends, or holidays as needed to support operations.

ESSENTIAL DUTIES

• Extracts and submits reports from the Computerized Maintenance Management System (CMMS), including asset performance reports, employee labor reports, material usage reports, and others as required.
• Conducts formatting of data to be entered into CMMS through the Asset Management team.
• Processes purchase order requisitions, maintains files for purchase orders, receipts, and processes invoices. Resolves invoices, purchase order and receiving discrepancies for Finance.
• Collects, compiles data, and prepares billing forms/invoices for departmental materials and labor to submit to the appropriate party.
• Establishes and maintains filing systems; acts as records custodian in accordance with KCAB Policy 1023.
• Attends and documents departmental meetings.
• Assists with the development and preparation of the annual departmental budget. Tracks spending versus budget for the department.
• Maintains training records for Maintenance employees, to include certifications and licensures; assists departmental safety trainers with recordkeeping.
• Manages the departmental petty cash to ensure that it is being utilized per policy requirements and replenished as needed.
• Supports daily office operations by responding to incoming calls, preparing and distributing documents, coordinating mailings, and ensuring office supplies are adequately stocked.
• Responsible for maintaining accountability and stocking levels of departmental common-use commodities and services as needed.
• May assist with projects by formatting reports, assisting with scheduling meetings, correspondence with internal or external groups, and other support as required.
• Manages and maintains equipment and vehicle asset files.
• Obtains license plates and titles of all KCAB vehicles.
• Manages the carwash program for the organization, retains carwash tickets and distributes them as needed.
• Manages fuel cards for the organization, coordinates with the ID office to obtain new fuel cards, and grants fuel pump access as needed.
• Coordinates the procurement of uniforms.
• Performs data entry into PMWeb for KCAB vehicles.
• Performs other duties of a similar nature and level as assigned.

EDUCATION & EXPERIENCEMinimum Education: Associate’s degree in a Related Field

Minimum Years of Direct Experience: 5 Progressively responsible budgeting, invoice processing, and cost allocations experience

Or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.

LICENSING/CERTIFICATIONSRequired

• Maintains Security Identification Display Area (SIDA) clearance.
• Valid Driver's license.

DEMONSTRATED KNOWLEDGE OF

• Budgets and invoice processing.
• Intermediate MS Office Suite of products; Excel, Word, PowerPoint, Visio, Etc.
• Advanced administrative concepts and processes include schedule, coordinating meetings and events (pre-bid meetings, etc.) and preparing minutes, process documents, etc.

DEMONSTRATED SKILL IN

• Clearly and effectively communicating both orally and in writing.
• Problem solving ability to select, organize and logically process relevant information to solve a problem.
• Advanced level of computer skills with Microsoft applications. This includes the ability to apply advance formatting, build spreadsheets and create forms and reports.
• Data entry and database structure.
• Prioritize a variety of tasks with little supervision.
• Produce results in a fast-paced work environment.
• Establish and maintain effective, fair, cooperative, collaborative, and respectful relationships with internal and external colleagues, peers, work teams and workgroups.
• Working with and preparing confidential correspondence.

Why Join Us? BENEFITS: (Full Time Positions)

• 100% Employer Paid Health & Wellness Center
• Comprehensive Insurance Options: Medical, dental, vision and life insurance, including a $0 premium medical plan option and no spousal surcharge
• CVG CARES: $2,500 employer paid childcare subsidy
• Health Savings Account & Dependent Care Flexible Spending Account
• Retirement Plans: Employer and employee contributions to KY Public Pension Authority retirement plan
• KY Deferred Comp Plans: 401(k) and 457 options
• Generous Paid Time Off: Including 10 holidays a year
• Employee Assistance Program
• Voluntary Wellness Program: Earn financial incentives and paid time off
• Tuition Reimbursement and Professional Development Programs
• Performance Reward Program (potential to earn up to $2100.00 annually)
• Onsite Fitness Facilities

Don’t meet every requirement? If you are excited to make a positive impact for our region, but your experience doesn’t align perfectly, we encourage you to apply. You may be the right candidate for CVG Airport, whether it be this role or another.