Contact Information

Name: Yanette Smith

Phone: 530-752-7045

Email: yismith@ucdavis.edu

Description

Payrate: $11.50/hr

Payrate Stipend: No

Work Study: No

Resume Required: Yes

Options: n/a

Term

Hours per Week: T/R for 6-9 hrs./week

Start Date: ASAP

End Date: Indefinite

Logistics

Job Number: 0009-2585-2018

Last Date to Apply: March 29, 2018

Purpose

This position is located at the Unitrans Pad on 800 Garrod Dr.   The Shop Office Assistants have duties including data entry, payroll, and billing, record keeping, and assisting the Administrative Assistant.

Unitrans is an Equal Opportunity Employer.

Duties

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MUST BE AVAILABLE TO WORK SUMMERS AND BREAKS; time off negotiable

Daily:

• Transfer of drivers’ mechanical requests to work orders

• Process all received paperwork with correct bus information.

• Process invoices to provide to the Unitrans Business Office for further processing and approvals.

• Balance fuel usage of diesel and CNG for Unitrans buses and support vehicles

• Enter received inventory data of mechanic hours, work completed, and vehicle information into computer system

• Balance student and career labor hours

• Review and complete purchase orders for parts and materials

• Upload purchase order information into the electronic system after data entry is completed

• Update Excel documents to contribute towards monthly fuel reports

• Answer phones and take messages when needed

• Contact shop manager, shopkeeper, and the Unitrans Business Office to troubleshoot basic discrepancies on invoices and orders.

• Maintain office filing, as per Federal and State Standards

• Enter vehicle work order data of mechanics’ hours, work completed and vehicle information into computer system.

• Run errands/distribute documents between business offices.

• Other duties as assigned by Shop Administrative Assistant

Weekly:

• Review time recorded from the previous pay week

• Create manual timecards for the Shop students and career staff

• File work orders, purchase orders, check in/check out sheets, and any other misc. document

Monthly:

• Assist Shop Administrative Assistant in creating monthly billing reports

• Assist Shop Manager and Storekeeper as needed

Quarterly:

• Conducting in-house audits to ensure that paperwork is filed and correctly.  

• Sample audits include, but not limited to:

• verification that check in/check out sheets are properly transferred into work orders

• ensuring purchase orders are entered properly into the Transit Fleet System

• researching PM Histories to verify that PM work orders are properly entered into TF and filed in the cabinets correctly

• Review the attached PM checklist to ensure that it corresponds to PM work order, that all areas are completely initialed and is correctly filed

Semi-Annual:

• Review vault checklist and verify location of vaults listed, add/remove vault numbers as appropriate

Skills

• Ability to exercise a high degree of independent responsibility
• Class C Driver’s License with a clean DMV driving record or another method of distributing documents/mail between business offices.
• Ability to prioritize work assignments
• Ability to complete work assignments with limited supervision and to seek advice and direction when the assignments and/or instructions are unclear
• Ability to pay close attention to detail, including the maintenance of a well-organized record-keeping system
• Ability to follow Unitrans and University policies and procedures
• Ability to work with basic office equipment, including desktop computers, phone systems, copy/scan machine, fax, etc.
• Ability to work with or learn Microsoft Word and Excel
• Ability to work well with numbers
• Ability to work well in an active office with constant interruptions
• Good communication, organization, and customer service skills.

Supplemental Questions

1. Please list previous work history and volunteer experience.
2. Describe why you are qualified for this position and how it relates to your interests.
3. Please briefly discuss the role of the UC Davis Principles of Community in the workplace and your understanding of diversity and cultural competency