General: The Administrative Support Specialist will provide clerical and administrative support to the SamTrans North Base Maintenance Administration team specifically assisting with vehicle acceptance, document control, filing, data entry (PeopleSoft Finance for invoice processing, Work Order Software, and MS excel), and invoice processing.
Examples of Essential Functions:
Maintain records and files for bus maintenance, vehicle acceptance, and work order management.
Process contractor, and vendor invoices.
Assist with analyzing invoice information to determine cost projections.
Examples of Duties:
Review and process invoices. Track invoice spend to understand total contract value. Report on total contract spend to management.
File data submittals, work directives, vehicle acceptance forms, and other documents.
Perform detailed data entry in excel, using formulas when needed.
Communicate with other departments & divisions in regards to district vehicle information.
Resolve account issues with vendors such as FastTrack, and maintain relevant documentation.
Perform other duties as assigned.
Minimum Qualifications:
High School Diploma or GED equivalent.
Two years of full-time clerical or administrative support experience.
Other Requirements:
Proficient in MS Office Suite: Word, Excel (using formulas), Outlook, and Teams.
Excellent communication and customer service skills
High attention to detail
Experience working with a range of software (e.g., Peoplesoft ERP, Work Order Management Software, or Excel) is highly desirable.
Numbers & Facts
Location
South San Francisco, CA
Skills
Administrative Skillsunmatched
Billingunmatched
Communication Skillsunmatched
Contract Managementunmatched
Cost Estimatesunmatched
Customer Support/Serviceunmatched
Data Entryunmatched
Detail Orientedunmatched
Document Controlunmatched
Documentationunmatched
ERP (Enterprise Resource Planning)unmatched
Expense Managementunmatched
Expense Trackingunmatched
File Maintenanceunmatched
Financeunmatched
High School Diplomaunmatched
Microsoft Excelunmatched
Microsoft Officeunmatched
Microsoft Outlookunmatched
Microsoft Wordunmatched
Order Managementunmatched
Peoplesoftunmatched
Record Keepingunmatched
Resolve Customer Issuesunmatched
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