Careers

About UMass Amherst

The flagship of the Commonwealth, the University of Massachusetts Amherst is a nationally ranked public land-grant research university that seeks to expand educational access, fuel innovation and creativity, and share and use its knowledge for the common good. Founded in 1863, UMass Amherst sits on nearly 1,450-acres in scenic Western Massachusetts and boasts state-of-the-art facilities for teaching, research, scholarship, and creative activity. The institution advances a diverse, equitable, and inclusive community where everyone feels connected and valued—and thrives, and offers a full range of undergraduate, graduate and professional degrees across 10 schools and colleges, and 100 undergraduate majors. We believe every member of our university community can contribute to our ongoing success by striving for the highest level of excellence as we seek breakthrough solutions to mounting environmental, social, economic, and technological challenges in our world.

Job Summary

The Clerk III (Transit Services) provides administrative and customer service support for the Fleet Garage including supporting purchasing, tracking repair jobs and preparing reports. May be required to serve as backup for some of the duties of the Parts Buyer I.

Essential Functions

• Provide clerical support to Fleet Garage manager(s) and shift supervisor(s) including to verify parts and labor are complete on work orders before closing in preparation for customer billing.
• Perform data entry of parts into the fleet database.
• Function as the department Procard Manager. Train and support mechanics regarding Procard processes and procedures.
• Provide information to Fleet Garage customers regarding on and off-campus repair options. Gather information about vehicle problems, complete intake forms for new repair jobs and enter into the fleet database.
• Purchase office supplies and garage consumables, ensure compliance with University purchasing policies and procedures.
• Prepare Purchase Orders in BuyWays as needed to subcontract repairs to off-campus vendors.
• Match bills of lading and delivery forms to final invoices. Prepare invoices for payment by Accounts Payable; track the use of purchasing contracts.
• Work with representatives of departments across campus to provide support services for Fleet Garage operations including FCS Administrative Services, Mail Services, Procurement, Environmental Health & Safety.
• Provide fuel card support to customers across campus by updating the online fuel card databases and ordering fuel cards. Reply to queries in person, by phone and by email.
• Assist and train garage staff with payroll procedures including use of Timetracker or other payroll software. May hire and supervise student employee(s) working in the Fleet Garage office.
• Provide training and assistance to mechanics recording hours and parts in the fleet database.
• Prepare reports using databases and spreadsheets including Multiforce, RTA, Excel and Wright Express as well as the payroll and purchasing software used by the University.
• Provide backup for the Parts Buyer I purchasing parts and maintaining an accurate on-line inventory. Assist with quarterly physical inventory.

Other Functions

• Performs other duties as assigned.

Minimum Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)

• High School diploma or equivalent.
• One (1) year experience in a similar office or automotive service setting.
• Valid Class D driver’s license.
• Ability to organize and prioritize job responsibilities including the ability to organize and prioritize multiple, diverse and complex tasks.
• Excellent interpersonal and customer service skills for in-person customer service and using written communications, email and by phone.
• Proficiency with office software packages including spreadsheets, databases, word processing and excel and email software in a Windows based environment.
• Ability to work independently, be self-directed and motivated.

Physical Demands/Working Conditions

Typical office environment activity.

Additional Details

QUALIFICATIONS ACQUIRED ON JOB

• Specific knowledge of University of Massachusetts human resources and purchasing policies and procedures.
• Proficiency with databases including RTA and BuyWays.
• Knowledge of University departments’ operational needs for vehicles.
• General knowledge of vehicle repair descriptions and shop procedures.
• Specific knowledge of fuel and hazardous materials handling and delivery procedures.

Work Schedule

• Monday-Friday; 7am-3pm.
• 37.5 hours per week.

Salary Information

Grade 11

Special Instructions to Applicants

Along with the application, please submit a resume. References will be checked at the finalist stage. Please be prepared to provide contact information for three (3) professional references.

The University of Massachusetts Amherst welcomes all qualified applicants and complies with all state and federal anti-discrimination laws.