Service Administrative Assistant - Garage Services
Penn State UniversityAPPLICATION INSTRUCTIONS: CURRENT PENN STATE EMPLOYEE (faculty, staff, technical service, or student), please login to Workday to complete the internal application process . Please do not apply here, apply internally through Workday. CURRENT PENN STATE STUDENT (not employed previously at the university) and seeking employment with Penn State, please login to Workday to complete the student application process. Please do not apply here, apply internally through Workday. If you are NOT a current employee or student, please click “Apply” and complete the application process for external applicants . Approval of remote and hybrid work is not guaranteed regardless of work location. For additional information on remote work at Penn State, see Notice to Out of State Applicants . POSITION SPECIFICS POSITION SPECIFICS The Service Garage at University Park has recently transitioned to Transportation Services and is searching for an energetic, experienced Service Administrative Assistant (Intermediate or Senior Support) to join our team. With a new vision of supporting the Fleet Management Organization, this on-site position will assist the team in launching a modern Fleet Maintenance Software system for the university. Experience in the vehicle or mobile equipment maintenance field and working with fleet management software is a plus but is not required. Qualified applicants will possess excellent customer service and strong organizational skills. Billing and inventory experience is also a plus. This position will have several key responsibilities: Opens, updates, monitors, and closes repair orders (ROs) accurately and efficiently, ensuring required documentation is complete Processes monthly billing verifying accuracy before processing Customer service to internal customers and external vendors Reconciliation of P-Card transactions in SAP Concur Technical/functional expert on garage-specific software Assist CWC garage services with billing, parts ordering, inventory management and P-Card reconciliation as needed Supports Service Garage Management with administrative projects and reporting Assist in ordering parts and maintaining physical inventory Assign and maintain fuel cards and process billing for fuel Education and Experience Familiarity with Technical Service employees and the bargaining contract is highly desired. Proficient knowledge of the following software, and the ability to easily learn additional software, is preferred: Microsoft 365 (Outlook, Excel, Word, Teams, OneDrive/SharePoint) SAP Concur SIMBA Adobe Acrobat Zoom The successful candidate will be a self-starter, have excellent communication skills, a positive attitude, and the desire and ability to work well with a diverse team. The candidate must be well organized, have keen attention to detail and be dedicated to helping others. Confidence in learning new software programs, commitment to meeting deadlines, and the ability to switch priorities as well as handle multiple interruptions easily is a must. This position is a full-time, on-site role based out of University Park with a Monday through Friday Schedule. This position will be filled at an intermediate support level or a senior support level, depending upon the successful candidate's competencies, education, and experience. MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS If filled as Administrative Assistant - Senior Support, this position requires:
Associate Degree
4+ years of relevant experience; or an equivalent combination of education and experience accepted
Required Certifications:
None

If filled as Administrative Assistant - Intermediate Support, this position requires:
General Equivalency Diploma (GED) or High School (HS)
2+ years of relevant experience; Relevant education accepted in lieu of experience
Required Certifications:
None Applicants must include a cover letter, resume, and the names and contact information for at least 3 profes…