Facilities Office Support Specialist

*The salary range for this position is $49,000.00-$52,000.00 annually. Onsite/ No Remote Options

ABOUT US 

We are IndyGo, a Municipal Corporation of Indianapolis – Marion County, and we’re proud to be the largest public transportation provider in the state of Indiana. We operate 32 transit routes throughout the county, providing nearly 10 million passenger trips a year to the good citizens of our region. IndyGo is committed to expanding mobility options to improve connectivity with the company’s mission, vision, and goals. 

WHO WE ARE 

A key measure of any great city is the ease of getting from one place to another. We call it “mobility.” It’s as essential as access to electricity and clean water. It moves a city forward to become a better place of opportunity and community. It’s a measure of a city’s vitality and potential, and it reflects a city’s judgment about its civic priorities. It makes a city a better home and a better place to visit. 

At IndyGo, getting people from one place to another is much more than just moving riders; it’s about getting our riders to their hopes and dreams, to their education and careers, to their families and friends, to their health and well-being, and another day of life in Indianapolis and the surrounding areas. 

We’re here because you’ve got somewhere you need to be, and you need an easy, reliable way to get there. So come on; get on and get going to wherever you want to go on IndyGo. 

INDYGO MISSION

As the region's largest transit authority, we are duty-bound to set the bar for transparency, trust, and overall professionalism. Our mission is to connect our community to economic and cultural opportunities through safe, reliable, and accessible mobility experiences. 

 Accountability: We are legally, ethically, and morally committed to utilizing all resources responsibly with integrity and transparency.   

Diversity: We promote, embrace, and value all individuals.   

Safety: We ensure safe and secure environments.    

Excellence: We strive for quality in everything we do. 

Teamwork: We actively promote effective communication, collaboration, and partnerships.  

Respect: We value and treat all with dignity. 

BENEFITS WE OFFER 

• Full-time positions with guaranteed 40 hours/week.  
• Medical, dental, and vision (effective on the 1^st of the month, 30 days after the start date). 
• Free on-site wellness clinic for employees and their families. 
• Retirement plan (401A and 457B). 
• Tuition reimbursement. 
• Free IndyGo transportation for employees and their families. 
• Federal Loan Forgiveness Program

POSITION PURPOSE 

The Office Support Specialist is responsible for providing administrative support to the Director of Facilities and the Facilities Department leadership team. This position also supports the Facilities team in daily duties and will support other Operations workgroups as needed. 

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES 

To be successful in this role, an individual must be able to perform in a satisfactory manner the functions listed below. The company will make reasonable accommodations to enable individuals with disabilities to perform these functions. 

ESSENTIAL FUNCTIONS 

• Craft correspondence for the Director of Facilities and Manager of Facilities, schedule meetings, and routing requests as appropriate. 
• Performs administrative functions for the Facilities Department, including answering phones, preparing and emailing professional correspondence, maintaining and filing records, preparing and distributing departmental reports. 
• Tracks, organizes and responds to customer comments generated in HASTUS in a timely manner. 
• Tracks and submits relevant employee records to Human Resources as appropriate, including disciplinary reports, grievances, and time off (e.g., sick days, vacation days) to Payroll and other required recipients in a timely manner. 
• Reviews vendor invoicing for accuracy and submits to accounts payable for processing.
• Audit and track vendors services for and accuracy monthly and records findings. 
• Transcribes and distributes notes from department meetings, and other meetings as requested. 
• Prepares requisitions for services, supplies, and completes follow up with necessary departments. 
• Researches and prepares cost estimates on replacement items. 
• Schedules service for facility items (planned and emergency services) and completes follow up to ensure satisfactory services are received from vendors. 
• Creates, maintains, and closes out daily work orders. 
• Maintain an accurate contact information list for all vendors

OTHER FUNCTIONS 

• Orders departmental office supplies. 

• Assists with the holiday pick and bi-annual pick for contract covered employees. 
• Maintain seniority list and updated personnel address and phone numbers
• Performs other duties as assigned. 

SUPERVISORY RESPONSIBILITIES 

None. 

EDUCATION AND/OR EXPERIENCE 

To perform this job successfully, an individual must have the following education and/or experience. 

• High school diploma/GED preferred, Associate’s degree with coursework in Human Resource Management, Business Administration, Labor Relations, Organizational Development, or a related field preferred. 
• Three (3) years of experience in an administrative support position required; including one (1) year of strong documented spreadsheet experience required. 

KNOWLEDGE, SKILLS, AND ABILITIES 

The requirements listed below are representative of the knowledge, skills, and/or abilities required to perform each essential duty satisfactorily. The company will make reasonable accommodations to enable individuals with disabilities to perform these functions. 

• Advanced Proficiency using a computer and related technology, including proficiency with Microsoft Office, the internet, software applications, and complex spreadsheets and databases. 
• Ability to operate laptops, tablets and two-way communication devices, office equipment, including copiers, fax machines and phones; including basic troubleshooting techniques. 
• Strong written and verbal communication skills; strong listening skills. 
• Ability to work with a high level of face-to-face contact with a diverse population in a confidential setting. 
• Ability to prioritize, organize, and manage tasks and time effectively; flexibility and adaptability required. 
• Above average decision-making and problem-solving abilities. 
• Ability to process and analyze data and create reports. 
• Ability to accurately enter and manage sensitive computer data and manual records. 
• Ability to work as part of a larger team and have high levels of flexibility to change. 
• Ability to interact with others, including groups, both in person and through phone, e-mail, and written correspondence. 
• Proficient mathematical abilities (calculate percentages, averages, etc) 
• Excellent organizational skills, with attention to detail and ability to multitask. 
• Ability to perform focused work with close attention to detail. 

PHYSICAL DEMANDS 

The physical demands described here are representative of those an individual must meet to perform the essential functions of this job successfully. The company will make reasonable accommodations to enable individuals with disabilities to perform these functions. 

• Ability to work independently with minimal supervision. 
• Ability to stand and sit for long periods of time, to kneel/bend, and to move throughout the workday, occasionally between departments and/or facilities. 
• Strong sensory skills, such as good hearing and good eyesight, including the use of color perception and peripheral vision. 
• Ability to speak clearly. 
• Requires exposure to heavy machinery/equipment, excessive noise, extreme temperatures, fumes/odors, some hazardous materials, and dirt/dust. 

This description is intended to describe the general content of and requirements for the performance of this position. It is not to be construed as an exhaustive statement of duties, responsibilities, or requirements. 

IndyGo is an Equal Opportunity Employer