Maintenance​/Shop Clerk

The Maintenance Shop Clerk is responsible for performing a wide range of administrative, clerical, and support functions within the Maintenance Department. This position plays a critical role in ensuring maintenance operations run efficiently, accurately, and in compliance with company policies and regulatory requirements. The ideal candidate is highly organized, detail‑oriented, and capable of supporting technicians, supervisors, and management through effective coordination and record‑keeping.

The goal of this role is to ensure Maintenance office operations are efficient, well‑documented, and add maximum value to the organization.

• Manage the shop maintenance program (RTA), including inventory, parts, work orders, shop supplies, and maintenance records.
• Perform daily entry of truck hours to support preventive maintenance (PM) scheduling and compliance.
• Process, review, and enter daily paperwork and work orders from technicians into Dossier.
• Track preventive maintenance schedules, ensuring PMs are properly documented, processed, and closed out in a timely manner.
• Answer and route incoming phone calls and emails related to maintenance operations.

• Conduct monthly inventory counts of fuel, fluids, parts, and tires.
• Perform spot checks to ensure inventory accuracy and proper inventory control.
• Issue parts to technicians, receive incoming parts, return unused parts, and process warranty parts as required.
• Maintain accurate tire inventory records and assist with tire tracking and reconciliation.

• Maintain and manage purchase order (PO) logs and declining balance sheets.
• Track daily shop spending and assist in maintaining the maintenance department budget.
• Ensure all maintenance‑related purchases are properly documented and approved in accordance with company procedures.

• Coordinate vehicle registrations, renewals, title transfers, and related documentation with the Department of Motor Vehicles (DMV).
• Transport documents to and from the DMV as needed to ensure timely processing and compliance.
• Maintain organized and up‑to‑date vehicle registration, licensing, and compliance files for the fleet.
• Monitor registration expiration dates and proactively schedule renewals to avoid lapses or penalties.

• Provide general clerical support to the maintenance shop, including filing, scanning, copying, and record retention.
• Assist with organizing maintenance records, vendor documentation, and compliance files.
• Support shop supervisors and technicians with administrative needs as required.
• Maintain a clean, organized, and efficient maintenance office environment.

To perform the job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• High School or GED.
• Proven experience as office clerk or in a similar role.
• Experience in customer service preferred.
• Microsoft Office.
• Experience in the Solid Waste Industry preferred.

• Strong organizational skills and ability to work in high‑volume, fast‑paced environment.
• Ability to work effectively and efficiently within a team environment.
• Ability to complete projects and assignments with minimal direction from leadership.

• Light lifting (20‑25 pounds), office environment.

• Office:
  Standard office equipment; work usually performed in an office setting free from any disagreeable elements.
• Travel:
  As required for position.