This job description establishes and defines the authority, accountability, reporting relationships, responsibilities, and duties of the Maintenance Data Entry Clerk within the Jet Group Department at Central Flying Service.
The Maintenance Data Entry Clerk reports to the VP Parts and Service.
Required: High School Diploma.
Required: Two years or more general office experience.
General computer skills including working knowledge of Microsoft Word and Excel.
Desired: Experience with Total FBO
Basic accounting experience
Microsoft Access experience
Skill, Knowledge and Abilities
The ability to effectively communicate with co-workers in a friendly, professional manner.
The ability to maintain files and routinely update information.
The ability to use a computer and associated programs.
The ability to effectively communicate, in English, both verbally and in writing.
The physical demands described here are representative of those that must be met by the employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and expectations.
These include walking through maintenance spaces, use of stairs, use of step stools and small ladders. The employee must have a full range of body movements including use of hands, bending, reaching overhead, and crouching. Employee must have command of all five senses. Specific vision abilities required include close vision, depth perception, and the ability to adjust focus. The employee must be cognizant of the dangers inherent in an aviation environment. These include loud noises for extended periods and hazards encountered in the vicinity of operating aircraft. The employee must have the ability to lift 25-30 pounds with regularity. These are the requirements with or without a reasonable accommodation.
Must be able to read, write, understand, and interpret instructions and information at the high school level.
The work for this position will be based in a climate controlled, smoke free office environment during the workday. The employee will be required to travel throughout various maintenance spaces, hangars, and across aircraft parking ramps. The employee will be exposed to the outside temperature ranges found in Little Rock, AR.
Reviews work orders for completeness.
Enter billing and other data associated with work orders.
Enter and track payroll information for Maintenance Department at Central Flying Service.
Assist with preparation of daily, monthly and quarterly proposal reports.
Assist with composing proposals, memorandums, and letters on a daily basis.
Maintains proposal files, opens new or revised quote requests in the Access database program, verifies customer contact information and updates customer profiles accordingly.
Perform data entry of labor and parts worksheets in the Access system.
Must be detailed oriented.
Scans accepted proposals in PDF format and hyperlinks in the Access database system.
Maintains the Jet Group Welcome Board, office equipment, places office supply orders, makes copies, generates faxes, sort and disburse inter-office mail and greets visitors.
Maintain all maintenance library, aircraft technician, monthly air and water environmental emissions records and maintain repair station vendor, personnel roster, and inspector stamp list.
Post maintenance and billing data associated with work orders and post/track payroll information for all maintenance departments.
Coordinate and preparation of maintenance quotes for all maintenance departments.
AUTHORITIES AND RESPONSIBILITIES
Maintenance Data Entry Clerk is responsible to the VP Parts and Service for all assigned duties and tasks.
DUTIES AND TASKS
1.Train and assist fellow maintenance personnel in the proper work procedures and practices.
2.Maintain work area in clean and orderly condition.
3.Answer shop phone as required.
4.Provide accurate information for inter-departmental needs.
5.Open, complete, and close customer work orders for all maintenance groups.
6.Open, complete and close monthly interdepartmental work orders.
7.Complete discrepancy and time sheets for maintenance groups as requested.
8.Review and amend work orders for proper verbiage, billable time, parts, outside services and service charges, during work progress and for closing.
9.Make additional changes and corrections to work orders after Director review.
Research problems found on work orders and determine corrective actions required.
Verify time cards against billable report daily. Track and correct discrepancies when needed. Advise Directors of discrepancies in order to address causes.
Post assigned departmental time cards on Excel. Track vacation.
Review and verify all time for payroll. Prepare Payroll reports as directed.
File copies of purchases orders and discrepancy sheets.
Follow all instructions (written and verbal) given by the VP Parts and Service.
Seeks guidance to obtain pertinent information in producing timely accurate and timely quotes.
Demonstrates good judgment in research of proposal work scope items, customer contact information and verification of aircraft information.
Respects the confidentiality of customer quotes to include parts and material pricing, shop labor rates and/or customer discount information.
Maintains cooperative working relationships with supervisors and other staff members.
Time management and ability to organize daily workload to consist of multi-tasking a minimum of 4 quotes per day.
Performs all duties in an independent manner with little supervision.
Always provide proper notification and advance notice of absence.
Reporting to work on time each day, after lunch breaks, not leaving early.
Maintains the front office work area in a neat and orderly manner.
Maintains a well groomed, professional appearance appropriate for the position and situation.
Performing other duties and tasks as may be assigned from time to time by the Supervisor.
Some Overtime required
Drug Testing Required
Two years general office experience.
Must be proficient in Microsoft Word and Excel.
Central Flying Service