Under moderate supervision, types, prints, updates, and maintains more complex departmental records pertaining to warranty claims, bus files, claim reconciliation, bus acceptance records and related correspondence.

• Creates warranty claims in accordance with contract provisions, catalog, and agency standards

• Retrieves, disputes, modifies, updates, and closes warranty claims

• Works closely with mechanics to identify claims and get technical consultation when necessary

• Exports data and generates detailed computerized reports for agency staff

• Prepares and processes documents relating to the purchase of agency buses; maintains master files for new buses

• Creates, updates, and maintains new and existing bus acceptance files

• Arrange for the transfer of files off site according to LACMTA Records Retention Schedule

• Operates calculator to prepare payroll records and determine sick time, vacation accruals, and salary step increases

• Posts vacation, sick leaves, and step increases to personnel records

• Proofreads daily payroll journals, batch-proof listings, weekly sick and vacation registers, and pay detail reports to correct payroll errors

• Types, prints, files, and maintains memoranda, reports, letters, and simple departmental correspondence

• Retrieves files by utilizing an electric lateral filing machine

• Works closely with Accounts Receivable regarding invoices, checks, etc.

• Reconciles checks to associated warranty claims. Forwards distribution to Accounts Receivable

• Corresponds with vendors regarding rejected or disputed warranty claims (based on Metro Warranty contract)

• Generate and process warranty recovery reports

• Search system for potential fleet failures

• Search system for potential road call recovery

• Performs other clerical duties as required

• Contributes to ensuring that the Equal Employment Opportunity (EEO) policies and programs of Metro are carried out

May be required to perform other related job duties

Knowledge of (defined as a learned body of information that is required for and applied in the performance of job tasks)

• Basic arithmetic

• Applicable business software applications

• General office practices and procedures

• Correct English grammar, spelling, and punctuation

• Complex recordkeeping

• Basic payroll practices and procedures

Skill in (defined as the proficient manual, verbal, or mental utilization of data, people, or things)

• File materials alphabetically, numerically, and chronologically

• Proofread work and identify errors

• Communicate effectively with others

• Interact professionally with various levels of Metro employees and outside representatives

• Operate a calculator with accuracy

• Operate specified word processing equipment and/or personal computer and computer terminal

• Use and apply basic mathematical spreadsheet formulas

Ability to (defined as a present competence to perform an observable behavior or produce an observable result)

• Type 40 net words per minute

• Prepare correspondence and reports and maintains complex records

• Learn and utilize applicable warranty databases

• Research parts to determine warranty status

• Differentiate between types of warranty related claims

• Deal tactfully and effectively with the public and other Metro staff

• Read, write, speak, and understand English

• Follow oral and written instructions

• Meet precision and productivity demands

• Communicate and interact professionally with outside representatives

• Think and act independently

• Perform highly repetitive work

• Review and process various documents

• Research and disputed any denied/reduced claims

• Maintain confidentiality of materials and files

• Accurately interpret and carry out payroll

• Read manufactures parts and maintenance manuals

• Differentiate between Campaigns and Fleet Defects

• Connect bus components to bus systems

• Learn warranty conditions per vendors and sub vendors

• Balance totals on claims base on payments, cost avoidance or credits

A combination of education and/or experience that provides the required knowledge, skills, and abilities to perform the essential functions of the position. Additional experience, as outlined below, may be substituted for required education on a year-for-year basis. A typical combination includes:

Education

• None Required

Experience

• Three years of relevant experience performing clerical duties involving the processing and maintenance of complex records and files while maintaining close working relationships with external clients; experience processing warranty claims preferred

Certifications/Licenses/Special Requirements

• None Required

The physical demands described are representative of those that must be met by the employee to successfully perform the essential functions of this job. Metro provides reasonable accommodation to enable individuals with disabilities to perform the essential functions.

Working Conditions

• Typical office situation

• Close exposure to computer monitors and video screen

Physical Effort Required

• Sitting at a desk or table

• Operate a telephone or other telecommunications device and communicate through the medium

• Type and use a keyboard and mouse to perform necessary computer-based functions

• Communicating through speech in the English language required