Job Description

WHO WE'RE LOOKING FOR

The Analyst II, Vehicle Maintenance, reports directly to the Senior Director of Vehicle Maintenance. This position is responsible for capital and operating budget support, Oracle financial systems support, invoice and purchase order support, contract administration, vendor coordination, reporting, records management, and project support for the Vehicle Maintenance department. The role supports departmental planning and leadership decision-making through budget monitoring, expenditure tracking, KPI and performance reporting, trend analysis, lifecycle and replacement planning support, and development of reports and dashboards that improve operational effectiveness. The role requires regular participation in meetings and coordination with internal departments such as Procurement, Finance, Operations, and Vehicle Maintenance. This position also provides administrative support to vehicle maintenance operations, including coordination of records, documentation, contract files, and other related support activities as assigned.

WHAT YOU'LL BE DOING

Note: The duties and primary responsibilities below are intended to describe the general content of and requirements of this job and are not intended to be an exhaustive statement of duties.

Financial Systems and Budgeting Support
• Provide end-user support and training for Oracle financial systems; assist in budget preparation, tracking, reconciliation, forecasting, and reporting for capital and operating expenses.
• Coordinate and support management of the Vehicle Maintenance budget by monitoring expenditures, tracking costs by category, identifying variances and trends, and preparing reports for department leadership.
Financial and Operational Reporting
• Develop, maintain, and distribute recurring and ad hoc reports, dashboards, and performance metrics related to vehicle maintenance operations, labor, materials, vendor services, repair activity, preventive maintenance compliance, and other operating indicators.
• Analyze data and prepare summaries to support management review and operational decision-making.
Invoice, Procurement, and Contract Administration
• Support procurement and contract administration activities for Vehicle Maintenance, including purchase requisitions, invoice review, payment tracking, contract renewals, service agreement support, vendor expenditure monitoring, and maintenance of contract-related documentation.

Trend Analysis and Decision Support
• Analyze historical spending, maintenance, and operational data to identify trends, recurring issues, cost drivers, and opportunities for process improvement.
• Prepare analyses, summaries, and recommendations related to budget performance, vendor services, asset lifecycle support, and operational efficiency.

Vehicle Maintenance Program Support
• Support planning, coordination, and reporting for vehicle maintenance initiatives, service programs, asset replacement planning, and departmental projects.
• Assist in organizing data and documentation used for management reviews, presentations, and planning efforts.

Project and Records Management
• Assist with project documentation, Board-related materials, records retention, and maintenance of organized department files and reporting records in accordance with agency requirements and established procedures.
Cross-Functional Coordination
• Coordinate with Finance, Procurement, Operations, internal stakeholders, vendors, contractors, and service providers to support timely completion of budget, contract, reporting, and operational support activities for Vehicle Maintenance.

Vehicle Maintenance Administrative Support
• Provide limited administrative support for vehicle maintenance operations, including coordination of records, documentation, contract files, and other related support activities as assigned.

Agency Alignment and Continuous Improvement
• Support strategic goals, participate in training, identify process improvement opportunities, and contribute to high-quality customer service and operational efficiency.
• Coordinate with internal departments, external vendors, and operational stakeholders to support timely execution of departmental initiatives and continuity of vehicle maintenance support activities.
• Provide functional coordination and leadership support for assigned vehicle maintenance budgetary, procurement, contract, reporting, and documentation processes.
• Support Capital Metropolitan Transportation Authority’s Safety Management Systems (SMS) process by ensuring staff follows safety and security policies, considers safety in every action, and ensures safety and security concerns are reported.
• Perform other duties as required and/or assigned.

WHAT YOU BRING

• Bachelor’s degree in Business Administration, Administrative Services, Finance, Accounting, Public Administration, Data Analytics, or a related field. Additional experience may be substituted on a year-for-year basis up to four (4) years.
• Three (3) years of progressively responsible experience in budget support, financial analysis, procurement, contract administration, operational reporting, data analysis, or related administrative and analytical functions.
• Oracle financial systems experience preferred.
• Experience working in a government, transit, public sector, or similarly regulated environment preferred.
• Working for a government and/or corporate owner preferred.
• Experience with Enterprise Asset Management Systems, Computerized Maintenance Management Systems, or related maintenance tracking systems preferred.

Knowledge, Skills and Abilities:
• Proficient with software related to word processing, spreadsheet preparation, reporting, and financial applications software.
• Strong analytical skills to analyze financial and operational information, identify trends, evaluate issues, and support practical solutions and recommendations.
• Demonstrated knowledge of tracking department expenses, preparing purchase requisitions, budget and status reports, supporting contracts and projects, and maintaining organized documentation and records in accordance with established procedures.
• Ability to prepare, analyze, and present recurring and ad hoc reports, metrics, and supporting documentation for management use.
• Excellent oral, written, and interpersonal communication skills.
• Ability to maintain confidentiality of sensitive information.
• Ability to consistently manage multiple tasks and meet established deadlines.
• Ability to adjust quickly and effectively to changing operational and business conditions.
• Ability to maintain effective working relationships with employees, management, contractors, vendors, governmental agencies, and the public.
• Detail oriented with excellent customer service and communication skills that support positive working relationships with internal and external stakeholders.
• Ability to work as a team player consistently and effectively with a high level of professionalism.
• Ability to work independently and communicate effectively with co-workers, consultants, contractors, service providers, vendors, governmental agencies, and the public.
• Knowledge of project management methods and practices.
• Self-motivated and focused on opportunities to continuously improve skills and processes.
• Ability to gain proficient understanding of Agency policies, procedures, and practices related to budget, procurement, contract administration, reporting, and vehicle maintenance support operations.

TRAVEL REQUIREMENTS
Travel between properties as required.

WORK ENVIRONMENT AND PHYSICAL DEMANDS
Work is generally performed in an office environment in which there is only minimal exposure to unpleasant and/or hazardous working conditions. This position works with multiple project timelines and is responsible for managing employees performing work of a complex nature.

Incumbent must have the ability to stand and sit frequently throughout an eight-hour period, reach vertically for overhead use as well as horizontally. Must be able to use a telephone or headset equipment.
Incumbents must be able to lift and move material weighing up to 25 lbs., perform work at a computer terminal for 6-8 hours a day, and function in an environment with constant interruptions.

The position may occasionally require work outside normal business hours to meet critical deadlines or support essential departmental operations.

Reasonable accommodation may be made to enable individuals with disability to perform the essential functions as previously described.

WORK AUTHORIZATION
Visa sponsorship is not available for this position. All applicants must be currently authorized to work in the United States.

Mobility Status:
As an Onsite position, the incumbent’s primary workplace is a CapMetro facility or field location. Expected to work in the office 4+ days a week. Mobility status is subject to change at any time based on business needs or organizational decisions.

COMMITMENT TO EQUAL EMPLOYMENT OPPORTUNITY
CapMetro is an equal employment opportunity employer and committed to creating a welcoming environment for all employees. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, pregnancy, age, or any other protected characteristic as outlined by federal, state, or local laws. CapMetro makes hiring decisions based solely on qualifications, merit, and organization needs at the time.

SECURITY SENSITIVE POSITION
This position has been identified as a “Security Sensitive” position. CapMetro will conduct annual background checks on incumbents in this position. A position is “Security Sensitive” if the incumbent handles currency, has access to sensitive computerized databases, has access to master keys, or works in an area of the CapMetro that has been designated as a security-sensitive area.