JOB TITLE: Transit Service Writer
DEPARTMENT: Maintenance
REPORTS TO: Maintenance Supervisor
SALARY: $50,000.00 Annually
CLASSIFICATION: Exempt
SCHEDULE: Varies
DATE POSTED: 10/08/2026
Applicants are encouraged to apply by 10/22/2026. Applications received after this date may not be considered.
JOB DESCRIPTION:
The Transit Service Writer serves as the central point of coordination between operations and maintenance, ensuring accurate documentation, prioritization, and tracking of all vehicle and facility maintenance activities. This role is critical to maintaining fleet availability, supporting daily service pull-out and ensuring accurate labor and maintenance records.
VETERAN COMMITMENT STATEMENT:
We proudly hire Veterans and value the dedication, discipline, and leadership they bring to our workforce. We encourage Veterans and transitioning service members to apply and are committed to supporting their continued career growth in the civilian workforce.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Work Orders, Documentation, & Reporting
• Generate, manage, and close work orders for vehicles, equipment, and facilities with complete documentation.
• Keep accurate work order notes, including defects, complaints, and corrective actions.
• Maintain accurate documentation of work needed, work in progress, and work completed.
• Receive and process driver defect reports.
• Document accident and damage repairs.
• Support warranty claim documentation and tracking.
• Complete the monthly road call report and monthly PM report.
• Complete the monthly tire report as needed.
• Run reports as needed by the supervisor, maintenance manager, or maintenance director.
• Support reporting and analysis of key maintenance performance indicators, including fleet availability and labor efficiency.
Shop Coordination, Communication, & Facilities
• Recommend work assignments based on technician skill level and operational priority, per supervisor direction.
• Serve as the primary liaison between operators, dispatch, maintenance staff, and supervisors.
• Communicate vehicle status and repair progress to operations.
• Escalate safety and service-impacting issues immediately.
• Monitor and maintain vehicle status (in service, out of service, awaiting parts, etc.), including the bus status sheet and hold tracker.
• Assist in prioritizing repairs to meet service demands.
• Support preventive maintenance scheduling and compliance.
• Track road calls and tows.
• Coordinate priorities for building and amenity-related issues.
Labor, Payroll, Personnel Records, & Shift Handoff
• Track employee labor and verify accuracy of technician labor entries and coding.
• Maintain and support the daily labor tracking system.
• Ensure proper labor tracking for non-fleet activities.
• Assist with payroll data entry.
• Document employee absences.
• Fill overtime as needed, in accordance with the labor agreement.
• Create monthly overtime boards and post the overtime sign-up sheet monthly.
• Maintain the department seniority list in accordance with the labor agreement.
• Keep department employee contact information up to date.
• Complete a detailed end-of-shift handoff report to the oncoming supervisor or service writer, including vehicles out of service, critical defects, work in progress, parts delays, and next-shift priorities.
• Ensure continuity of operations between shifts through accurate reporting.
Parts, Inventory & Purchasing
• Coordinate with parts personnel to ensure availability of required components.
• Identify parts delays and adjust priorities accordingly.
• Track parts usage within work orders.
• Receive items into inventory and input tire inventory entries.
• Issue purchase orders within established purchasing procedures and limits and attach POs to work orders.
• Track and order fuel.
• Track fluid usage.
Special Events
• Assist during special events as required, including but not limited to football game
shuttles.
MINIMUM REQUIREMENTS
Education
• High school diploma or equivalent.
Experience
• Prior experience in fleet, vehicle maintenance, or a related work environment.
PREFERRED QUALIFICATIONS
Experience
• Service writing experience.
• Experience with fleet management software.
• Experience with timekeeping software.
• Experience with Microsoft Word and Excel.
• Strong email communication skills.
Military experience may be accepted in lieu of equivalent experience or education.
KNOWLEDGE, SKILLS, AND ABILITIES
• Proficiency in Microsoft Excel and/or maintenance management systems.
• Basic understanding of diesel or heavy-duty vehicle systems.
• Strong organizational and multitasking skills.
• Ability to prioritize work in a fast-paced, service-driven environment.
• Excellent written and verbal communication.
• High attention to detail and accuracy.
• Ability to interpret maintenance terminology and documentation.
• Ability to handle confidential personnel and payroll information with discretion.
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an 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.
• Work is performed primarily at a desk using a computer and phone, with regular walking through the shop and yard to check vehicle and repair status.
• The employee is occasionally required to stand, walk, stoop, bend, and reach above shoulder level or below the waist.
• The employee may occasionally lift and/or move up to fifty pounds.
WORK ENVIRONMENT:
• Combination of Office and Shop environment.
• Noise level is usually moderate but can occasionally be loud.
• Frequent interaction with maintenance personnel and operational staff.
• The employee is frequently exposed to fumes or airborne particles.
BENEFITS:
We offer a supportive benefits package to promote employee well-being and work-life balance, including:
• 403(b) retirement with competitive employer match
• Medical, dental, and vision insurance
• Employee Assistance Program (EAP)
• Paid holidays
• Paid personal days
• Paid sick leave
• Paid vacation time
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
