Job description

Maintaining efficiency and economy in operations management requires flexibility in job assignments. While each employee shall have a primary responsibility for the job in which that employee has been hired or later promoted to, each employee may be expected to perform other jobs from time to time.

SUMMARY:
This individual performs a broad range of administrative duties for the Director of Transportation and the Operations department. Essential duties include, but are not limited to, the following:

EXAMPLES OF DUTIES:
Essential Functions

• Promotes safety as the top priority and fosters system performance that meets or exceeds key performance indicators (KPIs) in areas such as safety, customer service, reliability and on-time performance.
• Composes and reviews reports and correspondence for the Director of Transportation, while exercising discretion with respect to any confidential information.
• Collects data and prepares presentations for the Transportation Department's monthly and annual reports.
• Verifies and distributes formal reprimands, assists in generating common reprimands in coordination with managers, and maintains and assists with the issuances of bulletins.
• Orders office supplies and driver performance rewards for the Transportation Department.
• Ensures that parts, toner, and service are coordinated for copy machines and printers.
• Ensures that supplies are stocked and available for the IAD employee break room.
• In coordination with the Passenger Services Department, physically retrieves lost bicycles being reclaimed by their owners.
• Acts as project manager for Bus Operator and staff uniform purchases, distribution and contract administration.
• Responsible for scheduling meetings and preparing any required special equipment or documents.
• Oversees and coordinates travel arrangements for work-related seminars, trainings and functions for the Director of Transportation and Transportation Managers.
• Prepares, processes and reviews purchase orders, request for payments and expense reports in compliance with MTS Bus policies and SAP system guidelines.
• Maintains the Director of Transportation's files, as well as miscellaneous reports, observation letters, suspensions, counseling letters, monitoring reports, daily incident, miss-outs and weekly station reports generated by supervisors and managers.
• Assists in ordering Shake Up materials.
• Coordinates the distribution of compliment letters and thank you cards to bus operators.
• Handles diversified calls regarding MTS Bus operations, gathers necessary background information and refers calls to other staff as appropriate.
• Handles mail distribution and outgoing mail. Maintains sufficient funding in the postage meter account and ensures effective operation of the postage machine and copy machines.
• Completes special projects as assigned by the Director of Transportation.
• In the absence of the Director of Transportation, makes prudent administrative decisions and determines specific matters that require immediate attention.
• Assists the MTS Bus Safety Manager DMV pull notices and other duties as needed.
• Leads the coordination and preparation for all aspects of MTS driver recognition programs, including: MVP, All Star, Years of Service and the Safe Driver award lunches.
• Acts as the Recording Secretary for the MTS Bus Safety Committee.

Duties May Include, But Are Not Limited To, The Following:

• Assists in planning and hosting various company events and functions.
• Serves as Executive Assistant to the Chief Operating Officer on an as-needed basis.
• Performs other duties as assigned.

QUALIFICATIONS:
Maintaining efficiency and economy in operations management requires flexibility in job assignments. While each employee shall have a primary responsibility for the job in which that employee has been hired or later promoted to, each employee may be expected to perform other jobs from time to time.

Knowledge, Skills and Abilities

Knowledge of or ability to learn MTS policies and regulations; ability to read, understand and apply MTS policies, regulations and union labor contracts; ability to write letters, memoranda and reports using clear, concise and grammatically correct English; ability to speak clearly, distinctly and effectively in person-to-person or small group situations using tact and diplomacy; ability to coordinate and initiate actions necessary to implement decisions and delegate responsibilities to appropriate personnel; ability to establish and maintain priorities in order to complete assignments by deadlines without detailed instructions; skill in verifying the accuracy and completeness of forms and reports; knowledge of Microsoft Word, Excel, Power Point, and the ability to learn and use other software that MTS might have or acquire; knowledge of standard office administrative and secretarial practices and procedures; excellent organizational skills; excellent knowledge of USPS rules, regulations, and pricing.

Physical Requirements

The successful candidate must be able to fulfill the physical demands of the job such as walking, stooping, sitting, bending, reaching for overhead files and occasional lifting (must be able to lift up to 15 pounds). Must be able to operate a motor vehicle and perform tasks involving manual dexterity, such as use of a computer and 10-key. Work will at times require more than 8 hours per day or an irregular work week to perform the essential duties of the position. Duties will be performed primarily in an office type environment and may require travel to external locations and agencies.

Experience/Education/Certificates/License(s)

An associate's degree or equivalent is required, as well as three years of executive level secretarial experience, preferably in public service. Must be able to type 75 WPM (corrected). Must possess and maintain a valid California driver's license.

GENERAL:
Must satisfactorily pass all applicable examinations including, but not limited to, a pre-employment physical, drug screen and background check.

SALARY GRADE:
# 5 ($38,130 - $62,895)

DISCLAIMER: The above described job elements are intended to indicate the general nature and levels of work being performed by employees assigned to the job. They are not intended to be an exhaustive list of duties, responsibilities and skills required of employees so classified. Management retains the discretion to add to or change the duties of the position at any time.

Equal Opportunity Employer Minorities/Women/Protected Veterans/Disabled

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