SALARY
$109,234.07
POSITION SUMMARY
Plans, develops, coordinates, and supervises the activities of various administrative staff within the Transit Instruction department. Directs and monitors key administrative functions such as budget, payroll, staffing, record keeping, inventory, and training programs within the Transit Instruction Department.
PRIMARY RESPONSIBILITIES
- Manages and supervises administrative processes within the Transit Instruction department, including work scheduling and payroll processes.
- Performs forecasting and planning for staffing needs within the department.
- Oversees payroll functions by reviewing, monitoring, and approving all payroll documents for department employees.
- Prepares and processes personnel documents, including requisitions, change notices, certification, transfer cards, grievance responses, complaints, etc.
- Coordinates and monitors department programs involving Family Medical Leave Act and employee random drug testing.
- Monitors staffing levels and vacancy rates within department.
- Supervises staff that creates and maintains reports and analytical tools to monitor and improve performance.
- Plans, supervises and participates in development and monitoring of the department budget.
- Assists in the preparation of the annual budget and determining how it will be allotted for expenses.
- Tracks the annual budget, making recommendations throughout the year if the budget deviates from the initial plan.
- Develops a Monthly Budget Summary Report so that any excessive budget expenditures can be identified and remedied efficiently.
- Assists in the development and administration of department goals and objectives.
- Evaluates and monitors the performance of staff personnel for compliance with Authority programs and policies, and attainment of goals and objectives.
- Identifies performance deviations and determines appropriate courses of action to correct problem areas, up to and including recommendation for discharge.
- Supervises administration functions including clerks, analysts, etc.
- Assigns work to employees and prioritizes projects.
- Monitors work for compliance with applicable laws, CTA policies and procedures, and established timeframes.
- Assigns field personnel their assignments to specific activities or locations and ensures completion of daily duties.
- Performs oversight of various equipment, material, and supplies needed within the transit instruction department. Oversees the purchasing and inventory management of these products and resources according to budget restrictions and ensures materials are allocated in a timely and efficient manner.
- Liaises with various internal and external departments and acts as department representative. Develops and fosters relationships with other transit jurisdictions and various governmental agencies which will be beneficial to the department.
- Participates in the interviewing and selection process. Recommends new hires and changes in personnel status such as promotions, transfers, discharges, salary adjustments of staff. Monitors, and evaluates performance of staff. Reviews and recommends personnel actions for approval.
- Performs related duties as assigned.
MANAGEMENT RESPONSIBILITIES
Reporting to this position are the following jobs:
Job Title
- Various administrative staff
CHALLENGES
- Maintaining amicable working relations between all management levels and various departments.
- Keeping abreast of various departments' policies and procedures.
- Being thoroughly versed on the various contracts representing the department's unionized employees.
EDUCATION/EXPERIENCE REQUIREMENTS
- Bachelor's degree in Business Administration, Management, or a related field, plus four (4) years of experience managing administrative processes, or an equivalent combination of education and experience.
PHYSICAL REQUIREMENTS
- Requires remaining in a stationary position for extended periods of time and constantly operating a computer and other office productivity machinery.
- Service Area Requirement: Exempt (Non-Union) employees must live within the boundaries of the CTA Statutory Service Area either at the time of employment or within 6 months of beginning employment at CTA.
KNOWLEDGE, SKILLS, AND ABILITIES
- Detailed knowledge of payroll processes and procedures.
- Detailed knowledge of grievance and discipline procedures.
- Detailed knowledge of budget management practices and procedures.
- Working knowledge of Oracle Applications preferred.
- Working knowledge of the rules, regulations, policies, and procedures governing Transit Instruction staff.
- Strong Microsoft Office (Access, Excel and Word) skills.
- Strong analytical skills.
- Strong verbal and written communication skills.
- Good computer skills.
- Good research skills.
- Ability to work with multiple departments in resolving various issues.
WORKING CONDITIONS
- General office environment.
EQUIPMENT, TOOLS, AND MATERIALS UTILIZED
- Standard office equipment.
- Personal computer and related software (Microsoft Word, Power Point, Excel, etc.).
Additional Details
Employees and/or union members will be given priority consideration in the hiring process, per the applicable labor contracts.
Final salary will be determined in part by the qualifications of the selected candidate and may be higher or lower than target.
Applicants, if hired,must comply with CTA's residency ordinance.
CTA IS AN EQUAL OPPORTUNITY EMPLOYER
No employee or applicant for employment will be discriminated against because of race, color, creed, religion, sex, marital status, national origin, sexual orientation, ancestry, age, unfavorable military discharge, disability or any other status protected by federal, state, or local laws; except where a bona fide occupational qualification exists We are committed to providing an inclusive environment for our workforce and supporting the communities we serve. CTA will make reasonable accommodations for the known disabilities of otherwise qualified applicants for employment as well as its employees, unless undue hardship would result. If you require an accommodation in the application or hiring process, please contact arc@transitchicago.com prior to the submission of your application or upon notification of your actual test date. CTA will work with you to determine if an accommodation can be provided.
During the hiring process, CTA's Human Resources department will contact candidates with next steps . Failure to respond to these correspondences in a timely fashion may result in your application being closed out for non-responsiveness.
Please click link below to review the benefits offered at the CTA.
https://www.transitchicago.com/hrbenefits/
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