Performs a variety of administrative, analytical and supervisory responsibilities to facilitate and support the current and future daily activities of the Operations Division, which includes Administration, Safety, Security & Training, Mobility/DART, Transportation and Customer Service, and coordinates with Maintenance as needed.
Acts in an Executive Assistant capacity for the Chief Operating Officer, performing duties, fulfilling requests, and supporting COO’s daily demands as tasked/needed/requested. Includes, but is not limited to, calendar scheduling, mailing/correspondence requirements, organizing and scheduling group meetings, planning and conducting special events/activities, research, and other duties as assigned.
Provides first line of support to collective bargaining employees to include responding to inquiries, providing appropriate contact information, processing order requests, and facilitating one-on-one scheduling between employees and the desired Operations staffer upon request.
Facilitates interdepartmental communications, correspondence, courier duties, and other work or task-action requests as needed.
Composes and prepares routine correspondence and memorandums. Prepares reports for Safety and Training, Transportation, and Mobility/DART Divisions.
Serves as Central Public Records Request Coordinator for Operations, ensuring all public records requests are fulfilled in a timely, accurate manner. Includes contacting all involved Operations departments, obtaining the requested copies, and reviewing to be sure all responses are complete and redacted appropriately.
Coordinates with IT on the development and implementation of various databases as required to support and enhance the functions and legal requirements of Operations departments. Includes determining the information to be captured; developing needed reports; coordinating with IT on the actual development of the database; testing the database; and implementing and maintaining the database.
Maintains online Operations Communications log of all materials posted on Operations bulletin boards and distributed to Operators. Ensure all bulletin boards are current.
Financial: Analyzes annual expenditures to provide data for preparation of annual operating budget. Monitors annual operating budget line items to help insure budget compliance. Reviews various expenditures to ensure they are coded correctly. Uses company purchase card to obtain various goods and merchandise as requested, and files timely reports of those purchases. Prepares and tracks all financial requests, i.e., purchase requisitions, check requests, etc.
Researches and performs analysis for the purchase of specialized equipment and supplies.
Performs data extraction and analysis in various database applications on a daily basis.
Serves as supervisor for the Summer Youth Intern Program, including development of tasks and assignments for interns, assigning interns to the various departments, monitoring their work, providing guidance, advice and correction as needed and evaluating their performance.
Serves as supervisor for the light duty employees assigned to the Operations division, including development of tasks and assignments, assigning them to the various departments, monitoring their work, and providing guidance, advice and correction as needed.
Provides support as required for special events and activities.
SAFETY, SECURITY & TRAINING:
Assists with, and serves as backup for, compilation of monthly Safe Driver Awards. Includes posting of preventable accidents to operator database, preparing monthly seniority list, reviewing list to determine the operators qualified for a Safe Driver Award, posting the monthly list of awards and distributing safe driver pins and certificates.
Assists in maintenance of Training Database, including posting all classes taken by bus operators and transportation supervisors and preparation of training reports when requested.
Maintains all bus operator training files.
Assists with maintenance of a driver’s license log and monitoring of licenses for expiring licenses, pending suspensions and traffic violations.
Monitors to ensure all corrective action and grievance responses are posted to the Performance Database and prepares analysis and reports when requested.
Administers bus operator, transportation supervisor and customer service representatives’ uniform contract, including processing the orders, receiving orders and inspecting for accuracy, distributing orders, reviewing and approving invoices for payment, and coordinating online ordering. Monitors vendor for contract compliance. Assists with development of specifications for uniform requests for proposals.
Establishes and maintains a variety of files, logs and records.
Responsible for upkeep of bulletin boards in driver’s and administration areas in or around the Operations Department.
Maintains office equipment and resolves equipment failures.
Performs additional duties as assigned by the Department Managers, Directors, and Chief Operating Officer.
Coordinates with vendors as required.
Conducts special projects and assignments to assist the Chief Operating Officer, Department Directors and Managers.
This position has supervisory responsibilities for all interns working in the Operations division, and for all light duty employees assigned to the Transportation department.
Education: Associate Degree with supplemental courses or training in office administration, business administration or other related field. Sufficient professional experience may be considered in lieu of the education requirement.
Experience: Four (4) years’ experience performing a variety of administrative support duties for senior manager or executive level staff. Experience mentoring or supervising interns or other employees is preferred.
KNOWLEDGE, SKILLS AND ABILITIES
Knowledge of: Office Management and administrative procedures; rules of grammar, spelling, punctuation, and composition; establishment and maintenance of record keeping systems and procedures; personal computers; effective telephone techniques.
Skilled in: Use of personal computers with experience in Microsoft Office software.
Abilities: Establish and maintain effective working relationships with all levels of employees; maintain confidential information; prioritize work based on the ongoing demands of the department; prepare clear, concise and complete reports and correspondence; exercise initiative and work independently; operate a variety of modern office equipment and machines. Must be able to meet deadlines. Must be highly organized.
PSTA offers great training and career development opportunities. Learn more here: PSTA Professional Development
PSTA is an Equal Employment Opportunity Employer. We are committed to equal employment opportunity to all qualified persons, without regard to race, color, religion, creed, ancestry, national origin, age, gender, gender identity or expression, marital status, disability, or other protected status, as established by Federal or State laws.
PSTA complies with the Americans with Disabilities Act (ADA), to provide reasonable accommodations for persons with disabilities. If you have a disability that requires accommodation during the application or interview process, please call Human Resources at 727-540-1854.
PSTA is a Drug-Free Workplace.