POSITION SUMMARY:

The Transportation Administrative Coordinator will be responsible for supporting and ensuring implementation of key transportation team activities as well as administrative support of the operations facility. This position reports to the Transportation Director with dotted line responsibility to the Fixed Route Manager, Mobility Services Manager and the Executive Operations Coordinator.

 

POSITION RESPONSIBILITIES INCLUDE, BUT ARE NOT LIMITED TO:

  • Serve as a primary point of contact, welcome and coordination for all operators and staff seeking assistance.

Present and available in the Transportation Office on a consistent basis.

Assist with critical HR functions, including:

    • Monitor operator attendance program and ensure timely reporting and adherence to attendance policies.
    • Support the management team by typing and distributing letters and decisions regarding attendance, coaching, discipline, and other transportation team duties, and proofreads for accuracy, format, correct form, and content.
    • Assist in the preparation of case materials for arbitration.
      • Assists with the hiring of temp operators for the Iowa State Fair
  • Responsible for transportation team payroll processing to ensure accurate and timely payments including:
  • Coordinates Leave of Absence program(s) in accordance with established policies and procedures and applicable collective bargaining agreements. Collaborates with Human Resources regarding FMLA and other HIPAA-protected information.
  • Adjustment of ops side of vacation accruals
  • Rostering the bid work
  • Manages employee status including adding floating holidays when due.
  • Updates/bids for vacations and floats
  • Investigates Dispatch payroll errors.
  • Under the direction of the Transportation Management Team, ensures key team duties are done with consistency and accuracy including but not limited to:
    • Support the including creating bid books and bid postings as needed.
    • Process invoices and code to correct budget.
    • Supports transportation team with Iowa State Fair duties including operator run sheets, ensuring accurate operator pay and other duties as assigned
    • Process letters, reports, memoranda and other documents, presentations, special forms, and charts
    • Perform and maintain the filing and/or retention of document versions according to organizational policy.
    • Writes up processes at direction of managers.
    • Supports team meetings including scheduling, taking notes and action items, and preparing materials.
    • and accurate and timely data management and distribution/communication of awards and recognition
  • Under the direction of the Executive Operations Coordinator, supports the administrative needs of the operations facility including:
    • Event coordination
      • Assist team with all aspects of event completion including décor, catering, communication etc.
      • Events may include and not limited to the Iowa State Fair, Safety Banquet, Employee Apperception and Holidays.
    • Managing uniform process:
      • Main point of contact for internal staff and external vendors
      • Process all invoices.
      • Updates to spreadsheet/website
      • Handle/process uniform reimbursements
      • Put away uniform deliveries and notify staff.
      • New hire set-up
      • Notifying staff as needed, i.e., end of year, updates, etc.
      • Problem solves staff questions and account issues.
    • Assist/ordering supplies for Operations, Administration and Dispatch areas.
      • Filling kitchen supplies
      • Ordering supplies through our vendor, including office, kitchen, printer etc.
      • Order and recycle printer cartridges.
      • Monitor supplies and ensure they are ordered in a timely manner.
      • Process invoices
    • Assist with maintaining conference (Hub) room.
      • Ensure room is ready for meetings and set in basic set-up, notify facilities as needed to reset.
      • Assist with restocking refrigerator.
      • Assist with inventorying beverages.
    • Fresh Market main point of contact
      • Serve as the contact person for the department and report purchase problems to the Facilities department.
    • Manage/organize all operator communication including bulletin boards, emails and other efforts to ensure operators receive timely and relevant information.
    • Assist HR, Executive Operations Coordinator, DCS Administrative Assistant and the Transportation Team with service awards to ensure the success of timely recognition to operators and transportation staff.
    • All other assigned duties

 

EDUCATION AND/OR EXPERIENCE:

  • Associate degree or two years of college experience from an accredited college or university
  • A minimum of two (2) years of related experience
  • Prior experience working with collective bargaining units preferred.

 

KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge of:

  • Knowledge of personal computers and current software programs for word processing, spreadsheets, presentations, email, and databases at the advanced level of proficiency; as well as general knowledge of specialized software related to functional area; knowledge of Trapeze OPS, TransitMaster and Trapeze PASS preferred.
  • Knowledge of the National Labor Relations Act, collective bargaining agreements and labor negotiating practices to include grievance proceedings and progressive discipline.

 

Skills or Ability to:

  • Analyze, interpret and manage moderately complex data or organizational issues, use good judgment and common sense to make logical decisions related to employee relations.
  • Communicate related concepts in a clear and concise manner both orally and in writing to a wide array of audiences.
  • Work in an environment requiring strong discipline and attention to detail.
  • Ensure agency regulations and policies are followed.
  • Remain calm in stressful situations, including highly professional conduct.
  • Independently plan, organize, prioritize, and manage multiple projects, priorities and deadlines with accuracy and close attention to detail despite numerous interruptions.
  • Make logical decisions using sound, independent judgment, and common sense, including the ability to maintain confidentiality.
  • Communicate tactfully and clearly with employees, supervisors, and management staff.
  • Demonstrate proficiency with transit specific software within 6 months of hiring.

 

SUPERVISORY RESPONSIBILITY:

  • This position has no supervisory responsibility.

 

PHYSICAL DEMANDS:

On a normal workday, this position requires:

  • Prolonged periods of sitting, standing and/or walking
  • Extensive use of hands, fingers and arms in operations requiring constant handling of paper documents, computing and entering data using a keyboard and two-way radio
  • Clarity of vision at 20 inches or less to read and enter numerical data.
  • The ability to hear normal verbal conversation with or without corrective devices to communicate with co-workers and customers
  • The ability to speak and read the English language clearly and concisely
  • Routine lifting of objects under 10 pounds; occasional lifting of objects up to 50 pounds

 

WORK ENVIRONMENT:

Primary work location is in a general office environment, heated during the winter and cooled in the summer.  Occasionally exposed to disagreeable elements such as heat, cold, dampness, fumes, noise, etc. 

DISCLAIMER:

This is not necessarily an exhaustive list of responsibilities, skills, duties, requirements, efforts, or working conditions associated with the position. While this list is intended to be an accurate reflection of the current position, the DART Commission reserves the right to revise the functions and duties of the position, or to require that additional or different tasks be performed when circumstances change (e.g.,  emergencies, staff shortages, work load changes, rush jobs, or technological developments).

Equal Opportunity Employer, including disabled and veterans.
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