Manager, Administration - Infrastructure

Job Description - Manager, Administration - Infrastructure (2400008N)

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SALARY : $109,234.07

POSITION SUMMARY

Plans, supervises and coordinates the activities of the administrative staff within the Infrastructure department. This role provides leadership for and manages the day-to-day work of a designated administrative team while ensuring compliance with rules, regulations, and administrative procedures.

Directs and monitors key administrative functions at various facility locations for all personnel to ensure compliance with federal, state, and local rules and regulations.

PRIMARY RESPONSIBILITIES

• Assists executive management in the development and administration of department programs, policies, goals, and objectives.
• Evaluates and monitors the performance of staff personnel for compliance with Authority programs and policies, and attainment of goals and objectives.
• Oversees the absenteeism policy and compliance of FFM for all field staff employees, administers corrective action when necessary for non-compliance.
• Oversees the non-revenue vehicle tickets in identifying drivers and administering appropriate action as it relates to policy & procedures.
• Identifies performance deviations and determines appropriate courses of action to correct problem areas, up to and including recommendation for discharge.
• Assesses and coordinates training needs of Infrastructure and administrative employees. Evaluates and processes applications for training.
• Administers the grievance process and performs administrative functions related to the grievance process.
• Conducts investigations of allegations of policy violations.
• Interviews witnesses and involved parties to gather information.
• Analyzes information obtained and searches agreements, CTA policies, and arbitration decisions for violations.
• Prepares reports of findings.
• Implements correction action recommendations.
• Maintains confidential employee records relative to grievances and prepares related reports.
• Performs audits of Authority assets in transportation and administration sections, e.g. cash working fund, transfer cards, personnel computer equipment, other office equipment, and office supplies.
• Supervises administration functions including clerks, analysts, etc. Supervises preparation of administrative payroll and picks.
• Manages department administrative functions. Oversees the preparation and processing of documents affecting department personnel, e.

g. requisitions, change notices, certification, transfer cards, grievance responses, complaints, commendations, and other disciplinary documents.

• Assists management in the development of goals and objectives and ensures the consistent administration of policies and procedures.
• Assigns work to employees and reviews completed work for conformance to stipulated programs and procedures.
• Supervises the assignment of field personnel to specific activities or locations and supervises personnel in ensuring completion of daily duties.
• Hires, trains, develops 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 :

Project Specialist II

CHALLENGES

• Working under tight deadlines while managing multiple projects simultaneously.
• Monitoring business systems and work processes to ensure accuracy.
• 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 and three (3) 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.
• Requires sitting for extended periods of time, standing, visual acumen, manual dexterity and fingering for working with computer keyboards.
• 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 Infrastructure Maintenance staff.
• Working knowledge of the collective bargaining agreements pertinent to the Craft Coalition staff including applicable labor contract provisions.
• Working knowledge of budgetary, accounting, and financial analysis techniques, principals, practices and procedures.
• Strong analytical skills.
• Strong verbal and written communication skills.
• Ability to prepare reports and present data in a clear and concise manner.
• Ability to test and make recommendations on related systems, hardware, software, and consulting services.

WORKING CONDITIONS

• General office environment.
• Occasionally travels to CTA field locations.

EQUIPMENT, TOOLS, AND MATERIALS UTILIZED

• Standard office equipment.
• Personal computer and related software (Oracle, Microsoft Word, Power Point, Excel, etc.).

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