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Administrative Manager
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Administrative Manager
2 months ago
We are seeking an experienced Administrative Manager to join our team at the Chicago Transit Authority. The successful candidate will be responsible for overseeing the administrative processes within the Transit Instruction department, including work scheduling and payroll processes.
Key Responsibilities- Administrative Oversight: Manage and supervise administrative processes, including work scheduling and payroll processes.
- Staffing and Planning: Perform forecasting and planning for staffing needs within the department.
- Payroll Management: Oversee payroll functions by reviewing, monitoring, and approving all payroll documents for department employees.
- Personnel Management: Prepare and process personnel documents, including requisitions, change notices, certification, transfer cards, grievance responses, complaints, etc.
- Department Programs: Coordinate and monitor department programs involving Family Medical Leave Act and employee random drug testing.
- Staffing Levels: Monitor staffing levels and vacancy rates within the department.
- Reporting and Analysis: Supervise staff that creates and maintains reports and analytical tools to monitor and improve performance.
- Budget Planning: Plan, supervise, and participate in development and monitoring of the department budget.
- Budget Management: Assist in the preparation of the annual budget and determining how it will be allotted for expenses.
- Budget Tracking: Track the annual budget, making recommendations throughout the year if the budget deviates from the initial plan.
- Budget Reporting: Develop a Monthly Budget Summary Report so that any excessive budget expenditures can be identified and remedied efficiently.
- Department Goals: Assist in the development and administration of department goals and objectives.
- Performance Evaluation: Evaluate and monitor the performance of staff personnel for compliance with Authority programs and policies, and attainment of goals and objectives.
- Performance Improvement: Identify performance deviations and determine appropriate courses of action to correct problem areas, up to and including recommendation for discharge.
- Staff Supervision: Supervise administration functions including clerks, analysts, etc.
- Work Assignment: Assign work to employees and prioritize projects.
- Compliance Monitoring: Monitor work for compliance with applicable laws, CTA policies and procedures, and established timeframes.
- Field Assignments: Assign field personnel their assignments to specific activities or locations and ensures completion of daily duties.
- Equipment and Supplies: Perform 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.
- Interdepartmental Liaison: 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.
- Personnel Management: 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.
- Additional Duties: Performs related duties as assigned.
