Administrative Manager
1 day ago
This is a challenging and rewarding opportunity to join the Chicago Transit Authority as an Administrative Manager in the Transit Instruction Department. As a key member of the team, you will be responsible for overseeing the administrative processes, supervising staff, and ensuring the smooth operation of the department.
Key Responsibilities- Manage and supervise administrative staff, including work scheduling and payroll processes.
- Perform forecasting and planning for staffing needs within the department.
- Oversee payroll functions, reviewing and approving all payroll documents for department employees.
- Prepare and process personnel documents, including requisitions, change notices, certification, transfer cards, grievance responses, complaints, etc.
- Coordinate and monitor department programs involving Family Medical Leave Act and employee random drug testing.
- Monitor staffing levels and vacancy rates within the department.
- Supervise staff that creates and maintains reports and analytical tools to monitor and improve performance.
- Plan, supervise, and participate in the development and monitoring of the department budget.
- Assist in the preparation of the annual budget and determining how it will be allotted for expenses.
- Track the annual budget, making recommendations throughout the year if the budget deviates from the initial plan.
- Develop a Monthly Budget Summary Report to identify and remedy excessive budget expenditures.
- Assist in the development and administration of department goals and objectives.
- Evaluate and monitor the performance of staff personnel for compliance with Authority programs and policies, and attainment of goals and objectives.
- Identify performance deviations and determine appropriate courses of action to correct problem areas, up to and including recommendation for discharge.
- Supervise administration functions, including clerks, analysts, etc.
- Assign work to employees and prioritize projects.
- Monitor work for compliance with applicable laws, CTA policies and procedures, and established timeframes.
- Assign field personnel their assignments to specific activities or locations and ensure completion of daily duties.
- 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.
- Liaise 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.
- Participate 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.
- Perform related duties as assigned.
- 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.
- 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.
General office environment.
Equipment, Tools, and Materials UtilizedStandard office equipment.
Personal computer and related software (Microsoft Word, Power Point, Excel, etc.).
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