JOB
The Operations Support Specialist plays a central role in keeping the Operations Division running smoothly day-to-day. The position combines division-wide administrative support with financial coordination responsibilities that require both organizational discipline and a working knowledge of District procurement and financial processes. Incumbents are expected to operate with a high degree of independence, manage competing priorities, and maintain accuracy and compliance in their financial work without close oversight. The role carries real ownership over the Division's administrative and financial workflows, and consistent follow-through is essential.
EXAMPLE OF DUTIES
- Serves as the Operations Division's primary point of contact for procurement and financial processing activity with the Finance Department; processes purchase requisitions, purchase orders, invoices, payment vouchers, and travel authorizations, ensuring all supporting documentation and required approvals are in order prior to submission; tracks open purchase orders and available budget balances; initiates purchase order adjustments as needed; processes reimbursements for Operations Division staff.
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Coordinates with Finance Department staff as needed to resolve discrepancies or advance purchasing activity, maintaining ownership of the Division's end of the process.
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Receives and reconciles fuel receipts with monthly fuel consumption report; posts fuel transaction reports to spreadsheet for reconciliation; prepares weekly reports of fuel receipts and compiles for review.
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Enters new employees and removes terminated employees from automated database systems; issues necessary credentials and District property and updates staff phone log accordingly;
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Collaborates with local vendor to order uniforms for all operations, fleet, facilities, and security employees; maintains inventory of employee uniforms.
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Maintains Division filing systems, records, and administrative documentation; prepares, formats, and distributes internal communications, memos, and reports as directed; monitors administrative processes to ensure compliance with established methods, practices, and procedures.
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Utilizes various computer programs and applications such as spreadsheets, state and federal databases, and graphics to assemble, coordinate, and format data and/or reports.
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Assists the Transit Operations Director with meeting coordination, agenda preparation, and follow-up documentation; supports the Director with research, data gathering, and preparation of materials for meetings, presentations, and internal reports; assists with internal correspondence and special assignments as directed.
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Observes and complies with all District and mandated safety rules, regulations, and protocols.
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Performs other duties as assigned.
