Administrative Coordinator-TRAFFIX Program

City of San Ramon - San Ramon, CA (30+ days ago)4.2


Full-Time (2-Year) Limited Term

Salary Range: $72,349.68 annually

Interested? Apply at CalOpps: https://www.calopps.org/job-search/San%20Ramon?keyword=San%20Ramon

Deadline to apply: 5:00 p.m., May 28, 2018

The Position

The TRAFFIX Administrative Coordinator, under general supervision of the Transportation Division Manager, is responsible for program administration of the Measure J Traffic Congestion Relief Agency – TRAFFIX Program (TRAFFIX). TRAFFIX is a multi-agency Joint Powers Authority (JPA) consisting of seven board members representing four public agencies (City of San Ramon, Town of Danville, Contra Costa County, and the San Ramon Valley Unified School District). TRAFFIX provides 23 school buses to 11 school sites serving approximately 1,700 students throughout the San Ramon Valley.

The position is responsible for implementation of day-to-day program administration, customer service, sales and marketing, and liaison with the TRAFFIX bus service provider and public agencies. Responsibilities are varied, requiring knowledge of the San Ramon Valley, a high degree of independent judgment, ability to multi-task with competing deadlines, excellent customer service skills, and the ability to communicate effectively with agency staff members, parents, students, school site administrators, and the bus service provider.

Typical Duties and Responsibilities

Program Administration - The tasks involve providing the daily administrative oversight for the TRAFFIX Program, which include:

  • TRAFFIX Meetings: Coordinating with Division Manager and Technical Advisory Committee (TAC) Chair to develop meeting agendas, agenda packets, and/or meeting notices for the Board of Directors (Board), Technical Advisory Committee (TAC), Citizen Advisory Committee (CAC) and subcommittee meetings; compiling all necessary agenda packet documents into a PDF file; distributing to identified meeting participants; and posting meeting packets. Developing, circulating, and maintaining schedule for agenda and agenda packet distribution; coordinating meeting room availability and equipment needs; contacting Board, TAC, and CAC members 72 hours prior to meeting to confirm attendance; setting up meeting room; recording audio of Board, TAC, and CAC meetings; taking notes of meetings, tracking meeting attendance, motions and seconds, and preparing Summary of Actions for the Board, TAC, CAC and subcommittee meetings ; preparing and mailing public notices on an as-needed basis; providing written or oral reports to the Board, TAC, and CAC on a regular basis; providing periodic status updates to various governing bodies (such as the Town of Danville, San Ramon Valley Unified School District (SRVUSD) Board of Trustees, community groups, and school site Parent Teacher Associations (PTAs)); and preparing and delivering monthly reports and yearly evaluations.
  • Records Management: Filing and maintaining original copies of all official records, contracts, resolutions, invoices, and other documentation consistent with the Public Records Act for auditing purposes; and providing and responding to any public records requests for program documents within the timeframe established by law.
  • Public Interface: Serving as the primary point of contact for the program to the community within the San Ramon Valley.
  • Budget Oversight: Working with the TAC to develop an annual budget (within framework of Measure J funding allocation) and mid-year budget, and processing all invoices related to the operation of the program.
  • Website Oversight: Updating bus routes, schedules, route maps agenda packets and minutes and other items necessary on the website. Maintaining the TRAFFIX database of clients and provide ongoing website maintenance updates to enhance functionality, appearance, and content. Coordinating website maintenance and functionality with website provider and other duties related to website functionality.
  • Customer Service: Notifying customers of route schedule changes, minimum day schedules, and other related service alerts by email, text, or call. Receiving calls during operating hours on school days; responding to and resolving email and phone inquiries, and maintaining and preparing monthly record of incoming calls, emails, and inquiries.

Sales and Marketing – The tasks involve the development of an annual marketing plan and implementing the plan, within the framework of the approved budget, to promote student transportation service and increase ridership.

  • Providing annual bus pass sales, issuing refunds as appropriate, attending on-site sales opportunities, maintaining bus pass sales/ridership database, and reporting updated bus pass sales data each month to TAC.
  • Working with TAC and CAC on developing and implementing a strategic marketing plan for the entire system as well as targeted school sites.
  • Preparing media communications (press release), news articles, and other marketing material as necessary to promote bus service and pass sales; coordinating email communication at each school site; attending school site events/presentation as determined by TAC; meeting with school site Principals, PTA, and community members to promote the program; coordinating the development and distribution of marketing materials and preparing online marketing efforts as needed.
  • Fare Collection – providing oversight of fare collection and pass distribution system. Working with the TRAFFIX accountant to track fare revenue, issue bus passes, issue refunds, monitor the use of passes, and perform other related work tasks.

Operations – The Administrative Coordinator will be the liaison between TRAFFIX and the service provider.

  • Conducting on-site route/bus stop review at a minimum of two times per year and on an as-needed basis.
  • Receiving reports and/or submits requests to service provider for operational issues, including on-time performance, dispatch requests, bus driver and route schedule, and bus safety, and serves as a liaison between agencies and service provider with responses to roadway construction impact to the bus service.
  • Receiving discipline reports from service provider; contacts parents regarding issues and coordination with school site principals to resolve discipline issues on buses.
  • Monitoring and regularly reviewing the service routes for efficiency to ensure that the available buses and other resources are used in the most efficient manner.

MinimumEducationand Experience Requirements

  • Any combination of training and experience that would provide the required knowledge, skills, and ability is qualifying. A typical way to obtain the required qualifications would be:
  • Equivalent to completion of two years of college-level coursework in business or a field related to the work and three (3) years of office administrative or lead experience in the area of assignment, in the areas of planning, transportation planning, or a related field; and
  • At least three years of office administrative or lead experience in the area of assignment.

LICENSES AND CERTIFICATIONS:

Possession of, or ability to obtain, a valid California Driver’s License.

PHYSICAL DEMANDS

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; operate a motor vehicle to visit various City and TRAFFIX meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employee must possess the ability to lift, carry, push, and pull material and objects up to 25 pounds.

Benefits

The City's excellent benefit package includes: CalPERS retirement; medical, dental and vision plans; 12 days of vacation and 12 days of sick leave accrued annually; 10.5 paid holidays; 2 floating holidays; adoption benefits; short and long-term disability; employee assistance program; group and supplemental life insurance; and a retiree health savings plan.

Please visit www.sanramon.ca.gov for more information.

The Selection Process

Interested individuals must apply online at www.calopps.org. The most qualified applicants, as determined by initial screening of applications and responses to supplemental questions, will be invited to an oral board interview, tentatively scheduled for the week of June 4, 2018.

Official Job Classification: http://www.sanramon.ca.gov/UserFiles/Servers/Server_10826046/File/Our%20City/Departments/Admin%20Services/HR/Job%20Classifications/ADMIN-AdministrativeCoordinator.pdf

The City of San Ramon is an equal opportunity employer and does not discriminate against race, color, religion, national origin, age, sex origin or disability. In accordance with the Americans with Disabilities Act, should special accommodations be necessary at any stage of the selection process, please contact the Human Resources Division at (925) 973-2523. Information contained herein is subject to change without notice.

Supplemental Questions:

  • TRAFFIX is a Joint Powers Authority (JPA) consisting of four public agencies. Describe your experience and knowledge working with, and among, multiple agencies?
  • The TRAFFIX Administrative Coordinator must be able to multi-task with competing deadlines. Describe a work related experience in which you were able to complete multiple work tasks with competing deadlines.
  • The TRAFFIX website is a critical component of the program. It serves a dual purpose as the program website and also the database/tracking tool for student ridership. Describe your experience and comfort level with database management and website oversight.

Job Type: Full-time

Salary: $72,349.68 /year