SMART is hiring an Administrative Services Specialist in our Passenger Operations division!
Under general direction, performs a wide variety of specialized and technical administrative support duties designed to expedite the day-to-day administrative functions of the Operations Department; prepares and manages a diverse range of documents, contracts, and reports; monitors and tracks contracts, budgets and purchasing activities; interacts frequently with other departments, management, and the public; and performs related duties as assigned.
This is a fully qualified journey-level classification responsible for independently performing complex, specialized administrative duties in support of the District’s Operations Department. Responsibilities include performing specialized, confidential, and technical office support duties to ensure efficient service delivery including performing various research and budgetary support functions. Positions at this level exercise judgment and initiative in their assigned tasks, receive only occasional instruction or assistance as new or unusual situations arise, and are fully aware of the operating procedures and policies of the work unit.
Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the typical functions of the job.
- Performs a variety of account tracking duties, including tracking vendor and invoice information, assisting with bid requests, price quotes, purchase and expenditure requests, and purchase orders.
- Prepares, processes, and monitors reports, forms, contracts and agreements, including office service agreements, reimbursement requests, and expense reports.
- Coordinates maintenance activities for the District’s non-revenue fleet; schedules regular maintenance and responds to urgent maintenance issues.
- Coordinates office and/or departmental operations; collects and compiles material for review and analysis; provides recommendations for changes in programs, policies, or procedures to improve efficiency and cost effectiveness of operations.
- Monitors contracts and budget expenditures; initiates department purchases for office supplies and other items as assigned; reviews invoices for accuracy and initiates approval process in finance ERP system.
- Schedules, coordinates, and maintains calendar appointments; schedules meetings between Operations management staff and other groups or organizations; arranges for necessary set-up and materials to be available at meetings; takes notes as requested.
- May greet visitors and callers, routes and/or resolve information requests; provides specialized and technical clerical, administrative, and data entry support.
- Coordinates and oversees the storage, recycling and disposal of surplus materials and equipment for SMART’s Operations department.
- Operations liaison with human resources regarding current and new hire department personnel, including greeting interviewing job applicants, maintaining schedules and records as needed.
- Collaborates with contracted vendors to order uniforms for all operations employees; maintains inventory of employee uniforms.
- Submits departmental work order requests to Information Systems Department and Facilities Maintenance for needed support, maintenance, and/or repairs.
- Designs, maintains, and implements department file, tracking and record-keeping systems.
- Assists management with special assignments or tasks as needed, including but not limited to emergency and incident response.
- Observes and complies with all District and mandated safety rules, regulations, and protocols.
- Uses specialized software to create reports, drawings, maps, forms, etc. for assigned department, including Microsoft Word, Excel and PowerPoint.
Performs related duties as assigned.
Education and Experience:
Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:
Education:
- Equivalent to completion of an associate degree in business management, public administration, or a related field; and
Experience:
- Four (4) years of increasingly responsible technical and administrative support experience, including providing key coordination in support of operational services or programs.
Licenses and Certifications:
- Possession of, and ability to maintain, California Class C driver’s license.
Knowledge of:
- Business and administrative practices.
- Principles and practices of business documentation composition, development, and record keeping.
- Basic principles of budget monitoring and tracking.
- Principles and practices of data collection and report preparation.
- Applicable Federal, State, and local laws, codes, regulations, and policies and procedures relevant to area of assignment.
- Principles and procedures of financial record keeping and reporting, accounts payable, and purchasing.
- District purchasing rules and regulations. ?Ad
- Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and District staff.
- The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
- Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.
Ability to:
- Perform a variety of specialized administrative tasks within assigned areas of responsibility.
- Track and monitor budgets and maintain accurate transactional records.
- Balance multiple demands and competing priorities.
- Perform mathematical computations with speed and accuracy.
- Purchase office and instructional materials and supplies.
- Organize and maintain office and specialized files.
- Prepare clear, accurate and concise records and reports.
- Interpret, apply, explain, and reach sound decisions in accordance with District and department policies and procedures.
- Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.
- Understand and carry out oral and written instructions and directions.
- Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
- Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines.
- Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
- Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
- Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
Position Details
- There is a 12-month probationary period following appointment to this position.
- A thorough background check will be required including, but not limited to: current and past employers, personal contacts, education verification. A credit report will be required for positions covered under Labor Code 1024.5. (A complete list of background check documents will be provided upon request).
- SMART is a drug-free workplace. All employees will be expected to behave in accordance with this policy.
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If you are a person with a disability and require an accommodation to participate in a SMART program, service, or activity, requests may be made by calling SMART Human Resources at 707-794-3039 (Voice), Dial 711 for CA Relay, or by email to [email protected] at least five business days in advance of the event. We will do our best to fulfill requests received with less than five business days’ notice. Copies of documents are available in alternative formats upon request.
Sonoma-Marin Area Rail Transit District is an Equal Opportunity Employer
