Office Administrator - BUSV

Location
Washington D.C.
Posted
Jun 20, 2017
Closes
Jun 21, 2017
Function
Administrative
Hours
Full Time
Job Description
Job Title: Office Administrator - BUSV
Job ID: 170312 Location: DC-Jackson Graham Bldg -3rd Fl
Posting Open-Close 06/19/2017
- 06/21/2017
Full/Part Time: Full-Time
Union NRP
Regular/Temporary: Regular Job Description

Posting/Position Details:

All WMATA posted job openings are available through 11:59 pm the night before the noted Close Date. To ensure successful submission of application applicants are encouraged to apply well before this cut-off.  The noted Close Date is the date on which the posting is automatically removed from the website as of 12:00am at which time submission of an application is no longer possible. (WMATA reserves the right to remove postings at any time without notice as business needs demand.)

Minimum Qualifications:

Graduation from high school is required; graduation from an accredited college or university with a two-year or four-year degree in Business Administration or a related field is preferred. A minimum of three (3) years progressively responsible experience in analyzing a wide variety of departmental programs and functions (i.e. operations, personnel budgets, space, etc.); devising and presenting appropriate solutions and recommendations that significantly enhance departmental programs and functions; and managing secretarial, clerical and administrative functions. Supervisory experience is highly desirable. Demonstrated editorial skills, personal computer skills, and the ability to enter 60 words per minute are required.

Or, an equivalent combination of post-high school education and more than five (5) years progressively responsible experience in analyzing a wide variety of departmental programs and functions; managing secretarial, clerical and administrative functions.

Demonstrated editorial skills, personal computer skills, and the ability to enter 60 words per minute are required.

Medical Group:

Ability to satisfactorily complete the medical examination for this position.  Must be able to perform the essential functions of this job either with or without reasonable accommodation(s).

Job Summary/Duties:

This is professional, technical, administrative, staff coordination and office  management work for the Bus Service. The position provides substantive oversight and assistance in the development, review, and monitoring of the department budget.

The incumbent must have the ability to manage departmental petty cash expenditures, maintain account balance, and ensure all requested expenditures are appropriate for approval. The position approves equipment and supply expenditures for the department, working with the appropriate department personnel; serves as the contracting officer's technical representative for outside/contract secretarial, clerical, administrative, and designated professional personnel support; participates on selection boards for secretarial, clerical, administrative and, as required, other vacancies; and conducts independent analyses and assists higher level staff in analyzing departmental programs and functions. The position is the point-of-contact for BUSV regarding space/facilities moves and is responsible for ensuring that such moves serve the best interests of BUSV and are efficiently implemented.

The Office Administrator performs a wide variety of duties across the full range of administrative activities associated with BUSV, including but not limited to the following: development and implementation of administrative and clerical procedures to ensure departmental goals are met; oversight or direct supervision of departmental secretarial and clerical staff to ensure efficient administration and support; establishment of procedures and control to support the executive correspondence function of the General Manager's Office; preparation and/or editing of Executive controlled correspondence; and control, review and monitoring of personnel actions.

The position has extensive latitude for independent judgment, estimating resources required, establishing deadlines for non-standard situations, developing solutions based on experience and knowledge of existing policies and circumstances, developing and implementing new procedures, and recommending new policies.

Assignments are received in terms of general requirements and objectives with the employee planning and coordinating work efforts independently and reporting progress and major developments to the Chief Operating Officer-BUSV.

Provides substantive oversight and professional assistance in the development, review, and monitoring of the departmental budget.

Oversees all travel plans and audits all travel expense reports prior to final authorization by Chief Operating Officer.

Approves procurement of all required office supplies, furniture, publications, and other administrative supplies and equipment, working in conjunction with other departmental budget staff. Ensures that such expenses do not exceed budget allocations. Reviews justifications for purchases.

Serves as the contracting officer's technical representative for outside/contract secretarial, clerical, administrative, and designated professional services.

Independently works with the contractor to resolve any problems with contract fulfillment and reconciles and approves payment vouchers.

Provides guidelines and instructional materials for departmental staff for the preparation of procurement actions and accompanying documentation in conjunction with established Authority procedures; serves as the departmental point of contact regarding procurement procedures.

Independently researches and recommends solutions to problematic issues (affecting operations, personnel, budgets, space, etc.) that affect Departmental image, services and functions. Provides substantive assistance to General Superintendents and the Chief Operating Officer in analyzing departmental programs. Serves as the departmental point-of-contact regarding office moves and ensures that the resulting office configurations are in the best interests of the Department.

Oversees and evaluates secretarial, clerical, and administrative staff; develops and instructs staff in using personal computers, secretarial, clerical, and other administrative procedures. Assigns administrative/clerical tasks to ensure completed products meet established deadlines. May directly supervise secretarial, clerical, and administrative staff. Serves on selection boards for secretarial, clerical, administrative and, as required, other vacancies.

Conducts the initial review of all incoming correspondence directed to the Chief Operating Officer and all related items assigned by the General Manager's Office.

Determines and designates appropriate action, action office and/or information office, and appropriate signature level on behalf of the COO; identifies and establishes response deadlines. Controls responses and assures that suspense dates are met.

Manages central office files and maintains policy files, including Policy /Instructions.

Conducts the final review of all correspondence for the COO's signature and coordinates information to ensure that the documents are complete, accurate, properly edited, appropriately coordinated and consistent with established correspondence standards. Reviews other and outgoing correspondence as necessary to ensure standards are being met.

Controls and reviews departmental actions/items processed for Board of Director approval and ensures timely submission by departmental staff of all related background and budgetary information for each item.

Consolidates Maintenance and Transportation information into departmental response.

Coordinates attendance at required training sessions to ensure al required staff attend in accordance with established schedules and deadlines.

Prepares responses to correspondence of a general and technical nature. Coordinates correspondence requiring input from various departmental offices or other Authority offices for the COO's signature. Prepares consolidated responses.

Gathers data for, compiles, prepares, and distributes periodic reports. Analyzes trends and makes recommendations for changes in departmental programs.

Develops and implements new office procedures to include document flow, work assignments and task organization in response to changing conditions or workloads, and develops and recommends policy changes as necessary.

Coordinates, monitors, controls and reviews all personnel requisitions and actions.

Independently resolves questionable actions with the appropriate departmental units to ensure the requested actions are appropriate and consistent with departmental objectives prior to forwarding to the Chief Operating Officer for signature.

Provides staff advice to BUSV senior staff on personnel and administrative matters.

Identifies potential problem areas and recommends new or modified techniques, practices and procedures.

The Office Administrator serves as point of contact for the Board Operations Committee and as such is responsible for coordination of meeting set up, accurate recording and transcription of minutes, preparation of agenda and other activities in support of monthly meeting.

Maintain the calendar for the Chief Operating Officer, ensuring that all official and quasi official obligations are met.

Performs related duties as assigned.

Evaluation Criteria:

Consideration will be given to applicants whose resumes demonstrate the required education and experience. Applicants should include all relevant education and work experience.

Evaluation criteria may include one or more of the following:

  • Personal Interview
  • Skills Assessments
  • Verification of education and experience
  • Criminal Background Check
  • Credit history report for positions with fiduciary responsibilities
  • Successful completion of a medical examination including a drug and alcohol screening
  • Review of a current Motor Vehicle Report

Closing:

Washington Metropolitan Area Transit Authority, a Federal contractor, is an Equal Opportunity / Affirmative Action employer.  All qualified applicants receive consideration for employment without regard to race, color, creed, religion, national origin, sex, gender, gender identity, age, sexual orientation, genetic information, physical or mental disability, or status as a protected veteran, or any other status protected by applicable federal law, except where a bona fide occupational qualification exists.  Our hiring process is designed to be accessible and free from discrimination.

This posting is an announcement of a vacant position under recruitment.  It is not intended to replace the official job description.  Job Descriptions are available upon confirmation of an interview.