Department Administrator II

Location
Washington D.C
Posted
Sep 23, 2020
Closes
Oct 01, 2020
Ref
200604
Function
Administrative
Hours
Full Time
The Washington Metropolitan Area Transit Authority (WMATA) Occupational Health and Wellness (OHAW) Department is seeking an experienced Department Administrator II who will be responsible for providing comprehensive administrative support to OHAW senior leadership. Department leadership will rely on this individual to manage schedules, prepare communication, track deliverables and prepare data spreadsheets within an evolving and dynamic organization. The ideal candidate will be proactive, have excellent interpersonal skills, work independently, be customer focused, responsive, and possess the ability to exercise discretion and composure in a complex occupational health setting. This role is critical to daily operations and requires a highly organized individual who communicates effectively, an adept problem-solver, and skilled multitasker. Candidates must also have the flexibility to be responsive to the leadership team outside of normal business hours and demonstrate experience handling confidential matters.

MINIMUM QUALIFICATIONS

Education
  • Associate's degree in Business Administration, or a related field

Experience
  • Five (5) years of senior level administrative support experience, performing complex tasks requiring the consideration of multiple variables to determine proper course of action

Certification/Licensure
  • None

Preferred
  • Bachelor's degree in Business Administration

Medical Group

Satisfactorily complete the medical examination for this position, if required. The incumbent must be able to perform the essential functions of this position either with or without reasonable accommodations.

SUMMARY

The Department Administrator II provides a full range of administrative support to Executive Management Officials and their staff of leaders within a WMATA department. The Department Administrator II is the primary administrator for the entire department. The incumbent performs a wide variety of duties associated with the department such as developing and implementing of administrative and clerical procedures to ensure goals are met; drafts routine correspondence; prepares and/or edits executive controlled correspondence; and oversees secretarial and administrative support for the department/offices. The incumbent works under general guidance/supervision.

ESSENTIAL FUNCTIONS
  • Provides administrative support by performing a variety of complex and confidential administrative duties.
  • Receives and directs visitors. Maintains online and paper files. Schedules and maintains calendar of appointments, meetings, and travel itineraries.
  • Resolves complex questions and problems. Assists in responding to, and/or directs public requests for information from official files and other resources.
  • Designs spreadsheets and maintains databases. Coordinates special projects by developing project plans and schedules.
  • Works on special and ongoing projects.
  • Compiles, prepares, and distributes periodic reports. Analyzes trends and makes recommendations for changes in departmental programs.
  • Monitors and maintains time and attendance.
  • Provides work direction to lower level administrative staff. Handles sensitive situations. Provides guidelines and instructional materials for departmental staff regarding procurement and HR actions.
  • 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.
  • Serves as the Contracting Officer Technical Representative (COTR) 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.
  • Manages expense processing.
  • Acts as a liaison between department leaders and staff.
  • Provides oversight and professional assistance in the development, review, and monitoring of the departmental budget.
  • Identifies potential problem areas and recommends new or modified administrative techniques, practices and procedures.
  • Prepares departmental documents for submission to the Board of Directors.

The essential duties listed are not intended to limit specific duties and responsibilities of any particular position. Nor is it intended to limit in any way the right of managers and supervisors to assign, direct and control the work of employees under their supervision.

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:
  • Skills and/or behavioral assessment
  • Personal interview
  • Verification of education and experience (including certifications and licenses)
  • Criminal Background Check (a criminal conviction is not an automatic bar to employment)
  • Medical examination including a drug and alcohol screening (for safety sensitive positions)
  • Review of a current motor vehicle report


Closing

WMATA is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or any other status protected by applicable federal law.

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.

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