Manager, Administration - Rail Station Management

SALARY

$115,069.13

POSITION SUMMARY

Supervises and coordinates budgetary, administrative and clerical reporting functions for the Rail Station Management department. Performs special projects as assigned according to department goals and objectives. Plans, directs, and monitors key administrative functions for all personnel to ensure compliance with Authority, federal and state rules and regulations.

PRIMARY RESPONSIBILITIES

• Manages the preparation and approval of payroll information for department employees.

o Serves as department administrator for payroll and time capture software and programs.

o Reviews and approves payroll information to be processed by Payroll department.

o Ensures payroll information meets guidelines as outlined in collective bargaining agreements.

• Plans and supervises manpower requirements.

o Reviews and administers picks and scheduling needs associated with department union employees.

o Manages station level employee attendance control and filling of all scheduled and non-scheduled absences.

o Reviews budgetary expenditures and reports for manpower and supply/equipment needs.

• Supervises the preparation and processing of administrative records, prepares analyses of data, and generates and distributes management information reports.

o Monitors and oversees administrative document and database management systems and processes.

o Maintains and manages the storage of various department files.

o Performs regular audits to ensure all documents and files maintained are in accordance with the internal policy guidelines.

o Responds and provides requested documents and/or information as requested.

• Monitors various safety and regulatory requirements and recommends appropriate training programs to keep employees up-to-date and compliant on training and certification requirements.
• Assists executive management in the development of goals and objectives and ensures the consistent administration of policies and procedures.

o Evaluates and monitors the performance of staff personnel for compliance with Authority programs and policies, and attainment of goals and objectives.

o Assists with Rail Station Management objectives and performs snow removal processes as needed to ensure facilities and stations are accessible and safe for all Authority employees, customers, and transportation equipment/vehicles.

o Conducts investigations and interviews for corrective action and prepares and responds to grievances and recommendations for discharge reports. Maintains records pertaining to CTA's drug/alcohol policy as it relates to terminal personnel and coordinates the notification of personnel who have been selected for random testing.

o Coordinates with senior management in implementing and planning Snow Response Strategies.

• Conducts studies of administrative and operational processes and procedures, analyzes findings, makes recommendations to improve efficiencies, and prepares and presents reports to management.
• Hires, trains, develops, monitors, and evaluates staff. Reviews and recommends personnel actions for approval.
• Performs related duties as assigned.

MANAGEMENT RESPONSIBILITIES

Reporting to this position are the following jobs:

Job Title

• None

CHALLENGES

• Maintaining amicable working relations between all management levels and various departments.
• Keeping abreast of various departments' policies and procedures.
• Being thoroughly versed on the various contracts representing the department's unionized employees relative to compensation.
• Dealing with stress due to "24-hour on call" nature of job.

EDUCATION/EXPERIENCE REQUIREMENTS

• Bachelor's degree in Business Administration, Management, or a related field, plus four (4) years of administrative experience, or an equivalent combination of education and experience relating to this position, including relevant military experience.
• Must possess a valid State of Illinois Driver's License.

PHYSICAL REQUIREMENTS

• Requires remaining in a stationary position for extended periods of time and constantly operating a computer and other office productivity machinery.
• Service Area Requirement: Exempt (Non-Union) employees must live within the boundaries of the CTA Statutory Service Area either at the time of employment or within 6 months of beginning employment at CTA.

KNOWLEDGE, SKILLS, AND ABILITIES

• Detailed knowledge of payroll processes and procedures.
• Detailed knowledge of budget management practices and procedures.
• Detailed knowledge of payroll processes and procedures.
• Detailed knowledge of grievance and discipline procedures.
• Working knowledge of Oracle applications and Microsoft Office.
• Working knowledge of CTA organizational structure and its associated functions and responsibilities.
• Working knowledge of collective agreements and working with union employees.
• Strong administrative and managerial skills to effectively direct the activities of assigned personnel.
• Strong computer skills.
• Strong analytical skills.
• Strong written and verbal communication skills.
• Good research skills.
• Ability to supervise staff.

WORKING CONDITIONS

• General office environment.
• Occasionally travels to various CTA, vendor, and transit property locations.
• Subject to normal garage/shop hazards such as noise, dust, grease, moving vehicles, etc. when visiting field locations.
• Subject to weather conditions when evaluating the provision of service.
• On call 24-hours a day, 7-days a week.

EQUIPMENT, TOOLS, AND MATERIALS UTILIZED

• Standard office equipment.
• Personal computer and related software (Microsoft Word, Power Point, Excel).