Senior Manager, Administration - Vehicle Maintenance

SALARY

$136,091.96

POSITION SUMMARY

Manages the administrative processes, personnel, and budgetary functions for the Vehicle Maintenance department. Provides assistance in management direction regarding departmental mission, goals and objectives. Develops and oversees execution of key administrative functions and processes at the garage, terminal, and/or shop locations for all departmental personnel to ensure compliance with Authority and Federal and State rules and regulations.

PRIMARY RESPONSIBILITIES

• Develops and administers overall departmental programs, policies, efficiencies, goals, and objectives.

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

o Working with field personnel identifies performance deviations and determines appropriate courses of action to correct problem areas, up to and including recommendation for discharge.

o Assesses and coordinates manpower needs of department maintenance and administrative employees. Evaluates and processes applications for positions to ensure compliance with Authority rules and regulations.

• Manages department administrative functions.

o Supervises and coordinates research, analysis, development and preparation of the operating fiscal year budgets for assigned areas within the Department. Retrieves monthly, quarterly and yearly updates and maintains administrative database information.

o Oversees the documentation, preparation and processing of documents affecting department personnel, e.g. requisitions, change notices, certification, transfer cards, grievance responses, complaints, commendations, and other disciplinary documents.

o Coordinates the performance and auditing of Authority assets in the maintenance and administration sections, e.g. personnel computer equipment, other office equipment, and office supplies.

• Supervises administration functions including managers, coordinators, clerks and analysts. Supervises preparation of Administrative payroll and picks.
• Assigns work to employees and reviews completed work for conformance to stipulated programs, policies and procedures. Supervises the assignment of field personnel to specific activities or locations and supervises personnel in ensuring completion of daily duties.
• Liaises with various internal and external departments and acts as department representative. Develops and fosters relationships with other transit jurisdictions and various governmental agencies which will be beneficial to the department.
• Participates in the interviewing and selection process. Recommends new hires and changes in personnel status such as promotions, transfers, discharges, salary adjustments, etc. to the General Manager. Hires, trains, develops monitors and evaluates performance of 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

• Manager, Administration - Bus & Rail Maintenance
• Various administration and support staff

CHALLENGES

• Providing an environment that fosters working conditions conducive to the provision of on time, clean, safe, and friendly service while leading staff in timely responses that meet Federal mandates as well as the needs of internal and external customers.
• Filling vacated jobs due to sudden manpower deficits caused by random breath and urine testing and unexpected FMLA requests while functioning within the allowed operating budget.
• Recruitment of staff for high-turnover positions.
• 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.

EDUCATION/EXPERIENCE REQUIREMENTS

• Bachelor's degree in Business Administration, Management, or a related field, plus five (5) years of experience managing administrative processes, of which one (1) year is in a supervisory or management role, or an equivalent combination of education and experience.

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 budget management practices and procedures.
• Detailed knowledge of payroll processes and procedures.
• Detailed knowledge of grievance and discipline procedures.
• Working knowledge of Oracle Applications.
• Working knowledge of Trapeze software.
• Working knowledge of the impact and execution of collective bargaining agreements.
• Strong analytical skills.
• Strong verbal and written communication skills.
• Good computer skills.
• Good research skills.
• Ability to work with multiple departments in resolving grievance issues.

WORKING CONDITIONS

• General office environment.
• Occasionally travels to CTA field locations.

EQUIPMENT, TOOLS, AND MATERIALS UTILIZED

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