Regulatory Assistant

Maintaining efficiency and economy in operations management requires flexibility in job assignments. While each employee shall have a primary responsibility for the job in which that employee has been hired or later promoted to, each employee may be expected to perform other jobs from time to time.

SUMMARY:

The For-Hire Vehicle Administration (FHVA) is a San Diego Metropolitan Transit System (MTS) Department that administers and enforces rules governing for-hire vehicles (e.g. taxicabs, jitneys, charter, low speed, sightseeing and non-emergency medical vehicles) for multiple cities in San Diego County. The FHVA goals as a department are to ensure public safety and consumer protections, and to provide excellent customer service to the permit holders it regulates and the general public.

Under the direction of the FHVA Manager, the Regulatory Assistant is responsible for a broad range of administrative duties and will assist with processing for-hire vehicle permit applications. Administrative duties may include but are not limited to: clerking and arranging committee meetings, data entry, maintaining electronic files and contact lists, and assisting staff with projects as assigned. Processing for-hire vehicle permit applications may include but is not limited to: communicating with permit holders on FHVA regulations and the permit application process, monitoring vehicle insurance policies, collecting fees and other necessary documents.   

EXAMPLES OF DUTIES:

Essential Functions

• Plans, initiates, and completes a variety of complex administrative duties and special projects for MTS management and FHVA staff to ensure timely project completion.
• Performs data entry and updates to FHVA databases and/or online permit processing software.
• Compiles data (e.g. number of permits and permit types) in order to prepare reports regarding FHVA activity.
• Reviews documents for accuracy and completeness.
• Maintains electronic files (e.g. scanning documents, developing organizational methods for electronic files for ease of access and use by FHVA staff).
• Maintains permit holder email, phone, and text contact lists within FHVA databases and/or online permitting software.
• Monitors office supply inventory and appropriately orders new supplies when necessary.
• Monitors physical mail and ensures any permit holder documentation left in drop box is forwarded to the appropriate staff.
• Clerks quarterly Taxicab Advisory Committee and related subcommittee meetings, which includes: scheduling meetings, preparing meeting materials for internal review, posting and distributing meeting materials to committee/subcommittee members and interested parties, overseeing that the meeting is running in accordance with meeting procedures (e.g. overseeing Zoom meeting for virtual attendees, public announcement relating to public commenters, roll call, voting on agenda items), and transcription of minutes for all related Taxicab Advisory Committee meetings and subcommittee meetings. Committees may include public officials and other industry stakeholder members.
• Communicates, whether verbally or written, with MTS staff, permit holders, members of the public, public officials in a courteous, professional, and prompt manner.
• Assists in the processing of new permit applications, which includes but is not limited to: ensuring a permit application has provided complete information, reviewing permit application so that it is processed in accordance with procedures, monitoring whether insurance policies meet requirements and or not expired; when insurance policies are found to not meet requirements or are expired, then communicates with permit holder or insurance broker(s) for corrections.
• Assists with the collection of various required documents and annual regulatory fees.
• Compiles documents and redacts non-public information, as appropriate, in response to Public Record Act requests.
• Opens, tracks and enters data for service complaints in customer relationship management (CRM) and refers them to the Regulatory Supervisor for appropriate follow-up.
• Assists the FHVA Manager as needed.

Duties may include, but are not limited to, the following:

• Clerks other MTS general committees for cross-training and other purposes. Committees may include public officials and other industry stakeholder members.
• Performs other duties as assigned.

QUALIFICATIONS:

Knowledge, Skills, and Abilities

Knowledge of, or ability to learn, MTS policies and regulations; ability to read, understand, and apply MTS policies and regulations; ability to write letters, memoranda and reports using clear, concise and grammatically correct English; ability to speak clearly, distinctly, and effectively in person-to-person or

small group situations using tact and diplomacy; ability to coordinate and initiate actions necessary to implement decisions and delegate responsibilities to appropriate personnel; ability to establish and maintain priorities in order to complete assignments by deadlines without detailed instructions; skill in verifying the accuracy and completeness of forms and reports; knowledge of the Microsoft Application Suite (Word, Excel, Outlook, Powerpoint, Teams) and Adobe Acrobat, and the ability to learn and use other software that MTS might have or acquire; knowledge of standard office administrative and secretarial practices and procedures; knowledge of USPS rules and pricing.

Physical Requirements

The successful candidate must be able to fulfill the physical demands of the job such as walking, stooping, sitting, bending, reaching for overhead files and occasional lifting (must be able to lift up to 15 pounds). Must be able to operate a motor vehicle and perform tasks involving manual dexterity, such as use of a computer and 10-key. Work will at times require more than 8 hours per day or an irregular work week to perform the essential duties of the position. Duties will be performed primarily in an office type environment and may require travel to external locations and agencies.

Experience/Education/Certificates/Licenses

High school graduate with at least five years of administrative assistant experience. Must be able to take and transcribe dictation at 70 WPM and able to type 65 WPM (corrected). Must possess and maintain a valid California Driver License or be able to utilize alternative transportation when needed to perform job-related essential functions.

GENERAL:

Must satisfactorily pass all applicable post-offer examinations, including but not limited to a pre-employment physical conducted by an independent medical provider, a comprehensive criminal background check, and, when applicable, a pre-employment drug test as required by MTS Board Policy 35.

SALARY GRADE:

Salary offers are based on factors such as knowledge, skills, abilities, and relevant experience, while taking into account internal equity, budget constraints, and other market factors. This position is salary grade #7, which has a minimum of $63,291 and a maximum of $89,873. Salary grades are typically adjusted annually to ensure they remain market competitive.

DISCLAIMER: The above described job elements are intended to indicate the general nature and levels of work being performed by employees assigned to the job. They are not intended to be an exhaustive list of duties, responsibilities and skills required of employees so classified. Management retains the discretion to add to or change the duties of the position at any time.