SMART is hiring an Administrative Services Specialist in our Passenger Operations division! 

Under general direction, performs a wide variety of specialized and technical administrative support duties designed to expedite the day-to-day administrative functions of the Operations Department; prepares and manages a diverse range of documents, contracts, and reports; monitors and tracks contracts, budgets and purchasing activities; interacts frequently with other departments, management, and the public; and performs related duties as assigned. 

CLASS CHARACTERISTICS

This is a fully qualified journey-level classification responsible for independently performing complex, specialized administrative duties in support of the District’s Operations Department. Responsibilities include performing specialized, confidential, and technical office support duties to ensure efficient service delivery including performing various research and budgetary support functions.  Positions at this level exercise judgment and initiative in their assigned tasks, receive only occasional instruction or assistance as new or unusual situations arise, and are fully aware of the operating procedures and policies of the work unit.

EXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only)

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the typical functions of the job.

·         Performs a variety of account tracking duties, including tracking vendor and invoice information, assisting with bid requests, price quotes, purchase and expenditure requests, and purchase orders. 

·         Prepares, processes, and monitors reports, forms, contracts and agreements, including office service agreements, reimbursement requests, and expense reports. 

·         Coordinates maintenance activities for the District’s non-revenue fleet; schedules regular maintenance and responds to urgent maintenance issues.

·         Coordinates office and/or departmental operations; collects and compiles material for review and analysis; provides recommendations for changes in programs, policies, or procedures to improve efficiency and cost effectiveness of operations. 

·         Monitors contracts and budget expenditures; initiates department purchases for office supplies and other items as assigned; reviews invoices for accuracy and initiates approval process in finance ERP system.

·         Schedules, coordinates, and maintains calendar appointments; schedules meetings between Operations management staff and other groups or organizations; arranges for necessary set-up and materials to be available at meetings; takes notes as requested. 

·         May greet visitors and callers, routes and/or resolve information requests; provides specialized and technical clerical, administrative, and data entry support. 

·         Coordinates and oversees the storage, recycling and disposal of surplus materials and equipment for SMART’s Operations department. 

·         Operations liaison with human resources regarding current and new hire department personnel, including greeting interviewing job applicants, maintaining schedules and records as needed. 

·         Collaborates with contracted vendors to order uniforms for all operations employees; maintains inventory of employee uniforms.

·         Submits departmental work order requests to Information Systems Department and Facilities Maintenance for needed support, maintenance, and/or repairs. 

·         Designs, maintains, and implements department file, tracking and record-keeping systems. 

·         Assists management with special assignments or tasks as needed, including but not limited to emergency and incident response. 

·         Observes and complies with all District and mandated safety rules, regulations, and protocols. 

·         Uses specialized software to create reports, drawings, maps, forms, etc. for assigned department, including Microsoft Word, Excel and PowerPoint. 

Performs related duties as assigned.