Coordinator, Administration Support - Bus

Chicago Transit Authority; Chicago, Northern (IL, KY); Hybrid; USD 71,000 - 96,000; Full time

Job summary

The Chicago Transit Authority is seeking a Coordinator, Administration Support - Bus to coordinate clerical and administrative tasks across payroll, personnel, budget and systems maintenance.

Under general supervision you will prepare and process personnel documentation, monitor budgets, ensure policy compliance, and support contract administration and Union matters. A Bachelor’s degree and two years of experience are required, with strong office software and Oracle knowledge preferred.

Qualifications

• Bachelor's degree in Business, Public Administration, Engineering, or related field; plus two years of admin experience.
• Experience in budget, personnel, payroll or administration.

Responsibilities

• Coordinates preparation and processing of personnel documentation (manpower, pay/status, transfers, retirements).
• Ensures project deadlines and policy compliance for assigned initiatives.
• Coordinates budget preparation and monitoring for department costs and adjustments.
• Prepares and submits personnel documentation for system/section picks; maintains transaction files.
• Coordinates responses to union grievances and tracks related actions.
• Provides professional guidance on personnel administration, payroll and union contract application.
• Assists in analyzing cost trends and manpower planning; supports feasibility studies and management findings.
• Assists with Random Drug and Alcohol Testing program.
• Supports development and administration of Section programs, policies, goals, and objectives.
• Performs related duties as assigned.

Skills

Budget knowledge

Payroll processes

Grievance procedures

Interpersonal skills

Contract administration

Education

Bachelor's Degree in Business or related field

Tools

Microsoft Word

Excel

PowerPoint

Oracle database

Job description

Job Description - Coordinator, Administration Support - Bus (2600006Q)

Job Description

2600006Q

Description

SALARY

$83,437.95

POSITION SUMMARY

Under general supervision, coordinates clerical and administrative support and reporting programs in the areas of payroll, personnel, computer systems development and maintenance, budget preparation and monitoring and related activities.

QUALIFICATIONS

PRIMARY RESPONSIBILITIES

• Coordinates the preparation, and processing of personnel documentation such as manpower, requisitions, pay/status, change notices, transfers, retirements, processing and adjusting of payroll information, etc.
• Responsible for completing assigned projects to ensure compliance with policies and procedures and meeting the projects deadlines.
• Coordinates the preparation and processing of the departments’ budgets and assists in monitoring budgets for compliance, adjustments, etc.
• Coordinates the preparation, verification, and submittal of personnel documentation for all system and section picks, maintains files of all transaction.
• Coordinates the evaluation; preparation and submittal of responses to union grievances.
• Provides Bus Instruction with professional and technical expertise regarding matters concerning personnel administration, administrative procedures, payroll and union contract application.
• Assists in the analysis of trends affecting departmental costs and manpower planning and oversees the performance of feasibility studies on budgetary related issues; assists in the presentation of findings to management.
• Assists senior management in the Random Drug and Alcohol Testing Program.
• Assists the Manager in the development and administration of the Section’s programs, policies, goals and objectives.
• Performs related duties as assigned

MANAGEMENT RESPONSIBILITIES

Reporting to this position are the following jobs:

Job Title

EDUCATION/EXPERIENCE REQUIREMENTS

• Required to possess a Bachelor’s Degree in Business, Public Administration, Engineering, or a related field, plus two (2) years of administrative experience or an equivalent combination of education and experience relating to this position.
• Prior experience in fields related to budget, personnel, payroll or administration.

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

• General knowledge of budgetary, accounting and financial analysis techniques, principals, practices and procedures.
• General knowledge of payroll processes and procedures.
• General knowledge of grievance and discipline procedures.
• General knowledge of the rules, regulations, policies, and collective bargaining agreements pertinent to Rail Operations staff including applicable labor contract provisions.
• Strong conflict resolution and customer service skills.
• Intermediate interviewing and interpersonal skills.
• Basic Oracle database software skills.
• Ability to maintain detail orientation in a changing environment.
• Ability to function well under pressure and multi-task with consistent accuracy.
• Ability to prioritize in accordance to customer’s needs, authority requirements, and FTA regulations.

WORKING CONDITIONS

• General office environment
• Occasionally required to travel to other Authority locations.

EQUIPMENT, TOOLS, AND MATERIALS UTILIZED

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

Additional Details Employees and/or union members will be given priority consideration in the hiring process, per the applicable labor contracts.

Final salary will be determined in part by the qualifications of the selected candidate and may be higher or lower than target.

Applicants, if hired,must comply with CTA's residency ordinance.

CTA IS AN EQUAL OPPORTUNITY EMPLOYER

No employee or applicant for employment will be discriminated against because of race, color, creed, religion, sex, marital status, national origin, sexual orientation, ancestry, age, unfavorable military discharge, disability or any other status protected by federal, state, or local laws; except where a bona fide occupational qualification exists We are committed to providing an inclusive environment for our workforce and supporting the communities we serve. CTA will make reasonable accommodations for the known disabilities of otherwise qualified applicants for employment as well as its employees, unless undue hardship would result. If you require an accommodation in the application or hiring process, please contact [e-mail] prior to the submission of your application or upon notification of your actual test date. CTA will work with you to determine if an accommodation can be provided.

During the hiring process, CTA's Human Resources department will contact candidates with next steps . Failure to respond to these correspondences in a timely fashion may result in your application being closed out for non-responsiveness.