Operations Support Analyst

Jobtailor; Salem (OR); On-site; USD 52,000 - 67,000; Full time

Job summary

Jobtailor seeks an administrative specialist to maintain Oregon Public Transportation Division’s system of record for fleet, equipment, and facilities. You will analyze data, prepare reports, and assist with grant administration.

Responsibilities include coordinating with transit agencies, informing recipients of requirements, and supporting managers with data, spreadsheets, and presentations. A strong focus on compliance and process improvement is essential.

Qualifications

• Supports data collection and analysis for internal and federal reports.
• Maintains and improves grant-related administrative processes.
• Prepares narrative and statistical reports with precision.

Responsibilities

• Maintain the system of record for Oregon's passenger transportation fleet and related assets.
• Evaluate policies and procedures with program coordinators.
• Notify grant recipients of requirements and reporting deadlines.
• Assist managers with reports, databases, and presentations.
• Coordinate data requests with local transit agencies and FTA managers.
• Explain federal/state grant policies in routine and non-routine situations.

Skills

Data Analysis

Grant Management

Compliance Assurance

Process Improvement

Administrative Support

Education

Associate degree in general office occupations

Tools

Spreadsheets

Tracking Systems

Presentation Software

Database Management

Job description

• Maintain the Public Transportation Division’s system of record for Oregon’s passenger transportation vehicle fleet, transit-related equipment, signs/shelters and facilities
• Evaluate and analyze current and new policies, procedures and rules with program coordinators
• Create, maintain and improve processes to notify grant recipients of requirements
• Assist managers with reports, databases, spreadsheets and presentations
• Research, compile, review and analyze information and data for internal and federal reports
• Coordinate data requests and reporting with local transit agencies
• Work with the Federal Transit Administration manager to ensure compliance for the division and recipients
• Resolve discrepancies, errors and omissions by researching, communicating and negotiating solutions with grant recipients
• Assist regional transit coordinators and grant recipients with administrative functions
• Identify, develop and recommend processes and procedures for grant recipient agreements
• Communicate daily with ODOT staff, local governments and transit providers to give and collect data
• Interpret and explain federal and state grant policies and procedures in routine and non-routine situations

Requirements

• Three (3) years of secretarial or administrative support experience including coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis; OR
• An associate degree in general office occupations AND two (2) years of qualifying secretarial or administrative support experience; OR
• An equivalent combination of education and experience
• Experience managing digital databases, auditing tracking systems and turning raw data into visual reports
• Experience preparing legal documents, processing payments and managing data with a high level of detail
• Clear and collaborative communication with internal and external partners
• Proactive problem-solving and continuous process improvement skills
• Ability to work in the US; visa sponsorship is not offered
• Final candidates subject to name-based criminal background checks and other pre-employment checks as required
• SEIU representation

Core Competencies

Demonstrates expertise in managing public transportation data, ensuring compliance with federal and state grant policies, and improving administrative processes. Proficient in data analysis, report preparation, and effective communication with diverse stakeholders.

Highest-signal resume keywords

• Data Analysis
• Grant Management
• Compliance Assurance
• Process Improvement
• Administrative Support

Hard Skills

• Data Collection
• Report Preparation
• Database Management
• Statistical Analysis
• Legal Document Preparation

Soft Skills

• Clear Communication
• Collaborative Problem-Solving
• Proactive Approach

Industry Keywords

• Public Transportation
• Federal Transit Administration
• Grant Policies
• Administrative Procedures

Tools & Technologies

• Spreadsheets
• Tracking Systems
• Presentation Software