Transit Operations Clerk

NCTD; Oceanside (CA); On-site; USD 42,000 - 65,000; Full time

Job summary

North County Transit District is seeking a Transportation Clerk (Bus Operations) to perform essential clerical and administrative duties under moderate supervision. The role supports scheduling, data entry, reporting, and compliance within the Bus Operations Division.

Responsibilities include maintaining logs, managing documents, tracking hours, payroll verification, and assisting drivers to help ensure safe, timely service. A high school diploma and one year of clerical experience are preferred.

Qualifications

• A friendly, professional demeanor with strong customer-service orientation.
• Ability to build and maintain professional relationships with staff and drivers.
• Excellent written and verbal communication and proofreading skills.
• Proficiency with Microsoft Office and document management tools.

Responsibilities

• Performs standard clerical work and administrative duties.
• Receives and distributes interoffice mail and maintains filing systems.
• Prints system reports and tracks attendance; reports violations as needed.
• Verifies hours/pay in payroll with established work rules.
• Maintains hours of service logs and confidentiality of documents.
• Assists with driver/workflow support and reporting on incidents.

Skills

Customer service

Relationship building

Written communication

Oral communication

Diplomacy

Time management

MS Office

Document management systems

JD Edwards

ERP systems

Education

High School diploma or equivalent

Tools

JD Edwards

Microsoft Office

Document management systems

ERP systems

Job description

The primary responsibilities of the Transportation Clerk (Bus Operations) are to, under moderate supervision, perform standard clerical and administrative duties for a transportation division to help ensure that the division runs smoothly and to help North County Transit District (NCTD) provide safe, efficient, and timely service to the public.

Distinguishing Characteristics

A Transportation Clerk at NCTD plays a crucial role in supporting the operational and administrative functions of the transportation system. The position involves performing various clerical tasks such as filing, document processing, data entry, and maintaining updated transportation schedules. The clerk assists with scheduling and coordinating transportation services, ensuring smooth daily operations. Additionally, the role involves tracking and entering data related to vehicle operations, maintenance, on time performance, hours of service logs, customer complaints, and passenger statistics, as well as generating reports on transportation performance. The clerk helps manage inventory, including Rider Guides, division supplies, and ensures compliance with local, state, and federal transportation regulations. Familiarity with NCTD’s transit services, including bus operations, is essential. The role requires effective problem-solving skills to address service disruptions, report incidents, and coordinate with drivers, maintenance crews, and other departments to resolve issues efficiently. Overall, the Transportation Clerk plays a vital role in ensuring the smooth and compliant operation of NCTD’s transportation services.

Supervision Received and Exercised

This position reports to the Bus Operations Manager and will provide administrative support to other members of the Bus Operations Division at the direction of the Bus Operations Manager. This position has no supervisory responsibility. Further, this position is expected to participate in the sharing of expert knowledge and as a vital member of various project teams that may be instituted.

Working Conditions

Normal working conditions for this position are in an office, operations facility, and field setting. Business travel may be required periodically between District sites, governmental agencies, consultant’s facilities, and other locations as required. The ability to work additional hours outside a normal work schedule is essential to fulfill the expectations of the role.

Essential Functions

• Performs standard clerical work and administrative duties as required.

• Receives and distributes interoffice mail.

• Develops and maintains filing systems, records, and logs.

• Files documents pertaining to customer relations in the appropriate location.

• Prints out system reports.

• Tracks division attendance and points and refers attendance violations to management as needed.

• Reviews and performs quality assurance and quality control of bus operations personnel payroll including verification of accurate hours and pay in accordance with established work rules.

• Tracks division customer complaints and assist in processing of complaints.

• Maintains hours of service log tracking, accuracy, and filing for potential violations.

• Maintains confidentiality of documents received and processed.

• Operates personal computer or computer terminal to perform data entry related work.

• Disassembles closed accident/incident packets.

• Posts and maintains information on bulletin boards in the division as required.

• Assists with tracking division compliance for license renewal, including driver license, DOT medical card, Verification of Transit Training (VTT) Certificate, etc.

• Assists Bus Operators with computer log-in to non-VTT training and other computer-related tasks.

• Assists with notifying operators with identified issues/violations to contact the Instruction Department and/or Division Management.

• Makes copies of any required video and/or audio recordings.

• Maintains, supports, and promotes a safe work environment while complying with all of NCTD's safety rules, policies, and procedures.

• Contributes to ensuring that the Equal Employment Opportunity (EEO) policies and programs of NCTD are carried out.

• Other duties as assigned.

Experience/Education

A combination of education and/or experience that provides the required knowledge, skills, and abilities to perform the essential functions of the position. Additional experience, as outlined below, may be substituted for required education on a year-for-year basis. A typical combination includes:

Education

High School diploma or equivalent is preferred.

Experience

One year of relevant experience performing clerical and administrative duties.

Certificates/Licenses

Possession of and the ability to maintain a California driver’s license, Class C, with less than 6 points in the prior 36-month period and no DUIs in the prior 7 years.

General Requirements

• Exhibits a friendly, professional, and customer-service oriented demeanor continuously.
• Exceptional relationship-building skills to deal competently with individuals at all levels of responsibility and authority.
• Ability to manage highly confidential and challenging situations with diplomacy and tact.
• Ability to work under pressure, multi-task, and organize workflow to deliver high-quality products within established deadlines.
• Strong written and oral communication skills, including knowledge of the structure and content of the English language such as the meaning and spelling of words, rules of composition and grammar. Superior writing and proof-reading skills.
• Intermediate to advanced proficiency in computer software programs, particularly the Microsoft Office Suite. Experience with Document Management Systems and Enterprise Resource Planning (ERP) systems, such as JD Edwards plus.

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Ability to use the phone and computer for extended periods, manual dexterity to complete clerical functions, work with office equipment, and periodic lifting of equipment up to 25 pounds is required. Ability to hear, see and to communicate verbally to exchange information. Ability to physically travel between District locations and other destinations, work in evenings when required, work in hazardous conditions, and negotiate a variety of different and irregular terrain as is typical in the field.

Machines / Tools / Equipment

• Ability to operate a personal computer and Microsoft Office Suite programs.

• Ability to operate standard office equipment, including a fax and scanner machine, copy machine, and telephone.

A job offer is contingent upon the successful completion of a pre-employment drug screen and background check. NCTD is an Equal Opportunity Employer. NCTD will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check, if NCTD is concerned about conviction that is directly related to the job, you will be given the chance to explain the circumstances surrounding the conviction, provide mitigating evidence, or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting the Civil Right’s Department Fair Chance Act webpage.