Office Manager - Audit, Enterprise Risk & Compliance

Brief Description of Work:

Under the direction of the Vice President - Audit, Enterprise Risk & Compliance, the Office Manager oversees the day-to-day administrative operations of the department. The Automation and Innovation department is responsible for the development and implementation of an autonomous vehicles program for the Authority and this position is essential in helping maximize office output and the efficiency of the department.

Essential Function(s):

• Oversee and support the management of the Department's budget.
• Perform calendar management tasks for the VP.
• Manage schedules, meetings, and appointments for the team, including coordinating travel arrangements.
• Oversee the management of office supplies, communications between departments, and large-scale projects.
• Coordinate procurement activities related to contracting, services and supplies for the Department.
• Work closely with appropriate Department staff to coordinate major project activities ensuring alignment with organizational goals.
• Assist with maintaining compliance with policies and procedures, local, state and federal laws and regulations and contractual obligations.
• Maintain and organize records, files, and databases related to risk assessments, audits, and compliance documentation.
• Maintain a centralized repository of policies, procedures, and training materials for the department.
• Coordinate public record requests, subpoenas, inquiries, complaints, audits and reviews.
• Track deadlines for regulatory filings, policy updates, and internal audit schedules to ensure timely compliance.
• Review, revise and develop e-forms, Microsoft Word documents, and Excel spreadsheets. Prepare and process JTA Board presentations and memos, memoranda, policies, procedures, charts, and reports.
• Maintain accurate records of Authority and Department profiles, updating and maintaining organizational charts as needed.
• Identify opportunities to streamline administrative processes within the Risk and Compliance office
• Organize team-building activities and professional development sessions to enhance team collaboration.
• Assist in onboarding new team members, ensuring they have the necessary tools, access, and training to succeed in their roles.
• Perform other duties as assigned.

Minimum Qualifications:

• Bachelor’s degree in Business from an accredited college or university.
• Ten (10) years of experience performing administrative support work for senior management. An equivalent combination of related college level coursework and experience may substitute for the degree requirement.

Preferred Qualifications:

• Knowledge of and experience with MS Project with prior project management experience.
• Familiarity with regulatory frameworks and compliance requirements in public sector.
• Experience working with cross-functional teams and managing departmental projects.

Knowledge, Skills and Abilities:

• Knowledge of recordkeeping requirements to ensure all documents, correspondence, and files comply with current statutory requirements.
• Knowledge of legal correspondence, ability to review and revise legal documents.
• Knowledge of project management principles and techniques to manage the progress of a variety of project activities.
• Understanding of budget processes in the public sector, including grant writing and administration.
• Strong analytical and research skills.
• Exceptional business writing skills to develop and edit business communications with proper grammar and sentence structure, ensuring communications are succinct and error-free.
• Effective communication skills, both orally and in writing, with employees of all levels within an organization and with external customers and stakeholders.
• Proficient with Microsoft Office Suite, including advanced functions in Microsoft Excel, Word and PowerPoint; Microsoft Project and Teams experience a plus.
• Ability to communicate tactfully in stressful situations when dealing with individuals holding differing opinions and viewpoints.
• Ability to understand and maintain the confidentiality of sensitive and confidential information.
• Ability to make quick decisions under tight deadlines.
• Ability to prepare a variety of reports, policy statements and correspondence utilizing technical and statistical information.
• Ability to comprehend and interpret complex information and materials, such as standards, procedures, policies and regulations.
• Ability to work on multiple functions simultaneously without missing deadlines or compromising excellence.

Work Environment/Physical Demands:

The Office Manager is an in-office position requiring collaboration with colleagues and interaction with customers. Physical demands may include keyboarding/typing/using a computer mouse, repetitive motion, and sitting for prolonged periods.