Office Manager - Safety

Under the supervision of the Vice President - System Safety & Chief Safety Officer, the Office Manager provides high-level and confidential executive support to the VP. The position draws upon an extensive knowledge of the Authority and its functions to organize and coordinate the daily administrative operations to maximize office output and efficiency and to support organizational compliance and risk management.

Oversee and support the management of the Department's budget.

Perform calendar management tasks for the VP.

Assist in developing, and manage an agency-wide safety calendar (forward planning of recurring items such as fire drills and active shooter training for example)

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, including monitoring and tracking the progress of various active Department projects.

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, safety & security compliance and other potentially sensitive documentation.

Maintain a centralized repository of policies, procedures, events, and training materials for the department.

Capital/Operational budget tracking & management, including Oracle invoices, POs and such; and Contracts/MOUs

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, meeting minutes, memoranda, policies, procedures, charts, and reports.

Performs mandatory storm/disaster job related functions that are essential to the Continuity of Operations Plan (COOP) and/or the Emergency Operations Center.

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.

Provide executive admin support such as calendar management, preparing memos/documents, and creating agendas/taking meeting minutes. Provide department-wide admin support such as task management, event planning, travel, tracking department training, and asset inventory

Assist with Department activities & objectives (take someone to a drug test if needed, assist with new employee parking decals, participate in basic safety inspections, research/data collection, manage promotional materials for distribution, etc.). Become familiar with all functional areas of the department, to perform basic job-redundancy and assistance tasks.

Perform other duties as assigned.

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.

Knowledge of and experience with safety, security and/or emergency preparedness and management functions.

Familiarity with regulatory frameworks and compliance requirements in public sector.

Experience working with cross-functional teams and managing departmental projects.

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.

Ability to develop and implement innovative, out-of-the-box solutions to complex problems.

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.

This position description in no way states or implies that these are the only duties to be performed. Employees are responsible for completing all mandatory training classes. Employees must also review and comply with all JTA/JTM policies, procedures, and directives. This document does not create an employment contract, implied or otherwise, other than an “at will” employment relationship. All employment offers are contingent upon pre-employment drug testing.

Positions marked as “Safety Sensitive” will be subject to random testing for drug and alcohol used and if any testing is positive, the application for employment will be rejected, or if hired, employment may be terminated. Positions marked as “COOP Essential” may be required to work whenever the Continuity of Operations Plan is activated.