Office Administrator

Basic Function

Provides a variety of administrative duties for management, staff and employees. Assists with the daily workflow and projects including but not limited to preparing correspondence, reports, and budget support. Discretionary handling of confidential information is an important aspect of this job. Performs duties in a safe, efficient manner and in compliance with all applicable rules and safety procedures.

Responsibilities And Specific Duties

• Responsible for a variety of administrative duties including, but not limited to; initiating and typing correspondence, memos, letters and reports, making copies, maintains office/parts supply inventory, maintains office and employee files, opens and distributes mail, receives and directs visitors.Screens and manages telephone calls and visitors, research and responds to Public Comments, and resolves inquiries.
• Schedules and maintains appointments, meetings and travel itineraries, coordinates related arrangements and prepares travel and administrative accounts reports. Ensures accuracy and proper documentation of expense reports.
• Coordinates/works with various METRO departments; HR, Finance, Legal, Safety, Procurement and the Union Office.
• Labor Relations; job bid/award process, DAR’s and grievance process.
• Human Resource divisions resolving employee changes/issues including but not limited to; HRIS for ECF processing, pay rates, classification changes, work schedules, Talent Management with postings, scheduling interviews, processing of hiring documents, Benefits with sick leave applications (Leave of Absences), etc.
• Payroll resolving time and/or pay issues, request for checks; vacation, uniform, CDL reimbursements, etc.
• Risk Management with claims and the Drug and Alcohol division regarding DOT physicals.
• Assists with budget activities and ensures proper expenditures are posted and/or submits budget correction(s). Prepares documents for account expenditures and determines expense allocations.
• Conducts research, compiles data, generates and/or prepares various standard and ad-hoc reports, including Board reports, maintenance reports, sick leave reports, etc. May prepare reports with PowerPoint presentations.
• Assists employee(s) in the use of METRO Works (i.e., completion of timesheets, updating personal information such as emergency contact information, update W-4 information, etc.). Assists non-union employees on the process of completing performance appraisals in SharePoint.
  
  

Education Requirement

High school diploma, GED or equivalent.

Years & Experience Required

Minimum three (3) years administrative or secretarial support experience. Experience in a union environment preferred.

Knowledge & Skills Required

Knowledge of Labor Agreement and Labor Relations preferred. Proficient in the use of PC and related applications/software; Microsoft Office; Word, Excel, Access and Outlook. Good organizational skills. Excellent verbal and written communications skills. Accurate Microsoft Office skills and typing skills: typing 50-55 wpm preferred. MS Office testing required. Additional designations such as Certified Professional Secretary (CPS), Certified Administrative Professional (CAP) designation and/or MS Office User (MOUS) preferred.

Additional Information

The Metropolitan Transit Authority of Harris County, Texas has a zero tolerance drug and alcohol policy for all employees. All internal and external applicants will be required to undergo drug testing before employment and will be subject to further drug and/or alcohol testing throughout their employment.

Further, employees who perform safety-sensitive functions will submit to drug and/or alcohol testing in accordance to the Department of Transportation (DOT) and the Federal Transit Administration (FTA) regulatory requirements.

We provide equal opportunity to all qualified individuals regardless of race, color, religion, age, sex, national origin, veteran status, genetic information or disability.

Grade 6