What are the responsibilities and job description for the Transit Clerk position at NCTD?
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.
Examples of Duties
Essential Functions
Duties may include, but are not limited to, the following:
- 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 Metro are carried out.
- Other duties as assigned.
Qualifications
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 JDEdwards plus.
Supplemental Information
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 25pounds 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.
Application Information: All applicants must complete and submit an online application at www.gonctd.com/careers. A job offer is contingent upon the successful completion of a pre-employment drug screen and background check. Salary based upon experience, not to exceed midpoint of stated range. NCTD is an Equal Opportunity Employer.
Retirement: NCTD participates in the CalPERS retirement program with a benefit formula of 1.5% @ 65 for PEPRA new members. Benefits are calculated based on your age at retirement, the number of years of service credit with CalPERS and the average of your monthly compensation over the past 36 months (36 months average highest hourly pay rate).
457(b) Deferred Compensation Plan: NCTD offers a Voluntary Deferred Compensation Savings Plan through VOYA Financial Services. Employees are eligible to enroll any time after the date of hire. The plan allows you to contribute pre-tax and/or post-tax dollars into selected funds of your choice. The plan also allows you to:
- Contribute up to amount specified annually by the IRS
- Catch-up plan for those 50 of up to amount specified annually by the IRS
- Is portable, can be rolled over into another qualified retirement plan
- Employer match into a 401(a) account (50% up to 8% of employee compensation; Max NCTD contribution of 4%)
Medical Insurance: NCTD offers a rich variety of HMO and PPO plans to choose from and contributes towards your monthly medical premiums, if the coverage you select costs more than the amount NCTD contributes, then payroll deductions will be withheld on a pre-tax basis.
Dental Insurance: NCTD offers two different dental plans for employees and their eligible dependents (HMO and PPO) from a reliable dental insurance provider. Human Resources can provide information regarding annual insurance provider and available plans. Both plans are part of NCTD’s cafeteria plan (pre-tax payroll deductions for monthly premiums).
Vision Insurance: NCTD offers vision services for employees and their eligible dependents through a reliable vision insurance provider. Human Resources can provide information regarding annual insurance provider and available plan. The plan is part of NCTD’s cafeteria plan (pre-tax payroll deductions for monthly premiums).
The benefits include:
- $10.00 co-pay for Annual Exam
- No charge for standard lenses every 12 months
- $125 retail allowance for frames every 2 years; OR $125 toward the contact lens.
Life Insurance: NCTD cares for its employees, and thus provides at no cost to the employee group life insurance in the amount of $50,000 (coverage includes Accidental Death and Dismemberment and Accelerated Death benefits). Additional life insurance is available for you and your eligible dependents at your expense. * Tax reporting is required for any amounts over $50,000, per IRS guidelines. Supplemental life insurance coverage premiums are deducted on a post-tax basis.
Long Term Disability Insurance: NCTD offers voluntary Long-Term Disability (LTD) insurance. You may elect units of $100 up to 60% of your hourly wage to a maximum of $6,000/month. Deductions are post-tax, coverage 24/7, limitations or exclusions, and benefits are payable to age 65 or for two years (whichever is longer).
Flexible Spending Account Plan: NCTD offers two core FSA plans and two Commuter plans. Health Care and Dependent Care plans are “Use It OR Lose It” calendar year plans (Jan. 1st – Dec. 31st). The Commuter Transit and Parking plans do not have a “use it or lose it” policy. Plans are as follows:
- Health Care Spending Account:
- May contribute up to amount specified annually by the IRS
- Dependent Care Spending Account:
- May contribute up to amount specified annually by the IRS (including limitations if married)
- Commuter Transit Accounts:
- May contribute up to amount specified annually by the IRS
Disability Insurance: Employees contribute to California State Disability Insurance (SDI). The current contribution rate is 1.1% of earnings and is totally paid by the employee. After the 7-day waiting period, SDI pays a percentage of employee’s salary up to a maximum of $1,540.00per week, for up to 52 weeks. SDI may be coordinated with Paid Time Off (PTO).
Accident Insurance: NCTD offers voluntary accident insurance. You may elect coverage for you and your dependents for a flat monthly rate. Deductions are post-tax.
Critical Illness Insurance: NTD offers voluntary Critical Illness insurance. You may elect coverage up to $10,000 in increments of $2,500, for you and between $2,500 - $5,000 for your dependents, not to exceed 50% of coverage amount. Deductions are post-tax.
Administrative Holidays: NCTD recognizes 10 paid holidays per year: New Year’s Day, Martin Luther King Day, President’s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Veterans’ Day, Thanksgiving Day, and Christmas Day.
PTO (Paid Time Off): All NCTD Regular, Probationary, and Limited-Term employees shall receive Paid Time Off (PTO). PTO shall be taken at reasonable times approved by the employee’s supervisor.
PTO shall be earned equally in each pay period during the year in accordance with the following schedule, based on the number of years of NCTD service completed:
- 0 through 3.99 years of service completed: 120 hours per year (15 days)
- 4.00 through 9.99 years of service completed: 176 hours per year (22 days)
- 10 and more years of service completed: 216 hours per year (27 days)
Transportation Passes: All NCTD employees receive an identification “PRONTO Card” which can be used to ride the following NCTD/MTS transit services (BREEZE, FLEX, SPRINTER, COASTER, MTS Bus, Trolley) at no charge. Eligible family members also receive a pass for NCTD public transportation at no charge (paratransit excluded).
Bereavement Leave: NCTD offers paid bereavement leave.
Employee Assistance Plan: The EAP offers assistance in areas such as:
- Emotional Support
- Work/Life Balance
- Family Care
Family Status Change: This allows you to add/drop dependents from current benefit plan elections per IRS “Qualifying Events.” If a “Qualifying Event” occurs, you MUST contact HR within 30 days of event, (Qualifying Event must relate to the benefit change you are requesting).
Please contact Human Resources should you have any questions regarding NCTD Benefits.
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