Administrative Analyst / Human Resources Division at North County Transit District, CA

About the Department

Under general direction from the Bus Operations Chief Operating Officer (COO), the Administrative Analyst performs a variety of complex administrative support tasks in support of the Bus Operations.

Distinguishing Characteristics 

This position is distinguished as an intermediate-level position that exercises judgment within guidelines and to independently provide management with the expertise necessary to identify, evaluate, and resolve administrative problems.   Additionally, this position requires direct interaction with members of all departments at the District. They must have excellent interpersonal skills, with an emphasis on strong written and oral communication skills, to achieve successful results working closely with internal and external customers.

Supervision Received and Exercised 

This person reports to the COO-Bus Operations and receives information from professional staff within their Division/Department.  They exercise no direct supervisory authority but are required to collaborate with all District personnel. 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 both an office and field setting. Business travel may be required periodically between District sites, consultants’ facilities, and other locations as required. 

Position Duties

Essential Functions:

Duties include, but are not limited to, the following: 

• Performs a wide range of technical, analytical, and general administrative duties.
• Coordinates, implements, and monitors assigned tasks and projects within assigned area of responsibility; performs research and analysis of new programs, services, policies, and procedures; prepares and presents reports.
• Identifies and communicates opportunities for process and quality improvements, providing feedback on suggested enhancements. 
• Collaborates with all NCTD divisions, including but not limited to training, human resources, and departmental staff as appropriate regarding operational needs and opportunities for the expansion of Bus Operations within the organization. 
• Prepare memos, letters, reports, presentations, and other documents, including confidential correspondence. Serve as highly accomplished resource by proofreading documents for proper grammar, punctuation, spelling, formatting, re-formatting, and recommending related improvements to written communications. 
• Conducts research and prepares reports requiring compilation and analysis of data
• Develops program management, data tracking, and other software applications on personal computers
• Monitors projects and programs
• Confers with internal and external stakeholders regarding various matters as assigned
• Performs and formulates financial, administrative, policy, and organizational analyses and recommendations
• Monitors assigned departmental operating and capital budgets
• Advises management and staff regarding performance and funding matters
• Develops and implements records maintenance and analysis systems
• Researches and recommends appropriate action regarding performance and budget variances
• Conducts forecasting analyses and studies
• Prepares recommendations for proposed expenditures of capital funds
• Serves as point of escalation for support issues, which may include interaction and/or coordination with NCTD staff, contractors, and other vendor support services. 
• Coordinates department responses to audits, respond to California Public Records Act (CPRA) requests ensuring completeness and adherence to regulations, follow-up with staff for collection of responsive records and response to requestor within time allowed by the CPRA.
• and other requests as needed under direction of the COO Bus Operations.
• Gathers, organizes, and analyzes information, arrive at sound conclusions, and synthesize concepts.
• Prepares and maintains accurate records, files, and databases for electronic and manual file systems according to compliance requirements. 
• Acts as a department resource including but not limited to PowerPoint presentations, Excel spreadsheets and charts/graphs, JDEdwards, and various computer program applications.
• Performs other related duties as assigned.

Minimum Qualifications

Education/Experience 

• Bachelor’s Degree in organization development, business administration, management, public administration, information technology or a related field. 
• Minimum of three (3) years directly relevant experience, preferably in the public sector, transportation, engineering, and construction industry.  
• Experience as a Learning Management System Administrator or super-user highly desired.

A combination of experience/skills and education to fulfill the requisite knowledge, skills and abilities for this position may be considered.
 

Licenses/Certifications

• Possession of and the ability to maintain a California driver’s license, Class C, with less than 6 points in the preceding 36 month period, and no DUIs in the prior 7 years.
• Maintain compliance with the District’s policy regarding Conflict of Interest and Ethics.
• Must be able to obtain and maintain annual access to the Marine Corps Camp Pendleton Base.

General Requirements

• Strong knowledge of technical skills including troubleshooting, and understanding of directory, file structures, and systems
• Ability to work effectively under pressure, multi-task, and organize workflow to deliver high-quality products within established deadlines.  
• Ability to review documents for grammar, spelling, and style and ensure that written material is clear, consistent, complete, grammatically correct, and accessible.
• Ability to troubleshoot and resolve technical issues. 
• Exceptional relationship-building skills to deal effectively with individuals at all levels of responsibility and authority, and a variety of constituent groups including management, agencies and vendors.
• Exceptional written and oral communication skills.  
• Demonstrated proficiency with report writing and presentation development.
• Demonstrated above-average proficiency in computer software programs, particularly the Microsoft Office Suite.
• Familiarity with electronic record keeping systems and/or databases.  

Other Qualifications

Physical Requirements  

The physical demands described 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. 

The employee must possess the ability to use the phone and computer for extended periods, manual dexterity to complete clerical functions and work with office equipment and lift equipment up to 25 pounds.  The employee must be able to hear, see, and communicate verbally to exchange information.  The employee must be able 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 along a railway right of way.  The employee may be subject to fumes, odors, dusts, gases, chemicals.   The employee must be able to walk, climb, balance, bend, carry, push, reach, sit, and stand.

Machines / Tools / Equipment

• Ability to operate a personal computer and Microsoft Office Suite programs.
• Ability to operate standard office equipment, including a copy machine, and telephone.