Manager, Administration - Rail

Salary: $117,945.85

About the Role

Supervises and coordinates administrative activities and programs in support of maintenance, transportation, and customer assistance functions within assigned locations and terminals. Plans, directs, and monitors key administrative functions for all personnel to ensure compliance with Authority and federal and state rules and regulations.

Responsibilities

• Manages department manpower functions. Plans and supervises manpower requirements based on reviewing picks and scheduling needs.
• Identifies and recommends training for various qualifications by reviewing reports that provide manpower and budgetary information (e.g., Manpower Productivity Report, Distribution Report, Overtime Report, Department Payroll, and Non-Scheduled Work Reports).
• Manages terminal-level employee attendance control and filling of all scheduled and non-scheduled absences.
• Reviews terminal budgetary expenditures and reports for manpower and supply/equipment needs.
• Supervises and coordinates research, analysis, development, and preparation of the operating fiscal year budgets for assigned areas within the Department.
• Retrieves, updates, and maintains administrative database information.
• Assists executive management in the development and administration of department programs, policies, goals, and objectives.
• Evaluates and monitors the performance of staff personnel for compliance with Authority programs and policies, and attainment of goals and objectives.
• Conducts investigations and interviews for corrective action and prepares and responds to grievances and recommendations for discharge reports.
• Maintains records pertaining to CTA’s drug/alcohol policy as it relates to terminal personnel and coordinates the notification of personnel selected for random testing.
• Oversees the maintenance and review of various departmental reports, such as complaint logs, fire drills, motor recertification, and quarterly reports from managers on mentoring, morale, innovation, succession, and facility condition.
• Monitors, supervises, and maintains various administrative reports such as Manpower Productivity Distribution, Non-Scheduled Work, Clerk Schedule, and Attendance.
• Represents the terminal to internal CTA departments for various company-wide programs such as employee recognition and mentoring.
• Maintains control of facility security and evacuations. Has oversight control of facility quality and condition.
• Plans, reviews, and supervises clerks, administrative managers, and employees in consultation with the local union to administer various picks.
• Maintains inventory of department supplies and equipment.
• Hires, trains, develops, monitors, and evaluates performance of staff. Reviews and recommends personnel actions for approval.
• Performs related duties as assigned.

Management Responsibilities

Reporting to this position may include the following roles:

• Towermen
• Switchmen
• Rapid Transit Operators
• Customer Service Representatives
• Customer Service Assistants
• Flagmen
• Information Specialists
• Transitional Return to Work (TRTW) Employees
• Universal Rail Supervisors
• Rail Terminal and Universal Rail Clerks
• Project Specialist II, Rail Operations

Challenges

• Balancing the requirements of scheduled and extra service with available budget and manpower to achieve customer satisfaction within financial constraints.
• Maintaining amicable working relations between all management levels and various departments.
• Keeping abreast of various departments’ policies and procedures.
• Being thoroughly versed in the various contracts representing the department’s unionized employees.

Requirements

• Bachelor’s degree in Business Administration, Computer Science, or a related field, plus four (4) years of experience managing administrative processes, or an equivalent combination of education and experience.
• Required to complete and maintain CTA Rail Safety Training certification.
• Exempt (Non-Union) employees must live within the boundaries of the CTA Statutory Service Area either at the time of employment or within 6 months of beginning employment at CTA.

Physical Requirements

• Requires remaining in a stationary position for extended periods of time and constantly operating a computer and other office productivity machinery.
• Required to work in the presence of 600 volt DC electrical current and around moving trains.
• May be required to work outdoors for extended periods of time during emergencies.

Working Conditions

• General office environment.
• Works various hours and days at various terminal office conditions.
• Occasionally required to work outside.
• Normal workweek is 45-50 hours.
• On call 24-hours a day, 7-days a week.
• Required to work 12-hour shifts 7-days a week when an emergency is declared.

Skills

• Detailed knowledge of budget management practices and procedures.
• Detailed knowledge of payroll processes and procedures.
• Detailed knowledge of grievance and discipline procedures.
• Detailed knowledge of the rules, regulations, policies, and procedures governing rail route operations staff, rail route operations, and maintenance, including the functions of staff.
• Working knowledge of CTA organizational structure and its associated functions and responsibilities.
• Working knowledge of the collective bargaining agreements pertinent to rail operations staff, including applicable labor contract provisions.
• Working knowledge of budgetary, accounting, and financial analysis techniques, principles, practices, and procedures.
• Strong administrative and managerial skills to effectively direct the activities of assigned personnel.
• Strong analytical skills.
• Strong verbal and written communication skills.
• Good computer skills (Microsoft Word, PowerPoint, Excel, etc.).
• Good research skills.
• Ability to work with multiple departments in resolving grievance issues.