REPORTS TO: Executive Director
SALARY: $50,000 to $60,000 Yearly
FLSA STATUS Exempt
JOB FUNCTION
- Responsible to the Executive Director.
- Responsible for Recruiting, Record Maintenance, Payroll, Benefits and policies.
- Responsible for the administration of staff member relations, compliance, clerical, and communication. Lebanon Transit operators and Maintenance Department staff participate in a Collective Bargaining Agreement (CBA) with Teamsters Local Union 429.
- Responsible for the administrative procurement process. Represents Lebanon Transit interests with vendors, such as janitorial services and landscaping, etc. Maintain records as assigned by the Executive Director.
- Responsible for Lebanon Transit staff members travel and training arrangements.
- Responsible for smooth operation of the administrative area, including but not limited to; ordering supplies, etc.
- Provide statistics as needed for use in completing grants and other reports.
- Responsible for meeting all attendance requirements.
- This position requires training and works according to Lebanon Transit standards.
- This is a Safety-Sensitive Position requiring Department of Transportation
- (DOT), Federal Transit Administration (FTA) Drug and Alcohol Testing.
- Conduct the business of Lebanon Transit in a positive manner and demonstrate excellent customer service skills.
- Additional as needed: answer phones, assist with schedule information, register customers, various typing and filing duties.
- All managers are accountable for maintaining a safe working environment in their department, in addition, supervisory personnel are expected to identify and respond to safety issues system wide.
ESSENTIAL FUNCTIONS
- Directly supervises Receptionist, Transfer Station Attendant and Marketing and Outreach Coordinator.
- Responsible for mail distribution, record checks and reviews with Administrative Assistant.
- Participate in management staff meetings as well as recording and transcribing minutes.
- Plans, coordinates and make preparations for monthly Lebanon Transit Board of Directors meeting. Compiles and distributes Board Meeting packets. Responsible for recording and transcribing Board meeting minutes.
- Participate in the planning and implementation of transit services provided by Lebanon Transit.
- Assist Executive Director with review and update of Equal Employment Opportunity Employer (EEOE), Title VI and Disadvantaged Business Enterprise (DBE) Programs to assure compliance with Federal, State and local civil rights perceptions, policies, rules, regulations and guidelines.
Recruiting
- Reviewing resumes;
- Conducting and scheduling interviews; and
- Hiring new staff.
Payroll
- Process payroll:
- Advise payroll company concerning pay and benefit particulars for both exempt and non-exempt staff members;
- Tracks administrative time off requests to prevent manning shortages; and
- Benefits administration.
Policy Creation
- Developing policies, procedures and changes;
- Communicating updates to staff members; and
- Follows all Federal, State and local policies, rules, regulations and guidelines.
Staff Member Relations
- Serve as liaison between staff members and Human Resource Department as well as provide support and advice to front line supervisors concerning personnel issues;
- Providing smooth communication with staff members;
- Providing timely resolution to their inquiries;
- Coordinating orientation, training sessions for new staff members;
- Coordinating schedules;
- Plans, coordinates and follows through with all Lebanon Transit functions, including meetings and events; and
- Communicate effectively.
Teamsters Local 429
- Ensure union-management harmonious working environment through in-depth knowledge and understanding of Collective Bargaining Agreement (CBA) particulars;
- Will perform a central role in union negotiations; and
- Will be the focal point for all personnel actions, union and/or non-union and advise the Executive Director of possible course of action consistent with the CBA, Labor Law or past practice.
Compliance
- Work with staff members and managers to ensure compliance;
- Maintain compliance with Federal, State, and local regulations;
- Maintain record keeping; and
- Responsible for Lebanon Transit’s compliance with Pennsylvania Right to Know Law, shall serve as Lebanon Transit’s Right to Know Officer.
Administrative Procurement Process
- Maintains the functionality of all office systems and equipment by ordering supplies when needed and scheduling repairs and/or maintenance when necessary;
- Follow Federal, State and local rules and regulations;
- Order supplies and maintain records of office equipment inventory; and
- Contracts/Agreement for uniforms, janitorial services, ITS, etc.
SAFETY
Lebanon Transit has the following expectations for safety:
- Occupational injuries and illnesses are preventable;
- Every operation and process of Lebanon Transit shall maintain compliance with laws and regulations regarding safety and health, as well as the Lebanon Transit Agency Safety Plan;
- Management must assess and ensure occupational safety and health practices and programs are appropriate to support success;
- Working safely is a condition of employment;
- Safety training is required for everyone;
- Unsafe behaviors, conditions and events must be reported through the Staff member Safety Reporting Program (ESRP);
- Participate in a positive safety culture; and
- Safety is freedom from the possibility of a work-related injury or property damage from an accident.
In accordance with 49 CFR 673, the Lebanon Transit Agency Safety Plan defines its Safety Management System (SMS) through four (4) parts, including:
- Safety Management Plan- Defines Lebanon Transit’s commitment to safety as well as the roles and responsibilities of all staff members;
- Safety Risk Management- Identifying unsafe conditions, unsafe behaviors and proactively mitigates those risks to the lowest level possible;
- Safety Promotion- Communication of safety throughout Lebanon Transit; and
- Safety Assurance- Ongoing process of evaluating safety risks and mitigations to ensure the mitigations are effective.
All Lebanon Transit staff members must be committed to safety.
SIGN OFF
- Requires frequent use of a computer terminal, review of documents and reports.
- Typical office conditions. However, this position is required to move about the entire Lebanon Transit area to evaluate possible operational problems and any safety hazards observed.
- This Job Description is not all-inclusive and does not constitute an employment agreement between Lebanon Transit and the Manager of Human Resources. The Executive Director may adjust this Description, including the addition of other duties or responsibilities, as long as the changes do not significantly change the primary focus of the duties and responsibilities for this position.
