Job & Business Opportunities

Job Summary

This classification has a wide range of executive responsibilities for managing various administrative functions in the District. Incumbent is expected to provide executive direction and management over assigned functional area(s) such as Human Resources, Risk Management, Employee Relations, Equal Employment Opportunity, as well as Government affairs, District-wide policies and procedures, records management, special projects, community relations or other assigned areas of responsibility. This position provides support to the General Manager’s office for Board liaison and meetings support, interdepartmental coordination at the executive management level, and District-wide communications.

Supervision

Supervision Received: N/A

Supervision Exercised: N/A

Distinguishing Characteristics

N/A

Essential Functions

Under executive direction of the General Manager/CEO, plans, organizes, directs and coordinates administrative requests directed to the General Manager’s Office related, but not limited to: Personnel issues such as hiring, discipline, grievances, and negotiations; labor/management relations and EEO issues; as well as the government affairs and community relations programs.

Serves as member of various teams and committees; represents the General Manager in a variety of capacities as assigned. Formulates policies, procedures, and practices for the assigned functional areas and makes recommendations to the General Manager and the Board of Directors. Reviews, analyzes, and approves, for the General Manager, various actions such as hiring and appointment conditions, grievance or risk settlements.

When assigned the human resources functional area, provides executive oversight for the administration and maintenance of a comprehensive human resources program involving the development, administration, and implementation of personnel rules, regulations, policies and procedures. Human Resources responsibility areas include recruitment, testing, training, classification, compensation and benefits administration.

When assigned the risk management functional area, provides executive oversight for the full range of duties related to the District’s risk management, claims administration, and workers’ compensation activities and program. This includes responsibility for the investigation and settlement of claims against or by the District, the purchase of liability

Chief Administrative Officer/EEO Officer

insurance coverage, and settlement of workers’ compensation issues and case management.

When assigned executive management responsibility for the labor/employee relations function, serves as executive advisor to the negotiations team and sits as executive representative of management on the negotiation team, and reviews/approves grievances and arbitrations at the highest level as designated by the General Manager.

As the District’s executive EEO Officer, provides oversight to the administration of the EEO Unit, including overseeing the District’s compliance with all statutes, ordinances, rules, decrees, and other regulations pertaining to the District. This includes responsibility for overseeing the investigation and settlement of complaints, claims, and other EEO related grievances.

When assigned the community outreach function, plans, organizes, directs and coordinates the communication of vital District information at the community/jurisdictional level, including coordinating and conducting public hearings on such topics as service change issues, fare increases, major construction projects, etc. Also responsible for the development/implementation of a more comprehensive District-wide community information/education participation program. Helps to develop and maintain effective and positive community, media, and transportation user relations. Advises and makes presentation to the Board of Directors regarding the impact of programs on District image.

When assigned executive responsibility for the government affairs functional area, identifies issues which may impact the District, including existing and proposed federal, state, and local legislation and providing appropriate responses. Analyzes and evaluates complex policy issues and make recommendations on actions to be taken. Represents the District at meetings with the Board of Directors, legislative staff, public and private sector organizations, and other external groups.

When assigned the executive responsibility for internal and external coordination of the day-to-day operation of the General Manager’s office, coordinates office’s response to news events or changing policy. Monitors and researches items on General Manager’s agenda; as needed, conducts detailed research on transit industry data and provides statistical analyses, prepares report of findings and recommendations. Attends outside meetings during both workday and evenings in the community, including Neighborhood Services Area meetings, neighborhood association meetings, and special meetings on urgent issues in the community.

When assigned the records management functional area, determines records retention needs of the General Manager’s office, including electronic and hard copy. Develops records management policies and practices for the District and monitors departmental compliance with requirements. Ensures appropriate record-keeping and records retention practices are in place throughout the District.
Chief Administrative Officer/EEO Officer


When assigned the special projects functional area, develops scopes of work to assist the General Manager with special projects. Provides project updates to executive staff, General Manager, and the District’s board members. Responds promptly to constituent complaints or inquiries. Assists in budget analysis and feasibility studies for cost of new functions.

The Chief Administrative Officer represents the District at national, state and local conferences and works closely with other government agencies, the business community, private organizations, and the general public to strengthen the District’s image in the community and communicate vital District information. May serve on local, regional and national committees such as APTA Human Resources and Labor Relations committees, SACOG Technical committees, California Transit Association, Transportation Research Board and Transit Cooperative Research Program Board.

When assigned other functional areas, plans, organizes, directs, and coordinates the full range of duties related to that function.

Job Demands

Work is primarily performed in an indoor setting for eight hours per day. Physical effort is needed to lift and carry office materials and displays. Mobility is needed to attend various meetings. Basic communication skills such as talking, seeing, and hearing are needed for frequent telephone usage and oral presentations. Patience and persuasiveness are needed when interacting with others. Must have the ability to work in a fast-paced environment and meet deadlines. Must have excellent verbal aptitude and public speaking ability. Necessary aptitudes include understanding instructions, numerical ability, form and clerical perception, precision problem solving, initiative, analytical ability, memory, concentration, and judgment. May be required to travel and work beyond normal work hours.

Knowledge and Abilities

Knowledge of: District policies, procedures, and functions; laws, ordinances, rules, regulations, and codes applicable to the functional area(s) assigned; budget development and administration; interviewing and negotiations techniques; Governmental function, organization, and relationships; contract administration procedures; legal terminology and basic court procedures; human resources principles, practices, laws, and regulations; risk management issues, problems, techniques, and procedures; public transit technology and information systems capabilities and issues; procurement and contracting principles and practices; principles of management, supervision, and training.

Ability to: Plan, organize, direct, coordinate, and supervise work and staff engaged in the assigned functional areas; gather, assemble, analyze, and evaluate facts evidence, data, and other information in order to draw reasonable and fair conclusions and make sound decisions; interpret and apply laws, rules, regulations, and legal precedents impacting the assigned area; negotiate equitable settlements and solutions for grievances and other labor disputes, risk claims against the District, and other settlements; serve as an advisor to the General Manager and Board of Directors; analyze and resolve a variety of complex organizational, staffing, space needs, and other issues; maintain comprehensive records and reports; prepare clear and concise written and oral reports; communicate effectively, orally and in writing; establish and maintain cooperative working relationships.

Minimum Qualifications — Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education: A bachelor’s degree from an accredited college or university in business or public administration, human resources management, industrial relations, or closely related field. Six years of additional qualifying experience may substitute for the required education.

Experience: Ten years of progressively responsible management experience in at least one of the general administrative areas such as human resources, risk management, EEO, employee relations, or other related field, preferably in a government setting; prior transit industry experience preferable.