Job Description

:

JOB TITLE: Administrative Coordinator, Transit Operations
DEPARTMENT: Transit
POSTING NUMBER: 105351
NUMBER OF POSITIONS: 1
JOB STATUS & DURATION: Full Time Permanent
HOURS OF WORK: 35 hour workweek
LOCATION: Hybrid Model \xe2\x80\x93 when working onsite, you will report to the location of Sandalwood Transit Facility.
SALARY GRADE: 4
HIRING SALARY RANGE: $75,358.00 - $84,778.00 per annum
MAXIMUM OF SALARY RANGE: $94,198.00 per annum
JOB TYPE: Management and Administration
POSTING DATE: April 20, 2023
CLOSING DATE: May 4, 2023


AREA OF RESPONSIBILITY:
Reporting to the Sr Manager, Transit Operations this position is responsible to provide coordination for daily operational tasks, handle incoming inquiries and provide administrative support to supervisors and managers. Provide oversight, guidance and assignment of work tasks to Operations administration staff. The Co-ordinator is responsible for maintaining timekeeping, and scheduling for manpower purposes.


OPERATION MANAGEMENT:

• Maintains complete and accurate documentation of operations activities and completes reports related to staffing, personnel matters and service standards including the section\xe2\x80\x99s Key Performance Indicators.
• Prepares, proof reads and distributes correspondence and reports for employees and the public, as required.
• Facilitates changes to existing Operations SOP\xe2\x80\x99s, policies and other documents for technical discipline.
• Assist in performance management and disciplinary process.
• Handle confidential and sensitive information and escalates issues, as required.
• Coordinates tasks with other administration staff to ensure consistency of procedures and provides support/back up as necessary.
• Overseeing recording of Lieu, Floater, List and OT for front line Operations Supervisors.
• Tracks employee activity for Relief board scheduling to ensure effective utilization of manpower to meet service requirements.
• Responsible for entering overtime preferences during office hours.

STAFF FUNCTIONAL GUIDANCE:

• Co-ordinates and assigns tasks to clerical staff to ensure deadlines and operational efficiencies are met.
• Provides input into the performance process and assists in the coordination of the performance management program as required.
• Coordinates Self-Services related to Lieu and Floaters.
• Reports on employees off work on Long Term Absences.
• Assists with Return to Work (RTW) and Accommodations.
• Payroll/Time Keeping: Co-ordinates the processing of timekeeping employee requests and facilitates approval. Reviews and investigates timekeeping issues and resolves routine enquiries. Liaises with Payroll Services to ensure corporate compliance and payroll needs are met. Reviews and signs off on daily and weekly payroll reports, identify and correct discrepancies as required.

DOCUMENTATION & CORRESPONDENCE:

• Responsible for entering overtime preferences during office hours.
• Monitors and reports on overtime efficiency for union and non-union.
• Acts as point of contact for Brampton Transit\xe2\x80\x99s Charter Service, for internal and external customers.
• Co-ordinates the processing of timekeeping employee requests and facilitates approval.
• Reviews and investigates timekeeping issues and resolves routine enquiries.
• Liaises with Payroll Services to ensure corporate compliance and payroll needs are met.
• Assist with tracking and administering the Attendance Assistance program and monitors attendance of operators.
• Assist the Senior Supervisors with all aspects of claims management and prepare various reports documentation and correspondence.
• Assist with complaint and incident investigations.

COMMUNICATION AND SYSTEM REPORTING:

• Prepare standard correspondence, reports, presentations, statistical reporting, data and other relevant materials as required within established timelines.
• Maintains transit-specific software (Hastus) to complete changes to operator schedules for each board period for the purpose of meetings, training, union business, modified duties, etc.
• Participates in Hastus testing (new releases/upgrades) as required.
• Investigates and tracks operator work hour enquiries, including overtime bypasses and other payroll discrepancies; takes corrective actions as required.
• Assists with the facilitation of training, by organizing training resources, both operators and equipment in consideration of cost and resource efficiency; and in compliance with the Employment Standards Act and the Collective Agreement.
• Reviews and signs off on daily and weekly payroll reports, identify and correct discrepancies as required.
• Monitors and reports on spareboard work utilization to ensure efficiency.

CUSTOMER SERVICE:

• Respond and handle customer enquiries, prioritize requests and escalate for resolution as required.
• Ensure all queries and requests are handled in a prompt manner.
• Acts as point of contact for Brampton Transit\xe2\x80\x99s Charter Service, for internal and external customers.

TEAMWORK AND COOPERATION:

• Assist in special projects as required.
• Work well within diverse groups to support operational goals and objectives.
• Demonstrate corporate values at all times.
• Participate as a member of cross-functional team.
• Provide support/backup as necessary.

SELECTION CRITERIA:


EDUCATION:

• Post-secondary certificate in Business/Office Administration or equivalent or related experience/training.

REQUIRED EXPERIENCE:

• 3-5 years of administrative and co-ordination support experience.
• Supervisory experience is an asset.
• Knowledge of Transit Operations is an asset.

OTHER SKILLS AND ASSETS:

• Knowledge of Municipal, Regional, Provincial and Federal Governments and applicable Legislations is an asset.
• Ability to identify business needs and initiate and coordinate project resource requests.
• Superior customer service and telephone communication skills including good etiquette, voice quality, articulation and listening skills.
• Detail oriented, well organized, and able to coordinate and multi-task to accomplish a variety of tasks and activities meeting conflicting priorities and timelines.
• Analytical skills for complex problem solving.
• Ability to work independently and as part of a team.
• Computer proficiency in Microsoft office/software, Hastus experience an asset
• Good performance and work record.
• Must have a valid drivers\xe2\x80\x99 licence

** Various tests and/or exams may be administered as part of the selection criteria.


Alternate formats will be provided upon request.


Interview: Our recruitment process may be completed with video conference technology.


As part of the corporation\xe2\x80\x99s Modernizing Job Evaluation project, this position will undergo an evaluation which may result in a change to the rate of compensation. Any changes affecting this position will be communicated as information becomes available.


If this opportunity matches your interest and experience, please apply online at: www.brampton.ca/employment quoting reference #105351 by May 4, 2023 and complete the attached questionnaire. We thank all applicants; however, only those selected for an interview will be contacted. The successful candidate(s) will be required, as a condition of employment, to execute a written employment agreement. A criminal record search will be required of the successful candidate to verify the absence of a criminal record for which a pardon has not been granted.


As part of the application process, applicants will be invited to complete a self-identification survey. The survey is voluntary. Participation in the survey will have no impact on hiring decisions. Should you wish to opt out of completing the survey, please select \xe2\x80\x9cprefer not to answer\xe2\x80\x9d as a response to each question. All information collected is confidential and will not be shared with the hiring manager. The surveys will be anonymized and will be kept separate from applicant or employee files, such that the individuals who completed the surveys will not be identifiable. The results of the survey will assist in the analysis of disaggregated metrics for organizational planning purposes and our commitment to advance and foster diversity, equity, and inclusion. The City may use anonymized data to produce aggregate reports for internal or external use.

Please be advised, the City of Brampton uses email to communicate with their applicants for open job competitions. It is the applicant\xe2\x80\x99s responsibility to include an updated email address that is checked daily and accepts emails from unknown users. As we send time sensitive correspondence via email (i.e. testing bookings, interview dates), it is imperative that applicants check their email regularly. If we do not hear back from applicants, we will assume that you are no longer interested in the Job Competition and your application will be removed from the Competition.


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