Administrative Coordinator, Transit Operations

2 weeks ago

Brampton, Canada City of Brampton Full time

**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 - 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’s Key Performance Indicators.
- Prepares, proof reads and distributes correspondence and reports for employees and the public, as required.
- Facilitates changes to existing Operations SOP’s, 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’s 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’s Charter Service, for

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