Technical Services Administrator

**Job Posting**

Reporting to the Supervisor, Technical Services, the Technical Services Administrator is responsible for inputting data, data integrity and records administration for Amalgamated Transit Union (ATU) personnel files and scheduling information in transit-specific software, ensuring compliance with collective agreements, policies, and legislative requirements. The Technical Services Administrator administers the shift selection and vacation pick
- processes for more than 600 Bus Operators. The position administers the ongoing backpick and vacation backpick processes for operations.

**DUTIES AND RESPONSIBILITIES**:
**Records Administration**:

- Creates and maintains employee personnel files for ATU personnel, complying with ATU collective agreement requirements, records management principles and policies, file maintenance guidelines and legal requirements;
- Assigns and records identification numbers or codes in order to index materials for filing.
- Finds and retrieves information in response to requests from authorized Halifax Transit staff, Management and ATU staff.
- Performs periodic audits of personnel materials or files in order to ensure correct placement, legibility and proper condition.
- Ensures requests for documentation from personnel files follow proper policy and procedures including (but not limited to) copying of documents and maintaining records of date / time / name of requesting personnel.
- Following policy and procedures, properly prepares files for archiving and storage including shipping to appropriate HRM facilities.

**Support for Work Selection Process**:

- Inputs and maintains data integrity of all pertinent information into the Operator database. This would include:

- Operator based crew schedules, personal information, entitlements, leaves, vacations, absences, work location, licensing, overtime preferences, holiday shifts, etc.
- Responsible for the preparation, documentation and monitoring of the Operator work selection documentation. (Currently conducted every 3 months). Includes creation of schedule documentation.
- Registers and records work selection information into the Fixed Route Solution, complying with requirements in the ATU Collective Agreement, while analyzing, auditing and ensuring data integrity of all recorded data.
- Responds to and follows up on inquiries (through the Technical Services Supervisor) from Operators, Union Executive, Application Administrator, Resource & Support Development, Transit Operations and Planning & Scheduling.

**Supports and assists the Operator vacation selection process**:

- Responsible for the preparation and monitoring of the annual Operator vacation selection documentation.
- Registers and records vacation selections complying with the ATU Collective Agreement.
- Confirm with Payroll that all vacation days and days owing are consistent with SAP.
- Responsible for maintenance of Operator vacation calendar.

**Other Duties**:

- Records and maintains Operator seniority lists, complying with ATU Collective Agreement.
- Export weekly, vacation / vacation replacement list from the Fixed Route Solution.
- Awards backpicks; bi-weekly maintains the trail of changes through multiple spreadsheets enters results in the Fixed Route Solution and notifies the Operations Department of changes.
- Analyze tracking spreadsheets, determine necessary changes, impacts and enters results in the Fixed Route Solution when an Operator returns to work. Notifies Operations of changes.
- Registers new Operators in the Fixed Route Solution; creating, modifying and maintaining employee records throughout divisional changes.
- Compiles a list of Operator requests to bank holidays, provides the list to Payroll.
- Maintain spreadsheet of all employee incident reports; electronic scanning and filing of original documents.
- Maintains an up-to-date record for “off by permission” days and days owing to Operators and provides details to Supervisors upon request.
- Investigates Operator assignment and / or entitlement issues and audits as required based on requests from dispatch, Payroll and Resource Support & Development or external parties (including but not limited to, lawyers).
- Orders employee-related materials as required; including but not limited to run cuts and paddlecards.
- Books medical appointments for Halifax Transit staff as required for license renewal and audit the billing.
- Updates driver’s license information in the Fixed Route Solution check for suspensions and / or infractions.
- Performs other duties as required.

**QUALIFICATIONS**:
**Education & Experience**:

- Grade XII education and successful completion of a recognized certificate or diploma in office or business administration. A suitable combination of education and experience may be considered.
- Minimum of three years of experience working with records administration and databases.
- Experience working with Trapeze or similar database an asset.
- Experience working