Job Summary

The Administrative Supervisor is responsible to assist in Brownsville Metro Multimodal Transit services tasks by providing a high-level office management leadership guidance, communication, planning, coordinating, evaluating and supervising administrative staff and to ensure efficient and effective operation of services that are provided for the general public and customers. Assists in the framework and draft of contract agreements and memorandums of understanding for Brownsville Metro Multimodal Transit retail clients. Assists in budget preparation and control of the budget accounts for the Multimodal Transit Department. Speak English and Spanish fluently. The Administrative Supervisor works according to set procedures under direct supervision and strictly adheres to all applicable state and local laws, regulations, safety rules, departmental policies, and procedures.

Competencies

• Safety Acumen
• Self-Leadership
• Customer Service
• Effective Communication
• Self-Awareness
• Flexible
• Critical Thinking
• Trust
• Responsible
• Ethical

Key Functions/Knowledge/Skills

• Responsible for contract compliance, renewal requirements and annual listing of Brownsville Metro Multimodal Transit retailer contracts/agreements.
• Reviews invoices and procurement card (P-card) for payment that they do not exceed original contract amount.
• Coordinates fiscal procedures within the organization and prepares financial reports and presentations to ensure that expenditures are in accordance with allocation of funds.
• Prepares purchase orders to ensure expenditures are in accordance with allocation of funds.
• Capable of working with management, internal department, other departments and staff to maintain positive image of the division and services and to assist with daily accounting, operations and planning functions as may be required.
• Research, analyze and compile information to prepare project reports and organize and maintain accounting files.
• Performs various accounting functions such as payroll processing, accounts payable and receivable, invoices, bank deposits, terminal vendor as may be required.
• Plans, schedules and/or attends meetings and conferences, and prepares reports thereon.
• Act as the records management liaison for the department.
• Act as a Notary Public for contract/agreements and various projects.
• Act as Transit Advisory Committee (TAC) liaison for the department.
• Prepares and maintains time and attendance records, leave time, comp time and overtime reports, terminations, new hires and transfers.
• Supervises, assigns, and delegates work duties to assigned employees; monitors work quality, productivity, and performance; provides ongoing guidance and direction; and conducts performance evaluations under the general supervisor of the Deputy Director and Director.
• Assists Department Administration in researching development strategies and implementing training for departmental staff on city focusing primarily in, but not limited to, customer service, cash handling, policies, Standard Operating Procedures (SOPs), and other training as required and needed.
• Assists team members in developing a performance improvement plan when deficiencies are detected.
• Count in vault, prepare receipts and deposit data entry may be required. Assist Department Administration in updating vault procedures and ensure preventative maintenance of vault equipment is properly coordinated with Facilities Manager or Maintenance Coordinator.
• Responsible for monthly tally of Ticket Vending Machine (TVM) in conjunction with Parking & Operations Technician.
• Assists Department Administration with annual and triennial audits and/or surveys as may be required.
• Participates in the maintenance of Department’s Working Plan on annual basis.
• Works a flexible work schedule to include weekends, after hours and holidays if needed.
• Performs related tasks/projects as assigned.
• Possesses the ability to manage time efficiently to accomplish goals and tasks.
• Works effectively under pressure and stringent schedules and produces accurate and satisfactory results.
• Responds to questions from management, clients and public in a proficient manner and has professional appearance at all times.
• Communicates skillfully at all levels, both orally and in writing.

Minimum Education & Experience

Bachelor's degree (no experience), or associate's degree plus two years of experience, or high school graduation or GED plus four years of experience.