Career Opportunity

Administrative Operations Manager - Transit Division - SF Municipal Transportation Agency (9177)

Recruitment: RTF0125347-00801438

Published: August 19, 2022

Accepting applications until: September 21, 2022

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About:

Application Opening: August 19, 2022
Accepting applications until: September 21, 2022
Annual Compensation: $131,248 - $167,492
Recruitment ID: RTF0125347-00801438

APPOINTMENT TYPE
Permanent Exempt, Full Time – This position is excluded by the Charter from the competitive Civil Service examination process and shall serve at the discretion of the Appointing Officer.

The San Francisco Municipal Transportation Agency (SFMTA or “the agency”) connects San Franciscans with their communities to enhance the economy, environment and, ultimately, the quality of life in the city. As an agency within the City and County of San Francisco, the SFMTA is responsible for managing the city’s transportation network. The agency has more than 6,000 employees who are responsible for the management of all ground and some underground transportation in the city. The SFMTA has oversight over public transit, as well as bicycling, paratransit, parking and curb management, street operations, walking, and taxis.

Division: Transit
Section/Unit: Maintenance of Way (MOW)
Work Location: 700 Pennsylvania Ave, San Francisco CA 94107
Work Schedule: Monday- Friday, 8:00AM- 5:00PM

Role description

POSITION DESCRIPTION
The San Francisco Municipal Transportation Agency (SFMTA) Transit Division’s Maintenance of Way (MOW) Section is seeking an experienced, reliable, and strategic Administrative Operations Manager. The Administrative Operations Manager will oversee and manage administration of the units at MOW. The ideal candidate is highly self-motivated, professional, with extensive experience working at a large transit agency. The Maintenance of Way section of the SFMTA Transit Division directly oversees fixed guideway infrastructure to ensure smooth and safe operations of our rail, streetcar, cable car and trolley-bus lines. MOW units include Digital Maintenance, Track Maintenance, Signal Maintenance, Maintenance Engineering, Mechanical Systems, Cable Car Track and Propulsion, Overhead Lines and Motive Power. Together these teams directly support four of the five SFMTA transit modes including cable car, trolley bus, light rail, and historic streetcar. The mission of the SFMTA Transit Division is to provide safe, reliable, clean, efficient, accessible, and convenient public transportation to any destination in San Francisco. The Maintenance of Way section works collaboratively with other SFMTA divisions and other city departments. Under general administrative direction of the Deputy Director, the Administrative Operations Manager plans, manages, supervises, develops, and conducts important, difficult, complex, and sensitive analytical work that has substantive impact on MOW operations in the areas of workforce and organizational development. The Manager III will make recommendations to solve complex HR challenges in identifying new opportunities using a combination of analytical skills, project management, and human resources expertise. In addition, this position will work closely with the Transit Business Administration to determine which positions are best suited for each unit within Transit.

EXAMPLES OF IMPORTANT AND ESSENTIAL DUTIES

• Manages and participates in the development and implementation of goals, objectives, policies, and priorities for assigned projects, services, and functional areas and recommends, develops, and administers division policies and procedures that are consistent with the Agency’s policies and procedures.
• Coaches, trains and motivates staff; coordinates and/or provides staff training; develops and implements workforce succession plans and workforce development strategies; manages employee relations; manages the workflow and prioritization of projects and measures the performance of the division and all related staff and takes appropriate corrective action when necessary; provides advice and counsel to staff; develops developmental work plans for staff; implements or recommends corrective actions, discipline and termination procedures as appropriate/necessary.
• Coordinates the selection and hiring process for the MOW Division including: manages hiring processes and recruitment; identifies and schedules interview panels; prepares interview questions and schedules the interviews; conducts reference checks; works with the Human Resources Division and panel members to ensure that the Transit Operations Division is following processes that are set to appropriate legal and Agency standards; reviews resumes for applicants who most closely meet the needs of the Agency and forwards to hiring managers.
• Reviews and analyzes department financial performance monthly; provides proactive analysis and expertise to manage costs; provides proactive analysis and expertise to support development of business case analysis in support of executive and board decision making.
• Provides responsible staff assistance to the Deputy Director; conducts a variety of organizational studies, investigations, and operational studies; summarizes and analyzes Division issues and provides recommendations to the Deputy Director on strategies to resolve these issues; recommends modifications to functional areas, policies, and procedures as appropriate; and conducts follow-up to ensure that the issues have been resolved.
• Provides effective supervision and management to subordinate staff in the MOW Administrative Support unit. Develops and oversees staff work plans; ensures delivery of Administrative Support unit goals; monitors staff performance and provides coaching and development to subordinate staff.
• Liaison to the SFMTA Transit Division to ensure compliance with budget development requirements and timelines and collaborates on agency-wide budget initiatives.
• Supervises and manages the administration of personnel hiring, including organizational issues related to all Transit divisions.
• Consults with the Deputy Director and MOW Management on human resource matters.
• Performs difficult, complex and highly visible analysis on Transit’s current workforce including, monitoring, projecting, reporting, developing guidelines and preparing recommendations and justifications on HR matters including a variety of complex, sensitive and highly visible administrative, organizational workforce issues.
• Works with management to identify and define problems related to staffing, evaluates data, makes recommendations with appropriate justification, develops and implements plans of actions.
• Oversees and manages Maintenance of Way Administration staff.
• Prepares reports and presentations for the MOW Deputy Director and other Senior Management relating to strategic Transit staffing planning.
• Assists the Transit Business Administration with the development and administration of the annual budget for the proposed and projected positions for Transit.
• Assists with strategic analysis of staffing and financial needs for workforce development.
• Manages Transit’s HR Liaison handling recruitment, selection, and hiring in compliance with the City policies and procedures for division managers.
• Collaborates with the SFMTA Human Resources Division for agency-wide personnel management initiatives.
• Monitors and evaluates the activities of staff; takes appropriate steps to improve performance, including coaching or training.
• Performs other related duties and responsibilities as needed.

How to qualify

MINIMUM QUALIFICATIONS

1. Baccalaureate degree in Business Administration, Public Administration, or a related field; AND
2. Six (6) years of full-time verifiable experience performing professional-level work with experience in budget development or planning, and/or financial related analysis and development; budget analysis, development; audit management and/or contract management.

Substitution

1. Possession of a master’s degree in Business Administration, Public Administration, Accounting, Economics, Finance, or a closely related field from an accredited college or university may substitute for two (2) years of experience.
2. Applicants must meet the minimum qualifications at the time of filing date unless otherwise noted.

DESIRABLE QUALIFICATIONS

• Substantive and prolonged experience working with HR staffing issues, recruitments and hiring.
• Experience in strategic planning and budget management for staffing needs.
• Demonstrable skills and superior knowledge in working with office programs and software, such as Microsoft Word, Excel, Access and Outlook.
• Outstanding verbal and written communication skills.
• Experience working with a large diverse workforce of people with different culture, backgrounds and opinions.
• Ability to prioritize and organize multiple high priority assignments and projects.
• Experience handling highly confidential and sensitive personnel issues appropriately.
• Experience working with senior level staff
• Knowledge of City and County of San Francisco classifications and employment policies, practices, processes and procedures.
• Management experience

What else should I know?

Verification:
Applicants may be required to submit verification of qualifying education and experience at any point during the recruitment and selection process. More information can be found at: https://sfdhr.org/information-about-hiring-process#verification. Falsifying one’s education, training, or work experience or attempted deception on the application may result in disqualification for this and future job opportunities with the City and County of San Francisco.

Selection Process:
Applications will be screened for relevant qualifying experience. Additional screening mechanisms may be used to determine candidates' qualifications.  Only those applicants who most closely meet the needs of the Agency will be invited to move forward in the selection process.

• Information About the Hiring Process
• Conviction History
• Employee Benefits Overview
• Equal Employment Opportunity
• Disaster Service Worker
• ADA Accommodation
• Right to Work
• Copies of Application Documents
• Diversity Statement

For questions or inquiries, please contact: Keaney Chan, Human Resources Analyst at Keaney.Chan@sfmta.com.

All your information will be kept confidential according to EEO guidelines.

CONDITION OF EMPLOYMENT:  All City and County of San Francisco employees are required to be fully vaccinated against COVID-19 as a condition of employment. Someone is fully vaccinated when 14 days have passed since they received the final dose of a two-shot vaccine or a dose of a one-shot vaccine. Any new hire must present proof of full vaccination status to be appointed. Any new hire who will be routinely assigned or occasionally enter High-Risk Settings, must provide proof of having received a COVID-19 booster vaccine by March 1, 2022, or once eligible.

The City and County of San Francisco encourages women, minorities and persons with disabilities to apply. Applicants will be considered regardless of their sex, race, age, religion, color, national origin, ancestry, physical disability, mental disability, medical condition (associated with cancer, a history of cancer, or genetic characteristics), HIV/AIDS status, genetic information, marital status, sexual orientation, gender, gender identity, gender expression, military and veteran status, or other protected category under the law.