Administrative Coordinator Government Job Dept-External Affairs, Marketing & Communications Full Time

AC Transit is actively searching for qualified candidates for the Administrative Coordinator position. This position provides responsible paraprofessional administrative and technical support to the External Affairs, Marketing & Communications Department and performs other related duties as assigned. The Administrative Coordinator position may exercise direct or functional supervision over assigned lower-level clerical support personnel. 

This is an excellent opportunity to work for the largest bus agency in California. In addition to working with some of the best in the business, AC Transit also has an excellent benefits package that includes pension, medical, dental and vision coverage, flexible spending and a 457 savings plan.     

• Provide administrative and technical support related to an occupational specialty or function for an assigned department of the District such as public information, training and education, maintenance, treasury, etc.
• Recommend and assist in the implementation of departmental goals, objectives, strategies and work plans
• Establish schedules and methods for monitoring administrative activities
• Implement departmental policies and procedures
• Evaluate operations and activities of assigned responsibilities
• Recommend improvements and modifications
• Prepare various reports on operations and activities
• Participate in budget preparation and administration
• Prepare cost estimates for budget recommendations
• Monitor and control expenditures
• May maintain department petty cash account
• Perform various routines to support cash handling systems and the daily reporting of collections and disbursements including revenue bin resets at District operation divisions
• Print checks and maintain check printing system for both payroll and accounts payable applications
• Assist with ordering, vaulting, and security of viable check stock and all fare revenue instruments
• Audit and reconcile vendor payments and fare media sales and returns
• Prepare purchase requisitions
• Order supplies and materials
• Maintain files and records
• Plan, organize and coordinate the inflow and outflow of personnel through the department or assigned programs and projects
• Ensure that records pertaining to departmental or District activities are properly maintained
• May manage the utilization of departmental facilities and conference/training rooms and coordinate calendar of availability
• Prepare personnel requisitions and track progress in filling departmental vacancies
• May prepare and/or coordinate reports, board presentations, community outreach presentations, public or employee meetings, press releases, legal and display advertisements, promotional material, statistical reports, and other complex documents
• Proofread for accuracy, correct form, content and proper English usage
• Answer questions and provide information to the public, employees, and retirees
• Attend a variety of meetings throughout the District during the day and evening
• Investigate complaints and recommend corrective action as necessary to resolve complaints
• Build and maintain positive working relationships with co-workers, other District employees and the public using principles of good customer service.

Education/Training: Equivalent to the completion of an Associate degree from an accredited college with major course work in business, organizational development, public administration or a related field.

Experience:  Equivalent to at least six (6) years of progressively responsible full-time clerical and/or administrative work experience in office administration.

Desired: 

• Proficient with Microsoft Suites Wrike, Prophix, PeopleSoft (Finance Packages & HR Packages), P-Card Reconciliation, SharePoint.
• Ability to prioritize tasks while managing department inventory.
• This position requires the incumbent to occasionally travel to District facilities, with the flexibility to work early mornings, late afternoons/evenings, and or on the weekends as needed for events at various District locations and in the community. 

The Selection Process: The Human Resources department must receive a completed online application by the filling date. If this recruitment is “Continuous,” it may be closed at any time without notice. Applications will be screened for job related qualifications, and those candidates who best meeting the qualifications listed on this Job Announcement will be invited to participate in an examination process that may include written, oral and/or performance segments. Current District employees must have satisfactory attendance and performance records. Finalists will be placed on an Eligibility List. When filling vacancies, the Human Resources Department will refer the top candidates to the hiring department for final screening and recommendation.

Vaccination Requirement for Candidates Seeking Employment: Alameda-Contra Costa Transit District has implemented a requirement that requires all candidates for District employment to be fully vaccinated for COVID-19, including variants, prior to being employed by the District, subject to limited exceptions. AC Transit adopted this vaccination policy as an emergency public health response to mitigate the negative public health consequences associated with increased incidence and test positivity rates and the prevalence of new virus variants, including increased hospitalizations, intensive care unit admissions, and deaths.

As such, candidates seeking District employment will be required to: (1) be fully vaccinated (two weeks after completion of the entire recommended COVID-19 vaccination series) and (2) submit a copy of their COVID-19 vaccination card prior to their start date, unless a reasonable accommodation request for a medical or religious exemption has been approved.  

Benefits: The transit professionals who call AC Transit home represent the rich cultural diversity of the Bay Area. For more than 60 years, we have been an equal opportunity employer honoring religion, ethnic background, national origin, gender, gender expression, genetic information, disabilities, age, and veteran status.  We are not only an inclusive employer but also offer a comprehensive benefits package rooted in choice, flexibility, and affordability. Benefits are effective the first of the month following your hire date. Employees and eligible dependents have access to the following benefits*:

• Medical – Choice of two Health Maintenance Organizations (HMOs):  Kaiser Permanente and Health Net. $10.00 office visit co-pays; $5.00 – $35.00 prescription co-pays.
• Dental – MetLife Preferred Provider Organization (PPO) $50 annual deductible per person/$150 per family; $3,000 per person annual maximum; preventative care covered at 100%; basic and major care covered at 90%; $4,000 lifetime maximum orthodontia covered at 50%. 
• Vision – Vision Service Plan – $10.00 copay; eligible for an exam, lenses, frames or contact lenses every 12 months – based on the last date of service. $200 frame allowance or $120 allowance for contact lenses. 
• Employer paid Basic Life Insurance 
• Employee paid Voluntary Term Life Insurance
• Employee Assistance Program (EAP)
• Retirement – employees automatically participate in a lifetime defined benefit plan and have the option to contribute to a 457 deferred compensation plan via payroll deductions.  All employees hired on or after January 1, 2016 may be in the District’s Tier II pension plan covered by the Public Employees’ Pension Reform Act of 2013 (PEPRA).  As such, employee may be required to contribute a small portion of annual income towards the cost of the pension.
• Flexible Spending Accounts (FSA) for Health Care, Dependent Care, Parking, Transit
• AC Transit contributes up to $50.00/month towards an employee’s FSA Transit costs
• Free AC Transit Bus Pass
• Federal Credit Union
• Vacation and Sick Leave or Personal Time Off
• Nine (9) paid holidays; 2 paid floating holidays; 1 paid birthday holiday
• Tuition Reimbursement – up to $2500 per fiscal year on approved courses
• Wellness Program

*AC Transit benefits are negotiated and subject to change based on collective bargaining agreements.

Pension: All AC Transit employees participate in a lifetime defined benefit pension. All employees hired on or after January 1, 2016, may be in the District’s Tier II pension plan covered by the Public Employees’ Pension Reform Act of 2013 (PEPRA).  As such, he/she may be required to contribute a small portion of annual income towards the cost of his/hers District pension.
ADA Compliant and Drug Free Workplace: The Human Resources Department will make reasonable efforts in the recruitment/examination process to accommodate applicants with disabilities. If you have a need for an accommodation, please call Human Resources at (510) 891-4783.
 
The Alameda Contra Costa Transit District has established the goal of a 100 percent drug and alcohol-free workplace. Applicants will be required to undergo drug and alcohol testing prior to employment and those in safety sensitive positions will be subject to further drug and alcohol testing through their period of employment, including random drug and alcohol testing.
 
In accordance with federal requirements, all job applicants selected for appointments in a safety sensitive position are subject to pre-employment drug and alcohol testing. A final job applicant will be tested for five prohibited drugs: Cocaine, PCP, Amphetamines, Marijuana and Opiates. During employment, employees holding safety sensitive positions are subject to random, reasonable suspicion, post-accident, return-to-duty, and follow-up drug and alcohol testing. Additionally, in the event of an absence of more than 90 days from a safety sensitive position, pre-employment drug testing will be performed.