Senior Administrative Analyst, Rolling Stock and Shops (AFSCME)

Job Description:

Senior Administrative Analyst, Rolling Stock and Shops (AFSCME)

Description

Marketing Statement

Ride BART to a satisfying career that lets you both: 1) make a difference to Bay Area residents, and 2) enjoy excellent pay, benefits, and employment stability. BART is looking for people who like to be challenged, work in a fast-paced environment, and have a passion for connecting riders to work, school and other places they need to go. BART offers a competitive salary, comprehensive health benefits, paid time off, and the CalPERS retirement program.

Job Summary

PAY RATE

AFSCME Pay Band AFE

$116,530.67 - $151,489.49 Annually

*Initial salary is negotiable between $116,530.67 -$128,855.85 (annually) commensurate with experience and education.

CURRENT ASSIGNMENT
This recruitment is Open Until Filled. First review of applicants will be 9/23/2024.

Rolling Stock & Shops (RS&S) is currently seeking a Senior Administrative Analyst. The individual chosen for this role will be pivotal in supporting the management of procurement and administrative processes to ensure RS&S maintains optimal efficiency in its operations. The incumbent will serve as a critical liaison between RS&S and the Procurement department, ensuring that procurement procedures are fulfilled promptly, and that Purchase Requisitions (PRs) and Purchase Orders (POs) are processed and acted upon in a timely manner, thus facilitating seamless operational efficiency for RS&S.

In addition, this Senior Administrative Analyst will be responsible for supervising Material Expeditors to ensure they are effectively supporting inventory and material management processes. This supervision will involve task alignment, performance monitoring, and facilitating training sessions to ensure that the team meets RS&S's operational standards and goals.

The incumbent will be based on-site in Hayward, actively participating in high-level inventory audits and reconciliations at RS&S maintenance facilities, providing analytical support and oversight. RS&S is an ISO 9001:2015 certified department with a $177+ operating budget and 886 FTE, which provides engineering, maintenance, and operations support for the BART railcar fleet

The ideal candidate will possess the following skills and experience in addition to the minimum qualifications:

• Strong leadership and organizational skills, with a focus on efficient management of inventory systems.
• Extensive experience in inventory management, including optimization of stock levels, forecasting, and data analysis.
• Proficiency in Maximo for inventory tracking; order processing; Maximo Requisitions; Asset; and WO information; and overseeing Purchase Requisitions and Purchase Orders internally and externally.
• Competency in PeopleSoft for dispatching Purchase Orders and coordinating with various departments.
• Strong communication skills and the ability to collaborate effectively with multiple teams and external suppliers.
• Proficiency in Excel for data analysis and knowledge of SQL for extracting data from Maximo and other source data Tables.
• Expertise in conducting regular inventory audits and reconciliations, ensuring adherence to industry standards and regulations.
• Practiced in Root Cause Problem Solving as well as participating in implementing process changes.
• Experience in contract support and development.

DEFINITION

Performs a wide variety of complex technical, budgetary, analytical, procurement and administrative support duties for an assigned department or division; coordinates administrative systems, procedures and operations; and performs related duties as assigned.

CLASS CHARACTERISTICS

This is the advanced journey level class in the Administrative Analyst series. Positions at this level possess a specialized, technical, or functional expertise within the area of assignment or may exercise lead supervision over assigned lower level staff. Employees are typically assigned significant responsibilities above the journey level and often exercise independent judgment in the performance of all duties. This class is distinguished from the Principal Administrative Analyst in that the latter performs the most complex work assigned to series and may serve in a working supervisory capacity over lower level staff.

REPORTS TO
Rolling Stock & Shops Manager of Maintenance Planning & Logistics

SELECTION PROCESS
This position is represented by American Federation of State, County, and Municipal Employees (AFSCME). Applications will be screened to assure that minimum qualifications are met. Those applicants who meet minimum qualifications will then be referred to the hiring department for the completion of further selection processes.

The selection process for this position may include a skills/performance demonstration, a written examination, and/or an individual or panel interview.

APPLICATION PROCESS
Current employees are strongly encouraged to apply online, either at www.bart.gov/jobs , or on WebBART. Current employees may also apply using a BART paper application by delivering the completed form to the Human Resources Department, or by mailing it to P. O. Box 12688, Oakland, CA 94604-2688.

All applicants are asked to complete the application in full, indicating dates of employment, all positions held, hours worked, and a full description of duties. Online applicants are invited to electronically attach a resume to the application form to provide supplemental information, but should not consider the resume a substitute for the application form itself.

Examples of Duties

Performs a variety of complex administrative, operational, and analytical duties in support of department or division activities; coordinates project activities with District departments, divisions and external organizations.

Coordinates the development, analysis and formulation of the annual budget; develops guidelines and instruction on budget process and procedures; reviews requests for staffing and capital outlay; forecasts funds needed for staffing, equipment and various projects; prepares departmental budget presentations; plans, receives, pays, and improves invoices, generates budget reports; provides status updates to appropriate Manager or Managing Director.

Assists with the implementation of policy and procedural modifications; evaluates impact on divisions or departments; develops implementation plans; recommends and implements modifications.
Implements new systems, methods and procedures; monitors program progress in meeting goals and objectives; conducts updates with management staff to inform and advise on project progress; makes adjustments as necessary.
Coordinates and participates in District department or division organizational studies involving administrative or operational systems, procedures, functions, processes and techniques.
Develops, implements and administers special administrative programs; analyzes current and historical trends; prepares and presents reports.
Provides assistance in organizational development in assigned areas; identifies issues; collects data; analyzes alternatives and makes recommendations.
Participates in special projects including research of new programs and services, budget analysis and preparation, and feasibility analyses; prepares and presents reports.
Trains assigned employees in their area of work including administrative methods, procedures and techniques.
Oversees general office activities; procures supplies; approves invoices; develops personnel schedules; responds to inquiries; investigates complaints; provides general analytical support.
Represents assigned area at various meetings with other departments, divisions, outside agencies and contractors; communicates projects and activities with others as appropriate; prepares for and provides assistance with hosting and participating in transportation related meetings and events.
Responds to and resolves difficult and sensitive inquiries and complaints.



Minimum Qualifications

Education :
A Bachelor’s degree in business administration, public administration, accounting, economics or a related field from an accredited college or university.

Experience :
Three (3) years of (full-time equivalent) verifiable professional administrative, analytical and/or budgetary experience.

Substitution :
Additional professional experience as outlined above may be substituted for the education on a year-for-year basis. A college degree is preferred.

Knowledge and Skills

Knowledge of :

• Operational characteristics, services and activities of assigned program area including administrative, financial, or operations functions.
• Principles and practices of program development and implementation.
• Principles and practices of budget preparation and administration.
• Methods of administrative, organizational, economic, and procedural analysis.
• Methods and techniques of statistical and financial analysis.
• Business computer applications for statistical analysis and data management.
• Principles and practices of procurement, purchasing, and accounting.
• Methods and techniques used to conduct a variety of analytical studies.
• Principles, practices, methods and techniques of report preparation.
• Principles and procedures of record keeping.
• Office equipment including computers, supporting word processing, and spreadsheet applications.
• Related Federal, state and local laws, codes and regulations.

Skill in :

• Performing complex analytical duties.
• Preparing, administering and monitoring capital and operating budgets.
• Maintaining accurate records and files.
• Preparing clear and concise administrative, budgetary, and financial reports.
• Collecting, evaluating and interpreting complex information and data.
• Reviewing and analyzing complex technical documents and proposals.
• Analyzing complex problems, identify alternative solutions and recommend conclusions.
• Working independently in the absence of supervision.
• Interpreting and apply laws, policies, rules and regulations.
• Establishing and maintaining effective working relationships with those contacted in the course of work.
• Communicating clearly and concisely, both orally and in writing.
• Operating office equipment including computers and supporting word processing and spreadsheet applications.
  
  

Equal Employment Opportunity GroupBox1

The San Francisco Bay Area Rapid Transit District is an equal opportunity employer. Applicants shall not be discriminated against because of race, color, sex, sexual orientation, gender identity, gender expression, age (40 and above), religion, national origin (including language use restrictions), disability (mental and physical, including HIV and AIDS), ancestry, marital status, military status, veteran status, medical condition (cancer/genetic characteristics and information), or any protected category prohibited by local, state or federal laws.

The BART Human Resources Department will make reasonable efforts in the examination process to accommodate persons with disabilities or for religious reasons. Please advise the Human Resources Department of any special needs in advance of the examination by emailing at least 5 days before your examination date at employment@bart.gov .

Qualified veterans may be eligible to obtain additional veteran's credit in the selection process for this recruitment (effective Jan. 1, 2013). To obtain the credit, veterans must attach to the application a DD214 discharge document or proof of disability and complete/submit the Veteran's Preference Application no later than the closing date of the posting. For more information about this credit please go to the Veteran's Preference Policy and Application link at www.bart.gov/jobs .

The San Francisco Bay Area Rapid Transit District (BART) prides itself in offering best in class benefits packages to employees of the District. Currently, the following benefits may be available to employees in this job classification.

Highlights

• Medical Coverage (or $350/month if opted out)
• Dental Coverage
• Vision Insurance (Basic and Enhanced Plans Available)
• Retirement Plan through the CA Public Employees’ Retirement System (CalPERS)
  • 2% @ 55 (Classic Members)
  • 2% @ 62 (PEPRA Members)
  • Reciprocity available for existing members of many other public retirement systems (see BART website and/or CalPERS website for details)

Money Purchase Pension Plan (in-lieu of participating in Social Security tax)

• 6.65% employer contribution up to annual maximum of $1,868.65

Deferred Compensation & Roth 457 Sick Leave Accruals (12 days per year) Vacation Accruals (3-6 weeks based on time worked w/ the District) Holidays: 9 observed holidays and 4 floating holidays Life Insurance w/ ability to obtain additional coverage Accidental Death and Dismemberment (AD&D) Insurance Survivor Benefits through BART Short-Term Disability Insurance Long-Term Disability Insurance Flexible Spending Accounts: Health and Dependent Care Commuter Benefits Free BART Passes for BART employees and eligible family members.

Closing Date/Time: Continuous

Salary:

$116,530.67 - $151,489.49 Annually