Department Administrator II

Marketing Statement

Bring your executive administrative expertise to a role where your work will have visibility and impact. WMATA’s Office of Procurement and Materials is looking for a highly organized, proactive professional who can serve as a trusted administrative partner to senior leadership while helping manage the rhythm of a complex, fast-moving department. This position goes beyond traditional administrative support. You will coordinate priorities, manage high-profile assignments, prepare executive-level materials, support key projects, improve administrative processes, and work across the organization to keep important work moving forward. The ideal candidate is someone who exercises sound judgment, handles sensitive information with discretion, communicates confidently with all levels of the organization, and takes pride in delivering accurate, timely, and professional results.

The Department Administrator II provides a full range of administrative support to Executive Management Officials and their staff of leaders within a WMATA department. The Department Administrator II is the primary administrator for the entire department. The incumbent performs a wide variety of duties associated with the department such as developing and implementing of administrative and clerical procedures to ensure goals are met; drafts routine correspondence; prepares and/or edits executive controlled correspondence; and oversees secretarial and administrative support for the department/offices. The incumbent works under general guidance/supervision.

Principal Job Duties

• Provides administrative support by performing a variety of complex and confidential administrative duties.
• Receives and directs visitors. Maintains online and paper files. Schedules and maintains calendar of appointments, meetings, and travel itineraries.
• Resolves complex questions and problems. Assists in responding to, and/or directs public requests for information from official files and other resources.
• Designs spreadsheets and maintains databases. Coordinates special projects by developing project plans and schedules.
• Works on special and ongoing projects.
• Compiles, prepares, and distributes periodic reports. Analyzes trends and makes recommendations for changes in departmental programs.
• Monitors and maintains time and attendance.
• Provides work direction to lower level administrative staff. Handles sensitive situations. Provides guidelines and instructional materials for departmental staff regarding procurement and HR actions.
• Develops and implements new office procedures to include document flow, work assignments, and task organization in response to changing conditions or workloads, and develops and recommends policy changes as necessary.
• Serves as the Contracting Officer Technical Representative (COTR) for outside/contract secretarial, clerical, administrative, and designated professional services. Independently works with the contractor to resolve any problems with contract fulfillment and reconciles and approves payment vouchers.
• Manages expense processing.
• Acts as a liaison between department leaders and staff.
• Provides oversight and professional assistance in the development, review, and monitoring of the departmental budget.
• Identifies potential problem areas and recommends new or modified administrative techniques, practices and procedures.
• Prepares departmental documents for submission to the Board of Directors.

Other Duties

• Maintains and promotes awareness and accountability with safety policies and procedures while performing job functions. Promotes a positive safety culture and encourages reporting of safety concerns consistent with our Agency Safety Plan, other regulatory requirements within the Safety Management System and just culture principles.

The functions listed are not intended to limit specific duties and responsibilities of any particular position. Nor is it intended to limit in any way the right of managers and supervisors to assign, direct and control the work of employees under their supervision.

Knowledge

• Knowledge of the missions, programs and practices of the Department and of the Authority
• Knowledge of the Authority's personnel practices, policies and procedures and relevant labor contracts
• Thorough knowledge of administrative and clerical procedures and systems such as basic word processing, managing files and records, and other office procedures and terminology

Skills

• Skilled in use of personal computer hardware, software (spreadsheet, database and word processing)
• Advanced-skilled in written and oral communication
• Office administrative management and organizational skills
• Interpersonal skills to effectively interact with others with confidence, respect, tact and diplomacy

Abilities

• Ability to communicate effectively at all levels of the organization, both orally and in writing
• Ability to establish and maintain effective working relationships with individuals and organizations within and outside of the Authority
• Ability to exercise good judgment and discretion in performing duties, make sound decisions, establish and meet workload priorities under time-sensitive deadlines
• Ability to oversee or as required direct staff work

Machine, Tools, Equipment, Software, Hardware Required

• Microsoft Office Suite
• Personal computers
• Printers
• E-mail Software
• Time Keeping Software
• Enterprise Resource Planning Software (i.e. PeopleSoft, SAP, etc.)
• Document management software

Supervisory Responsibility

Minimum Education

• Associate's degree in Business Administration, or a related field

Minimum Experience

• Five (5) years of senior level administrative support experience, performing complex tasks requiring the consideration of multiple variables to determine proper course of action

Minimum Certification/Licensure

• None

Preferred Qualifications

• Bachelor's degree in Business Administration