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Administrative Asst - 90198232 - San Dimas

Your success is a train ride away.
Amtrak connects businesses and communities across the country and we move America's workforce toward the future. We employ more than 20,000 diverse, energetic professionals in a variety of career fields throughout the United States. The safety of our passengers, our employees, the public and our operating environment is our priority and the success of our railroad is the result of our employees.
Are you ready to join our team?
SUMMARY OF DUTIES:
This position provides comprehensive administrative and secretarial support for Amtrak's senior manager of Amtrak's Southern California Regional Rail Authority's (SCRRA) Metrolink Commuter Contract. It provides support to numerous internal and external leaders to ensure efficiency and effectiveness of day-to-day contract operations and office locations. Acts as a liaison with other departments and outside agencies, including high-level staff such as Amtrak's VP and AVP Operations, SCRRA's Chief Operating Officer and Deputy Chief Operating Officer, and SCRRA's Law department. Responsible for demonstrating Amtrak's values and leadership philosophy while providing customers with excellent service and meeting performance targets that are driven by and aligned with Strategic Plan Goals in the areas of Safety and Security, Customer Focus, Financial and Organizational Excellence.
ESSENTIAL FUNCTIONS:
Meets visitors, screens incoming calls and responds to or directs business requests to appropriate party. Sorts and distributes mail. Composes, edits, and assists in preparation of all correspondence. Establishes and maintains an extensive filing system.
Procures office equipment/supplies while adhering to budgeting guidelines.
Provides training to and serves as a backup for the entire management team. Explains policies when necessary.
Coordinates travel arrangements for both contract and divisional employees.
Effectively contributes to a safe, secure and efficient work environment for employees and our commuter partner, SCRRA. Demonstrates necessary leadership to support a customer focused culture within the Metrolink Commuter Operations organization and Amtrak. Measures include Adherence to Section B.3 of SCRRA commuter contract agreement OP136-10 and Adherence to Section B.12 of SCRRA commuter contract agreement OP136-10.
Handles confidential and non-routine information. Performs broad range of administrative duties of highly confidential nature on a regular basis, requiring initiative and judgment to make independent decisions. Critically reviews contract correspondence and financial transmittals, training records, disciplinary files, Unusual Occurrence Reports, and provides direct guidance to supervisors when documentation is inadequate, incomplete, inconsistent or erroneous.
Achieves records management compliance with Appendix 10 of SCRRA commuter contract agreement OP136-10. Assists in the preservation of evidence when accidents occur. Other contractually mandated or customer requested records provision and archiving are also fulfilled through the position.
Routinely researches employee status and headcount, employing cross-comparisons of individuals and positions working across our legacy and ERP systems to confirm circumstances in relationship to our budget and org structure.
Identifies through research and investigation MLOA/FMLA compliance issues/status and initiates resolution of errors and challenges with HRESC, local supervisors and CMS. Evaluates potential RCD1 opportunities with HR.
Maintains custodial customer asset inventories. Items and associated maintenance, age and condition are measured and evaluated; automotive vehicle condition, reporting and insurance/tax compliance are examined and then coordinated. Manages radio equipment/cellular phone condition and needs.
Retains Hours of Service, FELA and D&A testing documentation. Independently produces a D&A testing spreadsheet for the Designated Employee Representative within the Environmental, Health and Safety Department. Analytically, the position critically appraises records for inaccuracies, inconsistencies and omissions and ensures correction.
EIP delegate for all supervisors, managing submittals beginning with content creation, evaluation, correction if needed, and monitors process milestones.
Coordinates depositions and manages chain-of-custody requirements.
Performs other duties and projects as assigned.
EDUCATION:
Must have a High School Diploma.
PREFERRED EDUCATION:
Bachelor's Degree preferred.
WORK EXPERIENCE:
Several years of administrative/secretarial experience working for a senior staff member.
Proficient in a variety of computer software applications in word processing, spreadsheets, database and presentation software (Word, Excel, PowerPoint). Preferred experience in Microsoft Office and in preparation of spreadsheets, graphs and charts; presentation materials.
Must have strong organizational skills and ability to work with little supervision.
Must be able to streamline work methods and processes to eliminate inefficiencies.
Must have analytical ability in order to gather and summarize data for reports, find solutions to various administrative problems, and prioritize work.
High level of interpersonal skills to handle sensitive and confidential situations. Position continually requires demonstrated poise, tact and diplomacy.
Experience supporting executives in a highly complex organization.
OTHER REQUIREMENTS:
Constantly or frequently sits, stands, walks, and may lift, carry, push or pull objects of various weights.
May reach, kneel, crouch, bend, or twist in order to perform administrative tasks (e.g. filing, retrieving materials from desks and bookcases, moving around an office setting).
COMMUNICATION AND INTERPERSONAL SKILLS:
Must have excellent oral and written communication skills.
Requisition ID:35628
Posting Location(s):California
Personnel Area:CA61
Job Family/Function:Administrative Support
Relocation Offered:No
Education Requirements:High School/GED
Travel Requirements:Up to 25%
Employment Experience Requirements:5 - 7 years of experience
Amtrak employees power our progress through their performance.
We want your work at Amtrak to be more than a job ? we want it to be a fulfilling experience where you find challenging and rewarding opportunities, respect among colleagues, competitive pay, benefits that protect you and your family, and a high performance culture that recognizes and values your contributions and helps you reach your career goals.
We proudly support and encourage U.S. Veterans to apply for Amtrak job opportunities.
All positions require pre-employment background verification, medical review and pre-employment drug screen. Amtrak is committed to a safe and drug-free workplace and performs pre-employment substance abuse testing. All new hires are required to undergo a hair drug test which detects the presence of illegal drugs for months prior to testing. We appreciate your cooperation in keeping Amtrak safe and drug-free.
In accordance with DOT regulations (49 CFR section 40.25), Amtrak is required to obtain prior drug and alcohol testing records for applicants/employees intending to perform safety- sensitive duties for covered Department of Transportation positions. If an applicant/employee refuses to provide written consent for Amtrak to obtain these records, he/she will not permitted to perform safety-sensitive functions.
Note that any education requirement listed above may be deemed satisfied if you have an equivalent combination of education, training and experience.
Amtrak is an Affirmative Action/Equal Opportunity Employer and we welcome all to apply. We consider candidates regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, disability (including blindness), or veteran status.
POSTING NOTES: Administrative Support -- Corporate



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