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Office Manager

Company: First Transit
Location: Baltimore
Posted on: September 25, 2022

Job Description:



Become an Office Manager with First Transit! Job Purpose Manages, under limited supervision, the overall operation of the Administrative Department in cooperation with the local management team. Performs a variety of tasks including multi-tasking, organizing, directing others, and making sound and quick decisions with ease. Office Managers will be responsible for:

Ensures that all contractual and legal mandates are met regarding CBA compliance, Client billing and payroll. Maintains DBE payment records as well as the Client mandated DBE compliance reports. Compiles the monthly report to be sent to the client representative. Prepares various reports as well as schedules for the General Manager. Directs the Admin / Payroll Clerk and the Data Entry Clerk to make sure that all deadlines are meet with accurate and complete data. Processes orders in First Marketplace and Infor ensuring that the location remains stocked with items needed but not to excess. Administers accounting data, payroll, and employee records making sure that all files are up to date and all documents are properly filed in a timely manner. Coordinates employee benefits at the contract level to include medical, dental, life insurance, 401k and credit union payments. Creates and processes employee profiles for annual increases and other changes in a timely manner ensuring accuracy. Processes check requests and pay card requests for retro pay, pay corrections and any other payroll related issues, in compliance with the CBA and corporate guidelines. Manages the security of manual checks and pay cards. Verifies the accuracy of the payroll data entered and submits payroll on time each payroll Monday. Maintains the files of active and inactive employees IAW corporate guidelines. Develops the Monthly call in list which is used to fill OT from the current seniority list and those individuals that sign up for OT for the month. Enters the new assignments into Payroll each time a Driver Shift pick is conducted. Develops the weekly assignments based on the new run cut when one is required or done at the need of the company or the client. Directs the Clerks to ensure that all missed trip data, dashboard data, passenger counts and PTO is accounted for accurately and completely. Puts together the monthly bill to be submitted to the client as well as the corporate office in accordance with the schedule set by each. Conducts the bi-weekly audit of the payroll received to ensure accuracy and compiles the report to be sent to corporate. Compiles the Quarterly incentive invoice based on the monthly reports received from the client and calculates the amount of the incentive to be paid to Capital. Receives the schedule changes and develops the weekly non-driver schedule based on the submitted changes. Any other administrative tasks and responsibilities that may be assigned. Minimum Education & Certifications Required:
  • High school diploma or equivalent.
  • Higher education preferred. Experience & Skills Required:
    • Minimum 2 years administrative experience
    • Must be self-lead and able to work with minimal instruction provided except when necessary.
    • Basic understanding and use of computers.
    • Prior experience with Microsoft Office applications (Word, Excel) is required.
    • Proven ability in reconciling financial statements.
    • Proven ability in report creation and writing.
    • Excellent written and verbal communication skills.
    • Good interpersonal skills.
    • Excellent desire to provide excellent customer service is a must.
    • Ability to build and motivate teams. First for a Reason Benefits We offer competitive compensation and benefits (which vary based on role, location, and business), including physical and mental health initiatives, medical/dental/vision, 401(k), and paid holiday/vacation. Diversity & Inclusion Because we're stronger together, we aspire to have a culture where all people are First. We're committed to providing an inclusive and diverse working environment for everyone every day. Professional Advancement Start here. Go far. We believe in promoting from within, which means tremendous opportunities for you, thanks to our strong presence across North America. In addition, our 18-month Aspiring Manager Program prepares future leaders at First Transit. Extensive Training Build skills and knowledge in such areas as safety and security, injury prevention, technology and equipment, and job efficiency. Community Service & Impact Go where opportunity meets community. Our customers are at the heart of everything we do. As the face of First Transit and First Vehicle Services in your community, you'll have a positive impact on others. We aspire to have a culture where all people are First. We strive to attract and retain a diverse workforce therefore all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status. First is also committed to providing a drug-free workplace. For candidates applying to positions in San Francisco or Los Angeles California, First will consider for employment qualified applicants with criminal histories consistent with the requirements of the San Francisco Fair Chance Ordinance or Los Angeles Fair Chance Ordinance. First is an equal opportunity employer and by doing so we will sustain and promote an inclusive culture that supports future growth for all.

Keywords: First Transit, Baltimore , Office Manager, Administration, Clerical , Baltimore, Maryland

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