SALARY

$82,963.75

POSITION SUMMARY

Under direction, performs advanced office activities and administrative and general support duties of a highly responsible and confidential nature. Assists in the planning and implementation of selected projects and programs necessary to meet the needs and objectives of the Infrastructure department and the Authority as a whole.
PRIMARY RESPONSIBILITIES

• Coordinates various projects, special assignments, and support activities as assigned.
• Maintains and files department records.
• Assists in maintaining various reports and presentations.
• Prints and distributes various reports and communications.
• Collects and analyzes budget and personnel data.
• Prepares and processes documents relating to department personnel.
• Provides project management and coordination on special projects as assigned by department management.
• Initiates, organizes, and conducts special projects.
• Produces complex correspondence, reports, and presentations using software for work processing, spreadsheets, and graphics.
• Executes project management strategies and functions, and works closely with other departments, as directed, related to special projects and initiatives
• Communicates with Managers regarding project and initiative progress, expectations, and deadlines.
• Serves as department liaison for internal and external departments.
• Acts as liaison between divisions and departments (as well as other agencies, governmental organizations, and outside vendors as needed) meet departmental needs.
• Maintains contact with various departments at the direction of management to ensure follow up on assignments and projects to meet required deadlines and goals.
• Communicates with various individuals and departments to disseminate and gather information for supervisor.
• Maintains files and correspondence on behalf of Department Management.
• Organizes and maintains files and correspondence, and follows up on pending communications and projects with limited direction.
• Drafts responses on behalf of executive management.
• Routes routine correspondences received to correct individuals, as needed.
• Communicates with various individuals and departments to distribute department communications.
• Performs receptionist duties for department.
• Receives and refers office visitors and telephone calls.
• Screens inquiries, answers questions, and provides information as appropriate.
• Schedules appointments and coordinates arrangements for meeting and conferences.
• Maintains calendars and arranges travel itineraries and transportation as needed.
• Assists department managers on requirements for the preparation, documentation, and submission of their budgets. Performs budgetary functions and duties associated with all phases of the budget process, including the formulation, justification, presentation, and execution.
• Performs related duties as assigned.

MANAGEMENT RESPONSIBILITIES

Reporting to this position are the following jobs:

Job Title

CHALLENGES

• Maintaining a high level of confidentiality.
• Ensuring meetings for supervisor is balanced.
• Providing accurate information on behalf of supervisor.
• Organizing and analyzing data from numerous and diverse sources.

EDUCATION/EXPERIENCE REQUIREMENTS

• Bachelor's degree in Communications, Business Administration, or a related field, plus five (5) years of administrative support experience, or an equivalent combination of education and experience related to the position.
• Professional certification or paralegal certification preferred.

PHYSICAL REQUIREMENTS

• Requires remaining in a stationary position for extended periods of time and constantly operating a computer and other office productivity machinery.
• Service Area Requirement: Exempt (Non-Union) employees must live within the boundaries of the CTA Statutory Service Area either at the time of employment or within 6 months of beginning employment at CTA.

KNOWLEDGE, SKILLS, AND ABILITIES

• Detailed knowledge of administration and secretarial practices.
• Detailed knowledge of principles in business letter writing and report and presentation preparation.
• Detailed knowledge of filing and record keeping principles and procedures.
• Advanced computer and Microsoft Office skills to produce correspondence, reports and spreadsheets.
• Strong verbal and written communication skills.
• Strong organization skills with attention to detail.
• Strong analytical abilities and problem solving skills.
• Strong writing and communication skills with the capability of effectively communicating with a variety of audiences.
• Ability to maintaining a high level of confidentiality.
• Ability to prioritize.
• Good research and analytical skills.
• Good project management skills.
• Good organizational and attention to detail skills.
• Ability to prepare and maintain accurate logs, records, and reports.
• Ability to be a critical and independent thinker.
• Ability to take large amounts of raw data and synthesize in meaningful reports.
• Ability to maintain effective working relationships with staff at all levels of the organization.
• Ability to foster teamwork and experience with and interest in working in a team environment.
• Ability to manage multiple projects and to balance competing priorities and deadlines.
• Ability to meet deadlines with timeliness and accuracy.
• Ability to prioritize various projects with competing deadlines.
• Ability to perform highly complex administrative and secretarial support services.
• Ability to interpret and apply departmental policies and procedures.
• Ability to plan, organize, and schedule office priorities.
• Ability to maintain confidential files, records, and reports.

WORKING CONDITIONS

• General office working environment.

EQUIPMENT, TOOLS, AND MATERIALS UTILIZED

• Standard office equipment.
• Personal computer and related software (Microsoft Word, Excel, PowerPoint, etc.)