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Title: 560 - Administrative Supervisor

Organization: B-Metro: Administration

Department: General Admin

Location: Bmetro

Rate of Pay: 47,233.81

Job Summary

The Administrative Supervisor is responsible to assist in Brownsville Metro Multimodal Transit services tasks by providing a high-level office management leadership guidance, communication, planning, coordinating, evaluating and supervising administrative staff and to ensure efficient and effective operation of services that are provided for the general public and customers. Assists in the framework and draft of contract agreements and memorandums of understanding for Brownsville Metro Multimodal Transit retail clients. Assists in budget preparation and control of the budget accounts for the Multimodal Transit Department. Speak English and Spanish fluently. The Administrative Supervisor works according to set procedures under direct supervision and strictly adheres to all applicable state and local laws, regulations, safety rules, departmental policies, and procedures.

Competencies

• Safety Acumen
• Self-Leadership
• Customer Service
• Effective Communication
• Self-Awareness
• Flexible
• Critical Thinking
• Trust
• Responsible
• Ethical

Key Functions/Knowledge/Skills

• Responsible for contract compliance, renewal requirements and annual listing of Brownsville Metro Multimodal Transit retailer contracts/agreements.
• Reviews invoices and procurement card (P-card) for payment that they do not exceed original contract amount.
• Coordinates fiscal procedures within the organization and prepares financial reports and presentations to ensure that expenditures are in accordance with allocation of funds.
• Prepares purchase orders to ensure expenditures are in accordance with allocation of funds.
• Capable of working with management, internal department, other departments and staff to maintain positive image of the division and services and to assist with daily accounting, operations and planning functions as may be required.
• Research, analyze and compile information to prepare project reports and organize and maintain accounting files.
• Performs various accounting functions such as payroll processing, accounts payable and receivable, invoices, bank deposits, terminal vendor as may be required.
• Plans, schedules and/or attends meetings and conferences, and prepares reports thereon.
• Act as the records management liaison for the department.
• Act as a Notary Public for contract/agreements and various projects.
• Act as Transit Advisory Committee (TAC) liaison for the department.
• Prepares and maintains time and attendance records, leave time, comp time and overtime reports, terminations, new hires and transfers.
• Supervises, assigns, and delegates work duties to assigned employees; monitors work quality, productivity, and performance; provides ongoing guidance and direction; and conducts performance evaluations under the general supervisor of the Deputy Director and Director.
• Assists Department Administration in researching development strategies and implementing training for departmental staff on city focusing primarily in, but not limited to, customer service, cash handling, policies, Standard Operating Procedures (SOPs), and other training as required and needed.
• Assists team members in developing a performance improvement plan when deficiencies are detected.
• Count in vault, prepare receipts and deposit data entry may be required. Assist Department Administration in updating vault procedures and ensure preventative maintenance of vault equipment is properly coordinated with Facilities Manager or Maintenance Coordinator.
• Responsible for monthly tally of Ticket Vending Machine (TVM) in conjunction with Parking & Operations Technician.
• Assists Department Administration with annual and triennial audits and/or surveys as may be required.
• Participates in the maintenance of Department’s Working Plan on annual basis.
• Works a flexible work schedule to include weekends, after hours and holidays if needed.
• Performs related tasks/projects as assigned.
• Possesses the ability to manage time efficiently to accomplish goals and tasks.
• Works effectively under pressure and stringent schedules and produces accurate and satisfactory results.
• Responds to questions from management, clients and public in a proficient manner and has professional appearance at all times.
• Communicates skillfully at all levels, both orally and in writing.

Minimum Education & Experience

Bachelor's degree (no experience), or associate's degree plus two years of experience, or high school graduation or GED plus four years of experience.

Special Certifications & Licenses

Valid Texas Driver’s License
Notary Public License

Independence & Judgement

Average judgment: must recognize and resolve problems such as bad grammar, type of procedure to apply, where to refer call or correspondence without specified destination; may involve freedom in selection of work methods among approved routines, setting of priorities, or sequencing of tasks within established schedules.

Initiative & Ingenuity

General guidelines: requires a lot of interpretation and non-standard responses to varied situations; have to figure out where to go for answers (not all sitting there in procedures manual); must take multiple factors into account; some control over priorities.

Supervisory & Responsibility

Organizes, plans, and controls the work of assigned employees; coaches and advises subordinates on job performance; responsible for disciplinary actions; participates in hiring and discharge interviews and/or recommendations on hiring and discharge are given substantial weight.

Financial Responsibility

Prepares payroll; reconciles bank accounts.

Level & Frequency of Outside Contact

Frequent contact with the public or other organizations; interactions may require obtaining cooperation of people; courtesy and tact are required when dealing with moderately difficult or sensitive issues.

Physical Demands

Office job with little or occasional light physical effort, may require brief periods of muscular exertion, such as standing, lifting, moving, pulling, pushing, etc. Ability to exert up to 20lbs. of force occasionally to move objects.

Responsibility for Equipment & Property

Responsible for assigned equipment/property used outside of office; responsible for handing out to and retrieving property/equipment from employees and keeping inventory; use of City vehicle.

Working Conditions

Office job, no adverse conditions.

Other Requirements

The City of Brownsville requires all employees to successfully pass a Drug & Alcohol and a physical examination and a Background Check.

ADA Requirements

The City of Brownsville is an Equal Opportunity Employer. ADA requires the City to provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are invited to discuss accommodations.

Benefits

The City of Brownsville offers a comprehensive benefits package designed to support its employees' well-being and future. Employees participate in a robust retirement plan through the Texas Municipal Retirement System (TMRS) City to Employee Matching Ratio 2:1, with eligibility for retirement after 5 years of service at age 60 or 20 years of service at any age.

The City provides exceptional health benefits, including medical, dental, and life insurance plans for employees and their families, along with vision coverage for employees enrolled in health insurance through MetLife. Employees and their dependents can also access care at Frontier Clinic at no cost when covered by the City's health plan. Additionally, pet insurance is available as a voluntary benefit.

Employees have access to deferred compensation plans through Equitable and supplemental insurance options from AFLAC and Colonial Life. Full-time employees accrue 10 sick days and 15 vacation days annually.
The City offers parental leave concurrent with FMLA for eligible employees, longevity pay, and 100% tuition assistance up to $5,000 annually. Furthermore, Brownsville observes 14 holidays per year, plus two floating holidays, giving employees a balanced and rewarding work-life experience.
Starting in fiscal year 2025, employees will have access to flexible scheduling options as part of our commitment to work-life balance.

EEOC Statements

The City of Brownsville does not discriminate on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factors.