(USA) Manager, Business Operations eCommerce, Site Content Strategy - job 7 of 25

WHO WE'RE LOOKING FOR The Executive Assistant I of Demand Response and Innovative Mobility reports directly to the Vice President. This position performs complex professional assistance work for department’s staff and management. Work involves coordinating high-level administrative operations of an organization or division. Works under minimal supervision, with moderate latitude for the use of initiative and independent judgment. Supports members of MetroAccess, Pickup, and Bikeshare areas and their customers.WHAT YOU'LL BE DOINGPerform administrative support for the Vice President, Directors, management members, and staff to include schedule/calendar management, screen, handle telephone communications, direct mail, order office supplies, resolve administrative problems and inquiries as appropriate.Assists with customer inquiries and routes matters to the appropriate personnel for investigation and resolution.Serve as initial point of contact for all matters pertaining to Demand Response and Innovative Mobility; independently research, prioritize, and follow-up on multiple incoming issues, and concerns addressed to the department, which represent CapMetro, including those of a sensitive and/or confidential nature.Uses independent professional judgement to determine appropriate course of action, referral, and /or response on behalf of the Vice President and department personnel.Serve as Oracle Financial Management System superuser on behalf of the division. Receives and delegates all items for the department, tracks items through workflow to ensure timely completion.Manage requisitions in system for the department, ensuring accuracy and timeliness.Coordinates staff meetings and prepares meeting minutes as needed. Maintains minutes, recordings, and transcript of these meetings.Supports the annual division capital and operating budget preparation and monthly variance reports. Investigates discrepancies and provides justification backup for expenditures for department.Assists with identifying, researching, and coordinating resolutions to complex technical issues related to project budgets, financial software, vendor payments, expense reporting, check requests, mileage reimbursement and p-card reporting and other items for staff and other departments as needed.Generate ad-hoc reports in response to requests from department staff and management related to purchasing at the detailed transaction and summary level reports by requisition, purchase order, contract, and/or department.Review documents for signatures and coordinate completion of approval across multiple departments in the agency (i.e., task orders, projects, executive memos, p-card requests, check requests, and other authorization expenditures).Perform final reviews, and entry into software of draft board agenda items, ensure the provisions of a quality Board agenda packet, assure adherence to deadlines for the department, Board of Directors and/or Board Committee meetings.Coordinates activities related to new hires including interview scheduling, onboarding items, and follows up with new-hires and other departments to ensure completion of software setup and equipment needed.Interact with agency Project Management System to understand project assignments.Perform other duties as required and/or assigned.