Safety & Security Coordinator

Job description

General Summary: Under the direct supervision of the Safety Administrator, this position will be responsible for general clerical, recordkeeping, and administrative support for the Safety & Security department, including communicating with various departments and external organizations as it relates to the scope of work.

Essential and Marginal Functions: Essential and other important responsibilities and duties that must be performed, with or without reasonable accommodation, may include, but are not limited to, the following:

• Develop and maintain databases as needed, maintain department records and files, prepare correspondence, reports, and provide clerical support to Safety & Security staff as needed.

• Responsible for maintaining inventories, payment processes, deposits, reviewing invoices, scheduling, preparing travel arrangements, and other critical support activities.

• Prepare and process departmental reports, including monthly, statistical, and open records data reports for management and departmental needs.

• Organize and maintain department files and provide support to the department.

• Serve as a liaison with other public agencies, insurance companies, and service providers to ensure efficient and cost-effective operation.

• Oversee claim adjustment activities within political, legal, technical, and loss funding constraints.

• Coordinate with attorneys to provide them with necessary documentation relating to accidents or claims.

• Schedule and coordinate departmental meetings, including Accident Review Board (ARB) meetings

• Responsible for preparing, reviewing, and distributing all ARB-related correspondence after each meeting, ensuring compliance with applicable timelines and documentation standards.

• Perform general administrative telephone, mail, and receptionist duties.

• Establish and maintain effective working relationships with those contacted in the course of work.

• Issue proximity cards to all CCRTA staff and tenants and maintain an up-to-date log of all active and assigned cards.

• Review all accident and incident reports and determine whether video footage should be retrieved to support filed claims.

• Update and maintain the Emergency Preparedness Plan, associated policies, and supporting PowerPoint materials.

• Enter major and minor accident/incident data into the National Transit Database (NTD) monthly in accordance with reporting requirements, including completion of the S&S-40 and S&S-50 reports, as well as the annual S&S-20 CEO Certification Report.

• Perform other duties as assigned.

Qualifications include:

Knowledge, Skills & Abilities:

• Effective time management.

• Modern office procedures, methods, office, and computer equipment.

• Willingly foster a positive work environment.

• Provide service courteously and professionally.

• Multi-task and work with a diverse group of people.

• Exercise independent judgment and responsible decision making.

• Comply with CCRTA policies and procedures.

• Maintain dependable attendance record.

• Maintain confidentiality regarding all CCRTA-related business information and personnel issues.

• Communicates in English effectively, verbally, and demonstrates superior written communication skills, understanding, and following oral and written instructions.

• Type at a speed necessary for successful job performance;

• Interpersonal communication skills at a level suitable for courteous business interaction with the Directors, all staff, and management levels within the Authority, representatives and officials of public and private agencies, vendors, and the general public.

• Proficiency in Microsoft Excel, Word, PowerPoint, Access, and similar word processing applications, with the ability to operate computerized financial software.

Physical Requirements:

Standard physical activity includes, but is not limited to, sitting, standing, and walking activities. Essential and marginal functions require maintaining physical conditions necessary to carry/lift/push or pull loads up to 10lbs.

Working Conditions:

Works primarily in a typical, climate-controlled office environment. An average amount of overtime and extended work hours is required. The noise level in the work environment is usually moderate. While performing the duties of the job, the employee occasionally works in outside weather conditions.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. It is the CCRTA’s business philosophy and practice to provide reasonable accommodation to the known physical or mental disabilities of qualified individuals, according to applicable state and federal law, and may be made to enable individuals with disabilities to perform essential functions. To request reasonable accommodation regarding your application for employment or the performance of the essential functions of your job, please contact the Human Resources Department at (361) 903-3524.

Experience and Training Requirements:

This position requires any equivalent combination of the following training, education, and experience that provides the individual with the required knowledge, skills, and abilities to perform the job.

• Education: Associate degree from a 2-year college or accredited business school

• Experience: Minimum two (2) years’ work experience in a related administrative area.

• License or certificate: Possession of an appropriate, valid TX Driver’s License on the date of application as required for the position to operate CCRTA vehicles.

• Other Requirements: Must be at least 18 years of age. Any job offers and continued employment are contingent upon completing and passing a pre-employment job agility evaluation, physical, drug

and alcohol screen, and background investigation with not more than two moving violations or accidents in the past three years, no more than one DWI/DUI in a lifetime, and no DWI/DUI in the past five years.