Manager, Maintenance and Mechanical Administration (Alaska Railroad)

Full Job Description

PURPOSE OF POSITION:

Serves as the senior administrative leader for the Maintenance and Mechanical Departments ensuring all administrative functions are completed effectively and efficiently. Exercises discretion and independent judgment on matters of significance, including interpreting policies, managing administrative operations, managing administrative staff, and serving as an advisor to the Chief Maintenance and Mechanical Officer (CMMO). This position ensures the effective execution of high-level administrative functions, development of administrative programs, and alignment of departmental operations with ARRC strategic and operational goals.

Duties and Responsibilities:

Plans, organizes, directs, and reviews the daily work and operations of six administrative assistants and timekeeper(s). Establishes priorities, assigns work, reviews performance, and ensures compliance with ARRC policies and procedures, and collective bargaining agreements. Responsible for maintaining a high level of team performance and competency by providing coaching, technical support, coordinating ongoing team member development and training, establishing goals, and monitoring performance. Responsible for cross-training of direct reports to ensure continuity of administrative operations. Organizes own work, sets priorities and meets critical deadlines. Responsible for management of apartment lease contracts. Provides direct oversight of lodging reservation process and assists direct reports in making lodging reservations as necessary. Participates in departmental planning related to staffing, budgeting, resource allocation, and process improvements. Compiles and maintains records, reports, budgets, forms, schedules and online documentation. Exercises meaningful influence over hiring, discipline, and performance actions. Active supervision of flagging process.

Utilizes advanced office software to produce complex documents, analytics, charts, and performance reports. Independently monitors and tracks departmental directives, commitments, and deadlines. Exercises independent judgment in resolving administrative issues and recommending process or policy improvements.

Researches, compiles, and prepares documents and briefings. Coordinates directives and follows up on assignments.

Oversees creation and maintenance of administrative records which may include procurement documentation such as requisitions and quotes, reconciliation of department credit card (p-card) purchases, travel records, and cost-coding structures. Serves as the Department liaison with Supply Management for contract issuance. Reviews and approves invoices and expense reports within designated authority. Ensures accuracy and compliance with ARRC records management standards and procurement practices. Designs and implements administrative procedures, guidelines, and workflow systems.

Supports recruitment and training programs for Maintenance and Mechanical departments. Monitors employee training for completion. Ensures that training records are stored in ARRC repository.

Provides relief coverage for coworkers during periods of absence. Coordinates relief coverage for direct reports during absences to ensure continuity of operations.

Performs other duties as directed

FACTOR 1: Technical and Operational Knowledge. Advanced knowledge of administrative management principles, organizational systems, and records management.

Knowledge of ARRC procurement processes, cost-coding practices (operating and capital), and collective bargaining agreements.

Solid understanding of budget management, including identification of operating expenses and capital expenses, and the ability to differentiate between ARRC capital funding and federal capital funding.

Proficiency in Microsoft Office Suite, databases, reporting tools, and document management systems. Expertise in policy interpretation, administrative program execution, and business writing.

Operating knowledge of Maintenance of Way timekeeping process sufficient to cover Timekeeper absences and to cross-train staff. Railroad and operational field experience preferred.

FACTOR 2: Analytical Skills and Impact. Ability to interpret policies and exercise independent judgement in resolving complex administrative issues.

Strong analytical, problem-solving, and decision-making skills with the ability to manage competing priorities.

Detail-oriented with the ability to design administrative workflows and evaluate process efficiency.

FACTOR 3: Supervision and Control. Direct supervision of represented administrative staff and oversight of administrative work product.

Authority to influence hiring, discipline, and evaluation of performance. Oversight of administrative budgets, records, cost-coding, flagging process, and procurement-related processes.

FACTOR 4: Communication. Excellent interpersonal, written and verbal communication skills. Frequent interaction with executives, staff, vendors, and external customers.

Ability to gain cooperation and support from others through persuasion and relationship-building. Ability to maintain confidentiality at all times.

FACTOR 5: Working Conditions. Work is performed in a standard office or indoor environment.

Essential functions are regularly performed without exposure to adverse environmental conditions; however, employees may be exposed to minor inconveniences such as occasional heating/cooling, or ventilation problems.

Occasional rail belt exposure and travel for meetings, outreach, and training. On-call as part of the Incident Command Team.

Requirements

Education Requirements:

Associate degree in business administration, management, organizational leadership, public administration, or related field. May substitute related work experience for the educational requirement on a year-for-year basis.

Work Experience:

Five (5) years of progressively responsible office management experience.

Three (3) years of supervisory experience overseeing administrative or operational support teams.

Experience in policy interpretation and administrative systems management.

Experience with records management programs and procurement processes.

Extensive knowledge of office practices and related software programs.

Must have valid driver’s license and maintain confidentiality.

Preferred Qualifications

Bachelor’s degree in business administration, management, organizational leadership, public administration, or related field

Railroad and operational field experience

Certified Administrative Professional (CAP), Certified Project Management Professional (PMP), or related professional certification

Qualifications

Additional Information

WORKPLACE ALASKA APPLICATION QUESTIONS & ASSISTANCE
Questions regarding application submission or system operation errors should be directed to the Workplace Alaska hotline at 1-800-587-0430 (toll free) or (907) 465-4095 if you are located in the Juneau area. Requests for information may also be emailed to recruitment.services@alaska.gov.

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