BASIC FUNCTION:

This position provides comprehensive support across human resources and office services, contributing to APTA’s mission by assisting various departments with administrative functions, employee engagement initiatives, and special projects. This role ensures the efficient operation of HR programs and office activities that enhance staff experience and organizational effectiveness.

DUTIES AND RESPONSIBLITIES:

Specific duties and responsibilities include but are not limited to the following:

Human Resources

  • Assist with full cycle recruiting and onboarding, including interview coordination, creating orientation schedules, and ordering new hire gifts;
  • Support staff benefits programs by processing and reconciling HR/Office Services invoices (bill.com and RAMP) and manages WMATA SmarTrip account;
  • Manage HR-related inboxes (HR, info@apta, and aptajobs) and TEAMS Water Cooler channel (birthdays, anniversaries, and upcoming events);
  • Generate monthly reports (organizational charts, floor plans, staff phone list, etc.);
  • Maintain confidential personnel records and ensure compliance with privacy standards;
  • Maintain position descriptions and staff resumes;
  • Coordinate staff training and compliance programs (ADP performance management, NAVEX, CPR/AED, and others);
  • Create and manage HR communications including newsletter, flyers, documents, and presentations for All-Staff Meetings in Canva;
  • Manage documentation in OneNote and SharePoint/Staff Intranet (HR forms, COI’s, COE’s, fire warden/safety procedures, etc.);
  • Assist with preparation of monthly All-Staff Meetings with HR and host departments; and
  • Organize special organization-wide events (holiday parties, employee celebrations, social activities) and manage Google photo albums.

Office Services

  • Manage office deliveries, security key/fob program (Datawatch), office issues and requests (Cove portal), coordinate visitor access to the suite;
  • Monitor office services inbox account;
  • Order and replenish kitchen/office supplies and stationery, request shredding services, liaise with building community manager, and coordinate with vendors (and maintain listing);
  • Track inventory for Finance and Accounting and prepare end-of-fiscal year report;
  • Handle mail distribution and coordinate FedEx, courier deliveries/shipments;
  • Schedule and manage conference room bookings (AV, IT, catering) as well as maintain employee lounge and east kitchen cleanliness;
  • Prepare/order items for new hires/interns (workstations, business cards, name badges); and
  • Perform a variety of other HR and office services administrative duties as assigned.

Internship Program

  • Coordinate department orientations;
  • Assemble intern presentations and coordinate receptions.

MEASURES OF ACCOUNTABILITY:

  • Ensure a professional manner and appearance in dealing with the public either in person or through the telephone;
  • Ensure delegated responsibilities are carried out in a timely manner;
  • Ensure employee satisfaction through efficient organization of the APTA suite; and
  • Ensure that assignments are carried out and fully executed. The highest level of customer service and confidentiality are demonstrated on a regular basis.

QUALIFICATIONS:

  • Associates degree in a related field (bachelor’s degree is strongly preferred);
  • Three to five years combined human resources and office management experience;
  • Excellent oral and written communication skills and high proficiency in MS Office (Word, Excel, and Power Point);
  • Experience with HRIS, Canva, and SharePoint;
  • Must be proactive, collaborative, and team oriented;
  • Ability to establish and maintain confidentiality and a high degree of customer service;
  • Ability to communicate effectively with staff at all levels; and
  • Must be able to handle multiple tasks simultaneously.

ADDITIONAL INFORMATION:

The American Public Transportation Association offers a competitive benefits package that includes medical, dental, and vision insurance; life and disability insurance; paid time off; a 401(k)-retirement plan; professional development opportunities; and commuter benefits to assist with public transportation costs. The annual base starting salary is anticipated to be in the range of $49,100 to $65,399.

This position is based in Washington D.C. and currently operates on a hybrid work schedule. Employees are required to work in the office on two specific days, Tuesdays and Wednesdays, with the flexibility to choose a third in-office day. The remaining two days of the work week can be worked remotely. Please note that this schedule may be adjusted at any time based on the Association’s needs.

PHYSICAL REQUIREMENTS AND WORK CONDITIONS:

The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Performance of duties requires the use of hands and fingers to handle or feel. The job frequently requires the ability to stand, walk, sit, reach with hands and arms, and talk or hear. Specific vision abilities required include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential job functions. The noise level in the work environment is usually moderate.

Persons interested in applying for this position should submit their cover letter and resume to the Vice President-Human Resources & Administration via email at aptajobs@apta.com.

APTA provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran, in accordance with applicable federal, state, and local laws.

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