Regulatory Assistant

San Diego Metropolitan Transit System (MTS)•San Diego, CA

29d

About The Position

The For-Hire Vehicle Administration (FHVA) is a San Diego Metropolitan Transit System (MTS) Department that administers and enforces rules governing for-hire vehicles (e.g. taxicabs, jitneys, charter, low speed, sightseeing and non-emergency medical vehicles) for multiple cities in San Diego County. The FHVA goals as a department are to ensure public safety and consumer protections, and to provide excellent customer service to the permit holders it regulates and the general public. Under the direction of the FHVA Manager, the Regulatory Assistant is responsible for a broad range of administrative duties and will assist with processing for-hire vehicle permit applications. Administrative duties may include but are not limited to: clerking and arranging committee meetings, data entry, maintaining electronic files and contact lists, and assisting staff with projects as assigned. Processing for-hire vehicle permit applications may include but is not limited to: communicating with permit holders on FHVA regulations and the permit application process, monitoring vehicle insurance policies, collecting fees and other necessary documents.

Requirements

Knowledge of, or ability to learn, MTS policies and regulations
Ability to read, understand, and apply MTS policies and regulations
Ability to write letters, memoranda and reports using clear, concise and grammatically correct English
Ability to speak clearly, distinctly, and effectively in person-to-person or small group situations using tact and diplomacy
Ability to coordinate and initiate actions necessary to implement decisions and delegate responsibilities to appropriate personnel
Ability to establish and maintain priorities in order to complete assignments by deadlines without detailed instructions
Skill in verifying the accuracy and completeness of forms and reports
Knowledge of the Microsoft Application Suite (Word, Excel, Outlook, Powerpoint, Teams) and Adobe Acrobat, and the ability to learn and use other software that MTS might have or acquire
Knowledge of standard office administrative and secretarial practices and procedures
Knowledge of USPS rules and pricing.
High school graduate with at least five years of administrative assistant experience.
Must be able to take and transcribe dictation at 70 WPM and able to type 65 WPM (corrected).
Must possess and maintain a valid California Driver License or be able to utilize alternative transportation when needed to perform job-related essential functions.
Must satisfactorily pass all applicable post-offer examinations, including but not limited to a pre-employment physical conducted by an independent medical provider, a comprehensive criminal background check, and, when applicable, a pre-employment drug test as required by MTS Board Policy 35.

Responsibilities

Plans, initiates, and completes a variety of complex administrative duties and special projects for MTS management and FHVA staff to ensure timely project completion.
Performs data entry and updates to FHVA databases and/or online permit processing software.
Compiles data (e.g. number of permits and permit types) in order to prepare reports regarding FHVA activity.
Reviews documents for accuracy and completeness.
Maintains electronic files (e.g. scanning documents, developing organizational methods for electronic files for ease of access and use by FHVA staff).
Maintains permit holder email, phone, and text contact lists within FHVA databases and/or online permitting software.
Monitors office supply inventory and appropriately orders new supplies when necessary.
Monitors physical mail and ensures any permit holder documentation left in drop box is forwarded to the appropriate staff.
Clerks quarterly Taxicab Advisory Committee and related subcommittee meetings, which includes: scheduling meetings, preparing meeting materials for internal review, posting and distributing meeting materials to committee/subcommittee members and interested parties, overseeing that the meeting is running in accordance with meeting procedures (e.g. overseeing Zoom meeting for virtual attendees, public announcement relating to public commenters, roll call, voting on agenda items), and transcription of minutes for all related Taxicab Advisory Committee meetings and subcommittee meetings. Committees may include public officials and other industry stakeholder members.
Communicates, whether verbally or written, with MTS staff, permit holders, members of the public, public officials in a courteous, professional, and prompt manner.
Assists in the processing of new permit applications, which includes but is not limited to: ensuring a permit application has provided complete information, reviewing permit application so that it is processed in accordance with procedures, monitoring whether insurance policies meet requirements and or not expired; when insurance policies are found to not meet requirements or are expired, then communicates with permit holder or insurance broker(s) for corrections.
Assists with the collection of various required documents and annual regulatory fees.
Compiles documents and redacts non-public information, as appropriate, in response to Public Record Act requests.
Opens, tracks and enters data for service complaints in customer relationship management (CRM) and refers them to the Regulatory Supervisor for appropriate follow-up.
Assists the FHVA Manager as needed.
Clerks other MTS general committees for cross-training and other purposes. Committees may include public officials and other industry stakeholder members.
Performs other duties as assigned.