Los Angeles County Metropolitan Transportation Authority

Job Specification




Pay Grade
Job Summary
Under moderate supervision, performs a variety of clerical duties in support of Talent Acquisition, involving employment-related processing functions, providing customer service, and other human resources related tasks and responsibilities while assigning, monitoring, and reviewing the work of Employment Processing Specialists.
Duties and Responsibilities
  • Greets customers promptly to assist with routine employment inquiries, including appointment check-ins, badge replacements, and transportation pass requests
  • Answers telephone calls courteously and promptly to assist with routine inquiries pertaining to job vacancies, status of application, and other employment related issues; when necessary, screens and refers calls to appropriate staff for handling
  • Opens, stamps, and distributes mail
  • Establishes and maintains various records, including employment related filing systems, various logs, departmental records, seniority rosters, and job bid files for vacant union-represented positions
  • Establishes, verifies, ranks, and accurately maintains seniority rosters of various represented employees in accordance with the appropriate collective bargaining agreement for consideration to vacant positions
  • Processes and completes detail work in connection with employee identification badges and transportation passes, including verifying needed paperwork and taking photos of employees and employees′ family members
  • Proctors and/or administers testing
  • Schedules appointments with job applicants for interviewing and testing
  • Schedules pre-employment and re-instatement physical examinations; receives notification from medical facility of results; and informs appropriate Human Resources Analyst if results are unfavorable
  • Reviews and verifies information provided by employees and new hires, prior to employment processing, for completeness and accuracy on required employment-related documents and completes necessary paperwork in accordance with Metro guidelines and applicable regulatory agencies
  • Conducts new hire processing, including taking fingerprints impressions, photo identification, assigning employee identification number, verifying employment-related documents for completeness and accuracy, and completing Personnel Action Forms (PAF) and Medical Services Authorization (MSA)
  • Conducts new employee orientation
  • Assembles and prepares employment-related materials for new employee processing
  • Maintains and distributes established Transportation Communications Union (TCU) eligibility lists
  • Awards positions to union-represented employees being promoted, displaced, or rehired in accordance with established collective bargaining agreements
  • Schedules testing for qualified employees bidding on union-represented vacancies
  • Assists in the processing of displaced union-represented employees
  • Establishes and maintains personnel and medical files
  • Disposes of and shreds obsolete records with supervisor's approval
  • Receives and responds to employment information requests from both external and internal clients via mail, e-mail, and walk-in traffic
  • Researches and gathers information from appropriate databases and personnel files to verify and/or provide accurate employee information
  • Maintains the Verification On-Line system and assures that all requests are responded to in a timely manner
  • Monitors the Employment Verification Hot Line and answers telephone calls courteously and promptly to assist with inquiries pertaining to employment information; when necessary, screens and refers calls to appropriate staff for handling
  • Receives PAFs and other paperwork together with employee′s departmental file for processing of clearance order and close-out of employee′s personnel file upon termination of employment
  • Verifies with appropriate staff that agency passes issued to employee and their dependents, equipment, and other agency property issued to the employee have been turned in
  • Assesses cost of unsurrendered items for payroll deduction
  • Completes clearance order and forwards to Payroll for final paycheck processing
  • Operates a variety of office equipment, including shredders, microfilm cameras, LiveScan equipment, calculators, computer terminals, electric lateral filing machines, etc.
  • Processes and inputs data from PAFs, Personnel Data Sheets, W-4s, etc.
  • Receives, processes, and maintains letters from the Federal Internal Revenue Service (IRS) and California Franchise Tax Board regarding actions needed, such as Lock-In and Release letters
  • Orders and maintains office supplies
  • Leads employees by prioritizing, planning, and assigning work and providing training
  • Contributes to ensuring that the Equal Employment Opportunity (EEO) policies and programs of Metro are carried out

May be required to perform other related job duties

Essential Knowledge, Skills and Abilities
Knowledge of (defined as a learned body of information that is required for and applied in the performance of job tasks)
  • Principles and practices of customer service and telephone etiquette
  • Modern general office practices and procedures
  • Complex recordkeeping methods, practices, and procedures
  • Applicable collective bargaining agreement provisions related to seniority, bidding, and displacement practices
  • Metro Human Resources policies and procedures
  • Correct English usage, grammar, punctuation, and spelling
  • Basic arithmetic
  • Applicable business software applications

Skill in (defined as the proficient manual, verbal, or mental utilization of data, people, or things)
  • Establishing and maintaining filing and recordkeeping systems
  • Filing materials alphabetically, numerically, and chronologically
  • Following oral and written instructions
  • Communicating effectively orally and in writing
  • Handling and maintaining confidentiality of information, materials, and files
  • Preparing various correspondence and forms
  • Proofreading work and identifying errors
  • Interacting professionally and effectively with various levels of Metro employees, outside representatives, and the public
  • Operating personal computers and general office equipment

Ability to (defined as a present competence to perform an observable behavior or produce an observable result)
  • Convey a positive and professional image to employees and the publicReview and process various pre-employment, reinstatement, and job award documents
  • Respond appropriately and professionally to inquiries and requests for information
  • Meet tight time constraints and deadlines
  • Think and act independently
  • Motivate and create a positive work environment
  • Multi-task and delegate work
  • Implement change
  • Provide lead responsibilities, guidance, and training to assigned employees
  • Understand and interpret collective bargaining agreement provisions and apply in a fair and consistent manner
  • Demonstrate keyboard skills of 40 net words per minute
  • Read, write, speak, and understand English
Minimum Qualifications
A combination of education and/or experience that provides the required knowledge, skills, and abilities to perform the essential functions of the position. Additional experience, as outlined below, may be substituted for required education on a year-for-year basis. A typical combination includes:

  • None required

  • Two years of relevant experience performing clerical and direct public contact duties in support of the human resources function

Certifications/Licenses/Special Requirements
  • None required
Special Conditions
The physical demands described are representative of those that must be met by the employee to successfully perform the essential functions of this job. Metro provides reasonable accommodation to enable individuals with disabilities to perform the essential functions.

Working Conditions
  • Typical office situation
  • Close exposure to computer monitors and video screen

Physical Effort Required
  • Sitting at a desk or table
  • Operate a telephone or other telecommunications device and communicate through the medium
  • Type and use a keyboard and mouse to perform necessary computer-based functions
  • Communicating through speech in the English language required


Job GroupJob Class CodeFLSA StatusDate OriginatedDate Revised

This job specification is not to be construed as an exhaustive list of duties, responsibilities, or requirements.