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Reported directly managed, organized and supported the administrative concerns and functions for the California Division General Manager, Director of Administration, 40+ Division management team stationed among 7 Division terminal locations; organized schedules and calendars, supervised clerical assistants, acted as liaison, built and maintained excellent rapport with all levels of management, employees, business and union leaders, state and federal agency representatives; created standard and specialized business correspondences, general orders, notices, instructions, FRA, budget and accident/incident statistical reports, charts, tables, and presentations; managed employee formal investigations, transcribed depositions, recommended discipline handling, prepared employee notifications and appeals per applicable union agreement/s; prepared agendas, participated and recorded minutes for staff meetings, SACP meetings, safety summit meetings; monitored, recorded and ensured handling of issues reported on the Division safety hotline; monitored Division and terminal operating budgets, authorized employee expense accounts, procurement and travel card activity, issued station drafts and purchase orders, DOT and FRA random drug and alcohol testing, maintained and updated administrative manuals, General Orders, Superintendent's Notices, GCOR Rule Books, advised and ensured proper handling of Corporate and Division policies; prepared and made available materials, equipment, travel itineraries and accommodations for staff meetings and special events; controlled and maintained employee personnel files, authorize employee and management leave of absences and vacations; authorized requisitions and controlled inventory; managed and approved facility leases, vendor contracts, ensuring all necessary insurance requirements; maintained Division website, Division phone lists, updated and ensured accurate Division contact information in Company phonebook.
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