Safety & Training Department | Full-Time Salaried | Exempt | Non-Safety-Sensitive

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About the Job

The Safety & Training Support Specialist provides administrative support for the Safety & Training Department through preparation of reports, correspondence, data entry, and other duties as assigned. The Safety & Training Support Specialist works under the general direction and supervision of the Safety & Training Director.

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Essential Functions

• Coordinates and supports employee training, onboarding, retraining, and Summer Review programs, under the general direction of the Assistant Safety & Training Director, including class preparation, trainee communications, graduation activities, and coordination with trainers.

• Maintains records associated with training, safety, and compliance through personnel file management, document retention, electronic recordkeeping systems, SharePoint administration, and related documentation activities.

• Coordinates and supports the administration of the Check Rider Program and other quality assurance programs through audits, reporting, communications, and related activities.

• Assists the Safety Program Manager with the Employee Safety Reporting Program and other hazard and risk management initiatives through documentation, data tracking, and performance monitoring.

• Provides administrative support to departmental operations by preparing Accident Prevention Committee meeting minutes, maintaining departmental files, updating employee information, processing office supply and equipment requests, and supporting routine office functions.

• Assists the Assistant Safety & Training Director with the development, maintenance, and administration of training resources by updating instructional materials, outlines, presentations, course content, and homework assignments.

• Creates, maintains, and distributes electronic training documentation using Adobe Acrobat through document editing, file conversion, form creation, training packet development, and electronic document management.

• Supports departmental participation in the MTD2071 management system through document management, audit support, and continuous improvement initiatives.

• Leads and coordinates the Awards Committee, collaborating with Safety & Training Department staff, employees, and departments across the District to plan and execute the annual Awards Banquet.

• Performs other related duties and special projects as assigned to support departmental operations, training objectives, compliance requirements, and District goals.

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Other Duties & Responsibilities

The list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities that management may deem necessary. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

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Physical Demands

The exertion level required for this position is considered medium work. Physical requirements include stooping, bending, standing, squatting/crouching, pushing/pulling, and reaching above shoulders. While performing the duties of this job, employees are often required to sit, with regular periods of walking and standing; talk or hear, both in person and by telephone; use hands repetitively to finger, handle, feel or operate standard office equipment; reach with hands and arms; use vision to read printed materials and a computer screen; and exert up to 50 lbs. of force occasionally or a up to 20 lbs. of force frequently to lift, carry, push, pull, or otherwise move objects.

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Work Environment

The work environment involves exposure to conditions generally found in an office setting. The noise level is quiet to moderate. There are frequent interruptions to this position’s workflow and there is an expectation to hold and attend meetings on a regular basis. This position is predominantly located in one office building, but the position will sometimes require an employee to visit other locations to meet with employees or attend training and meetings, including the Illinois Terminal, Administrative Office Building, Maintenance Garage, or other off-site locations. Occasionally, the employee may need to work outdoors in inclement weather.

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Additional Information

• Work shifts vary from day to night, as needed. MTD operates seven days a week, including weekends and holidays, and this position may require some work outside of traditional business hours.

• All MTD employees are trained on the Management System Policy and the impacts associated with this position.

• Applicant must pass a pre-employment background check, physical, and drug and alcohol testing.

• This job description is subject to change as needs of the District, and the tools we use, evolve over time.

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Benefits Summary

This is a salaried staff position with an excellent benefit package, including an Illinois Municipal Retirement Fund pension,100% employer-sponsored family health / dental / vision insurance premiums (employee + all dependents), a $40,000 employer-paid life insurance policy, voluntary insurance options, paid time off (vacation, personal, and sick/earned time), bereavement leave, parental leave, flexible spending account, a deferred compensation investment match plan, EAP, uniform allowance, fitness center, transportation, and Urbana Municipal Credit Union.

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• An associate degree or equivalent work experience in business, clerical, administrative support, or related field is required. Work experience performing clerical or administrative duties using advanced Microsoft Office Suite functions can count towards equivalent work experience.

• A minimum of two years of work experience in a public agency, not-for-profit, and/or experience in a communications position within a service environment is preferred.

• Working knowledge of OSHA regulations, general safety policies, programs, accident/investigation procedures, and operating rules.

• Experience in a busy office environment with moderate interruptions is preferred.

• Strong organizational and time management skills, flexibility, and the ability to maintain confidentiality.

• Excellent written and verbal communication skills.

• Intermediate proficiency of Microsoft Office Suite, including Excel.

• Working knowledge of Adobe Acrobat or similar PDF management software, including the ability to create, edit, combine, organize, and distribute electronic documents.

• Must hold a valid State of Illinois Driver’s License.

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MTD is an Equal Opportunity Employer. In accordance with federal law, MTD does not discriminate in hiring or employment practices based on race, color, religion, sex, age, national origin, disability, veteran status, or any other characteristic protected by applicable laws.