OVERALL DESCRIPTION

Responsible for the management and coordination of all administrative and case intake functions for the Office of Inspector General (OIG). Manages the day-to-day functions of the OIG and assists with the management of other Audit and Investigative Services functions. Assists with investigations, including interviews, record reviews, video reviews and writing reports. Responsibilities include: handling initial case intake, case management, budget preparation and reporting, administrative and clerical tasks, interactions with OIG staff, executive staff, management groups, police officers, auditors, law enforcement agencies, and the public. The Investigative Support Specialist must be trusted to handle sensitive matters confidentially.

SPECIFIC RESPONSIBILITIES

1. Responsible for initial intake of known and anonymous tips and complaints. Responds professionally, timely and competently to tips and complaints that derive from multiple sources, including OIG email, telephone OIG Hotline, the VERITAS system, the OIG website, and walk-ins. Conducts initial interview with complainant, gather relevant information, document intake, and timely inform the Inspector General and Deputy Inspector Generals of urgent matters. Draft well-written initial investigation reports containing pertinent information to allow for assignment to a detective or inspector for further investigation. Intake requires an appreciation for sensitive matters and strong judgment and discretion when conducting interviews. Opens and closes cases, when appropriate. Enters case materials and relevant data into the Matrix database and maintain Hotline, VERITAs and webpage complaints.
2. Assists with all aspects of OIG investigations, when appropriate, including interview of witnesses, drafting Memoranda of Interviews, records review, data entry, video and audio recording review, public source research, etc. Responsible for drafting Report of Investigations succinctly that aligns with supporting evidentiary documentation. Report writing should be clear, strong analysis, logical flow, well-formatted and in accordance with the OIG Writing Manual.
3. Manages the workflow and case assignments for OIG, retrieves calls and maintain the OIG Hotline complaint system, monitors and updates the OIG website (when available), including adding final reports to the website. Monitor OIG social media (when available) for complaints and tips. Performs criminal court history checks. Retrieve employee personnel files and information from the Main Frame/HRIS system. Maintains the Internal Audit Time Analysis and the OIG case database in Access (or the newly created case management system) with case initiations, uploading documents, status updates and closures.
4. Manages the daily administrative functions of the OIG to include: scheduling meetings, preparing room, technology and hand-outs for meetings, preparing trainings, copying, maintain supplies and equipment, procurements and reimbursements, and reviewing and forwarding invoices to accounts payable. Assisting the Inspector General and Deputy Inspector Generals in the OIG with clerical tasks.
5. Assists in the acquisition and maintenance of any investigative equipment, including surveillance vehicles, cameras, and other electronic equipment.
6. Assists in the preparation of the OIG's annual budget, Annual Report, Audit & Review Plan, investigation reports and audit reports. Proofread reports, documents, and correspondences for accuracy, formatting, grammar and spelling.
7. Ensures that each new case file for investigations, reviews and audits contains the appropriate paperwork, including Independence Statement, Investigation Plans, and other necessary case opening documents.
8. Composes letters and correspondence, as necessary. Maintains files and various correspondence logs.
9. Compiles various management reports requiring a high degree of judgment responsibility and confidentiality.
10. Assists with the preparation of PowerPoint presentations.

ADDITIONAL / DISCIPLINE RESPONSIBILITIES

1. Assists investigators in chain of custody issues surrounding evidence, including logging in physical evidence and maintaining strong security of all evidence.
2. Interfaces with various levels of management both inside and outside the Authority.
3. Prepares and compiles payroll through CAPES and handles all Human Resources transactions through Success Factors. Responsible for preparation of confidential reports and documentation.
4. Prepares and coordinates travel arrangements for staff and assists in reimbursement documentation. Schedules investigators and auditors for training/seminars. Logs training hours, including Continuing Professional Education (CPEs).
5. Interfaces with various external audit agencies, law firms and law enforcement agencies.
6. Complies with all Authority and departmental safety and security policies and procedures as well as all applicable job safety responsibilities. Reports any safety concerns, compromises or hazards affecting operations, the public, self and/or other employees. Responsible for personal safety and is encouraged to promote the safety of others, including conducting appropriate security screening for access to OIG office space by non-OIG personnel.
7. Attends training for investigators and auditors relevant to interviewing witnesses and victims. Participates in trainings OIG members provide periodically to various SEPTA departments about reporting waste, fraud and abuse, as well as new employee orientation classes.
8. Confidentiality is a key component of this position. Because the OIG workload involves sensitive information, as well as covert investigations, all staff must prioritize confidentiality.
9. Performs other duties and assignments (such as Strike Duty, Ambassador Duty, etc), as directed.

QUALIFICATIONS AND EXPERIENCE

• Bachelor's Degree in Accounting, Finance, or Business-related discipline and a minimum of one (1) to two (2) years of professional experience, required.
• In lieu of a degree, an equivalent combination of experience and education (i.e., two (2) years of related experience, equating to one (1) year of formal post high school education) may be considered.
• Must possess excellent verbal and written communication skills, including strong proofreading skills, required.
• Advanced proficiency in Microsoft Word and Intermediate proficiency in Excel, Teams, PowerPoint required, including setting up meetings for OIG staff as well as outside parties for both in-person and virtual participants, required.
• Demonstrated experience in working with highly confidential issues and material in a discreet manner is required.
• Must possess thorough knowledge of CAPES and Success Factors computer applications and/or comparable applications.
• Must possess strong administrative, multi-tasking and organizational skills in diverse demanding environments.
• Excellent interpersonal skills are required to deal effectively with a wide range of individuals at all levels, required.
• This position is not eligible for teleworking. Telework permission will be afforded on rare occasions.

IDEAL QUALIFICATIONS AND EXPERIENCE

• Working knowledge of the Principles and Standards for Offices of Inspector General (Green Book) within 6 months of employment preferred.
• Must possess knowledge of law enforcement and the criminal justice process, preferred.
• Interests in criminal justice, fraud detection, and/or internal performance audits, inspections, reviews, evaluations and investigations, preferred.