Alameda-Contra Costa Transit District

Administrative Specialist (19904235)

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Clerical/Administrative Support
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East Bay
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Full-Time
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Continuous
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$7,091.33-$8,467.75 Monthly
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None

Description

AC Transit is currently seeking experienced candidates for the position of Administrative Specialist. Under general supervision of the District Secretary, provides professional-level, administrative and support duties for the District Secretary and the Board of Directors. The classification independently performs a wide variety of complex, technical, and time-sensitive administrative duties and assumes the responsibilities for the Assistant District Secretary in his/her absence. This classification is distinguished from other administrative support classifications by its frequent contact with the District's leadership team, Board Members and the public. Incumbents frequently work with and maintain confidential information pertaining to financial, political, and personnel matters having District-wide impact. This classification is unrepresented at-will and reports directly to the District Secretary.

This is a wonderful opportunity for career growth and an opportunity to work at one of largest bus agencies in California. In addition to being a premier public transit agency, AC Transit has excellent benefits that include pension, medical, dental, vision, vacation, sick leave and 457 deferred compensation.

REPRESENTATIVE FUNCTIONS:

  • Serves as the primary administrative support to the District Secretary.
  • Prepares, edits, proofreads, and processes a variety of routine to complex documents and correspondence including forms, memos, financial and staff reports; completes critical, time-sensitive, and/or confidential documentation for internal and external stakeholders; may certify a variety of documents on behalf of the District Secretary.
  • Provides logistical support for Board of Director's and Committee meetings, including, but not limited to organization, equipment testing, meeting set-up and clean-up, meals, and distribution of information; attends meetings and public hearings as required.
  • Distributes the agenda to outside agencies/organizations; prepares minute orders from the official minutes of Board and Committee meetings for all agenda items.
  • Assists in the implementation of the records management and retention program within the District Secretary's Office.
  • Prepares resolutions and ordinances adopted by the Board for signature.
  • Maintains the District Secretary's Master Outlook Calendar of Board meetings and individual Board member meetings; schedules meetings as requested and accepts meetings into the calendar.
  • Utilizes the District Secretary's agenda management software to calendar all Board and Committee meetings and reviews and may approve routine reports on behalf of the District Secretary.
  • Sets up new users in the agenda management system and assigns user access at the direction of the District Secretary or the Assistant District Secretary; directs new users to training resources; may troubleshoot user issues as needed and stays abreast of new system features and requirements.
  • Maintains the District Secretary and Board of Directors intranet pages; updates Board information and policies; posts new content on the District's website as needed.
  • Assists Board members with issues pertaining to routine use of smartphones, tablet devices, and applications; interfaces with the Department of Innovation and Technology when required to troubleshoot technology related problems and service issues.
  • Serves as the primary point of contact in processing tort claims, summons and complaint, and small claims filings.
  • Processes assuming and leaving office Statement of Economic Interest forms and related filings.
  • Monitors budget expenditures calculates monthly reconciliations, and prepares Board payroll and other financial documentation.
  • Tracks customer complaints and follows-up with appropriate staff to ensure timely response.
  • Coordinates all travel arrangements for the Board and District Secretary's Office, including itineraries, and prepares quarterly travel reports for Board members and Officers; prepares and processes cash advances and expense claims.
  • Monitors electronic correspondence and responds to requests as directed.
  • Opens, scans, and distributes incoming mail; uploads and indexes electronic documents.
  • Prepares check requests, special requisitions, petty cash reimbursements, purchase order payments; verifies the accuracy of vendor invoices and processes payments.
  • Orders and maintains an inventory of office and meeting supplies.
  • Coordinates or assists in the coordination of special administrative projects.
  • May assist in the preparation of agendas and minutes as needed.
  • May prepare transcripts of testimony given at Board meetings or public hearings or recorded testimony or comments received.
  • Performs other duties as assigned.

MINIMUM QUALIFICATIONS:

Education: Equivalent to a Bachelor's degree from an accredited college or university with major course work in business administration, public administration, or a closely related field.

Experience: Equivalent to five (5) years of increasingly responsible administrative support experience for management personnel involving frequent public contact; including (3) years in a public or governmental agency that operates under the Brown Act at the level-of an executive assistant, senior administrative assistant, administrative coordinator, deputy city clerk, or equivalent.

ADDITIONAL INFORMATION:

Physical Requirements: Must maintain the physical condition necessary to perform tasks in an office setting operating a personal computer, keyboards, and other peripheral equipment. Must possess the mobility necessary to transport oneself to other locations within the District in order to attend meetings.

THIS POSITION IS AN UNREPRESENTED AT-WILL POSITION

To apply, visit: https://apptrkr.com/1574021

The Selection Process: The Human Resources department must receive a completed online application by the filling date. If this recruitment is "Continuous," it may be closed at any time without notice. Applications will be screened for job-related qualifications, and those candidates who best meeting the qualifications listed on this Job Announcement will be invited to participate in an examination process that may include written, oral and/or performance segments. Current District employees must have satisfactory attendance and performance records. Finalists will be placed on an Eligibility List. When filling vacancies, the Human Resources Department will refer the top candidates to the hiring department for final screening and recommendation. Per Board Policy, selected candidates may require background checks performed on their criminal and/or financial records.

Benefits: All employees hired on or after January 1, 2016, may be in the District's Tier II pension plan covered by the Public Employees' Pension Reform Act of 2013 (PEPRA). As such, he/she may be required to contribute 6% or more of annual income towards the cost of his/hers District pension.

ADA Compliant and Drug-Free Workplace: The Human Resources Department will make reasonable efforts in the recruitment/examination process to accommodate applicants with disabilities. If you have a need for an accommodation, please call Human Resources at (510) 891-4783.

The Alameda-Contra Costa Transit District has established the goal of a 100 percent drug and alcohol-free workplace. Applicants will be required to undergo drug and alcohol testing prior to employment and those in safety sensitive positions will be subject to further drug and alcohol testing through their period of employment, including random drug and alcohol testing.