Alameda-Contra Costa Transit District

Executive Administrative Assistant (19923723)

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Clerical/Administrative Support
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East Bay
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Continuous
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$6,075.25-$7,250.50 Monthly
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None

Description

AC Transit is actively searching for an experienced Executive Administrative Assistant for its office in Oakland, California. This position will provide exceptional and professional administrative support to one of AC Transit's Board Officers, the District Secretary.

In this role, the executive administrative assistant will perform critical administrative duties for the District Secretary's Office, including managing calendars, preparing and editing correspondence and reports, creating agendas and proofreading official District documents for proper English language usage, spelling, grammar and punctuation.

The ideal candidate for this position will have an acute attention to detail, public sector/government administrative experience, an ability to maintain confidentiality and conduct themselves in a professional manner at all times. This position is highly visible within the agency and will have significant exposure to the Board of Directors and executive team; professionalism, tact and diplomacy are essential to be successful in this position.

REPRESENTATIVE FUNCTIONS:

  • Screens office visitors and telephone calls, and responds to requests, complaints, and inquiries of a complex and confidential nature, from the public and District staff, and refers to other staff, where appropriate.
  • Disseminates information using discretion, and by appropriately applying and interpreting regulations, policies, and procedures.
  • Compiles data for reports and other materials; and prepares administrative reports and projects.
  • Establishes, maintains, and modifies executive office files, records, spreadsheets, and logs.
  • Coordinates meetings, prepares agendas, arranges facilities and equipment, and assembles meeting materials and related media including folders, binders, and copies.
  • Makes travel and conference arrangements; and submits and tracks reimbursement requests for the assigned executive or Board Officer, and others, as instructed. Organizes and maintains appointments, schedules, and calendars for the assigned executive or Board Officer; and coordinates office activities and schedules with other departments, third parties, and the public.
  • Composes, prepares and proofreads correspondence, letters, reports, memoranda, agendas, and other documents, makes corrections, and revises drafts as needed.
  • Provides administrative support to District boards, committees, and/or task forces, as assigned; including posting legal notices, preparing agendas, assembling background materials, and taking and transcribing meeting minutes.
  • Maintains departmental content on the District's intranet, and /or internet website.
  • Acts as a point of contact to the public, members of the Board, and other agencies at the request of the assigned executive or Board Officer.
  • Recommends and implements procedural changes affecting office activities.
  • Monitors and reconciles expenses for the assigned executive or Board Officer.
  • Initiates and completes special projects and assignments, as assigned.
  • May plan,assign, train, review, and assist in evaluating the work of subordinate clerical personnel.
  • Performs related duties, as required.


MINIMUM QUALIFICATIONS:

Education: Equivalent to completion of an Associate's degree from an accredited college or university, with major coursework in business, accounting, or a related field.

Experience: Equivalent to at least six (6) years of recent and verifiable administrative support experience for executive-level management personnel, involving frequent public contact.

Desirable Qualifications:

  • Bilingual in Spanish or Chinese
  • Bachelor's degree in a business or public administration; or a related field
  • Excellent business writing skills
  • Strong attention to detail
  • Solid organizational skills
  • Outstanding customer service skills
  • Work independently and take initiative when necessary
  • Flexible in work schedule (will need to occasionally work evenings or on weekend)
  • Highly professional, tactful and diplomatic
  • Exercises discretion and able to keep confidentiality at all times
  • Highly proficient with MS Office, including Word, Outlook, PowerPoint, Access and Excel
  • Experience with Sharepoint and PeopleSoft applications
  • Experience in handling legal documents
  • Robust and well-rounded experience in government /public sector administrative work
  • Experience working with executives, officers and public or private boards and committees


All candidates who meet qualifications are encouraged to apply; however, candidates meeting some or all of desirable qualifications will be given priority.

To apply, please submit an application online with a resume and cover letter. Please thoroughly answer all supplemental questions on the application.

ADDITIONAL INFORMATION:

Physical Requirements: (1) Must maintain the physical condition necessary to perform tasks in an office setting and operate computers, keyboards, and other peripheral equipment. (2) Must possess the mobility necessary to travel expeditiously within the AC Transit District to perform the duties of the job. (3) Some positions in this classification may be required to lift up to 25 pounds regularly.

THIS POSITION IS AN UNREPRESENTED POSITION

To apply, visit: https://apptrkr.com/1638838

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.

Equal Opportunity Employer