Executive Assistant

DESCRIPTION

Under general supervision of the Chief Executive Officer, this position performs highly responsible and complex administrative support work, functions as Clerk of the Board, and provides clerical support to the CEO and other District staff as assigned. Administrative/At-Will/Non-Represented

CLASS CHARACTERISTICS

This is a single-position classification. Work involves performing complex administrative clerical support services, including public contact. Requires the exercise of independent judgment, initiative and discretion based on a knowledge of administrative policies and procedures in performing daily activities. Work also involves contact with the District Board of Directors and operating departments and offices.

SUPERVISION RECEIVED AND EXERCISED

The incumbent works with minimal oversight in the performance of the majority of office duties and administrative or technical tasks; however, special and unusual assignments may be subject to closer guidance. Work is reviewed by the CEO for achievement of desired results and adherence to administrative policies and procedures. Supervision and direction of work assignments may be exercised over assigned personnel on behalf of the CEO.

CONFIDENTIAL EMPLOYEE DESIGNATION

An employee in this classification may have access to decisions or the decision-making process of the District concerning matters related to employer-employee relations and may have access to and/or may prepare confidential materials and/or information and/or recommendations on behalf of the District in matters relating to employer-employee relations.

CORE COMPETENCIES

Calendar Management: Scheduling reviewing, and managing multiple activity calendars for the CEO and the Board of Directors ensuring compliance with legal and regulatory requirements. Ethics and Compliance: Upholding ethical standards, promoting transparency, and ensuring adherence to ethics regulations, conflict of interest policies, and compliance requirements for Clerk of the Board assigned duties. Communication Skills: Effectively communicating with internal stakeholders, local, regional, state, and national appointed and elected officials, and other regulatory agencies orally and in writing. This includes writing clear and concise documents, and reports. Relationship Building - Establishing rapport and maintaining mutually productive relationships with all parties contacted in the course and scope of work.

ESSENTIAL FUNCTIONS

The functions and duties listed represent the various types of work that may be performed. This listing is not exhaustive, and the omission of specific duties does not exclude them if the work is related. Management reserves the right to add, modify, change or rescind work assignments as needed. Performs a wide variety of complex office administration tasks; acts as a liaison between the CEO, the District Board, District staff and select outside agencies. Composes, reviews, edits, and assembles correspondence, memos, reports, forms, and other documents including those of a confidential nature, to ensure completeness, accuracy, and compliance with policies and procedures for the department head, other staff, and projects as assigned. Receives telephone calls and visitors for the CEO, ascertains nature of business and directs to the appropriate authority for disposition; coordinate meetings, schedule appointments for and with the CEO; arranges and confirms meetings with the District Board and other official and community bodies; makes travel arrangements for CEO, District staff and Board of Directors as needed. Attends a variety of District Board, commission, community, project group, staff, and other meetings; takes notes and transcribes minutes; assembles and prepares District Board agendas packets; disseminates information to relevant parties. Provides secretarial services to the members of the District Board as required. Maintain all District Board files, including required ethics and/or other federal/state/local mandated training records. Prepare and file Form 700 Statement of Economic Interest packets for Board and select District staff. Respond to Public Information Act requests, and Board of Directors updates to County and State agencies as required. Prepare correspondence and participate in Board retreats and other strategic planning gatherings and activities. Establishes and implements complex and varied office policies, practices, forms and procedures. Handles highly confidential information and documents regarding labor and employee relations matters. Participates in budget preparation and may maintain budget accounts. Answers inquiries requiring District policies, rules and regulations. Provides backup support for other administrative support staff as necessary. Update, prepares and maintains various reports and records, establishes and maintains District records retention schedule; responsible for District-wide records retention maintenance systems. Establishes and maintains routine and complex databases and filing systems which may contain confidential and sensitive files and documents. Retain custody of official seal; responsible for execution of official documents. Conduct policy research and writing, create technical writing content for various assigned projects. Participate in and prepare communication related to routine Executive Team meetings. Review agreements, contracts and other related correspondence as requested by CEO. Represent the District and/or CEO at public/community functions as requested. Reports to work consistently, as assigned which may include early morning, late evening, nights, and weekends. Performs other related duties as required.

QUALIFICATION GUIDELINES

A typical way to obtain the requisite knowledge and abilities to perform the duties and responsibilities of this classification is as follows:

EDUCATION, TRAINING AND/OR EXPERIENCE

Graduation from high school or equivalent (GED). Associates degree in English, Business Administration, Office Administration, desirable. (Combination of Vocational or Business school education and experience may be considered in lieu of Associate’s Degree) Three (3) years of progressively responsible administrative secretarial and clerical experience, including high level administrative support to executive level staff. Experience supporting a public agency CEO/ Executive Director, governing body, and/or commission is preferred.

LICENSE AND/OR CERTIFICATE

Valid Class C California Driver's License with acceptable driving record. Revocation of license during employment may result in disciplinary action or reassignment.

REQUISITE KNOWLEDGE AND SKILL LEVELS

Skillset of typing/keyboarding 40-50 nwpm (net words per minute) Knowledge of secretarial practices and procedures. Knowledge of business English, spelling, and arithmetic. Advanced skills and knowledge in the daily use of modern office methods, practices, procedures, and equipment including computers and standard business software (i.e. Microsoft Office applications – OUTLOOK, WORD, EXCEL, POWERPOINT) and ADOBE. Knowledge of principles and procedures of filing and record keeping. Knowledge of proper English usage, spelling, grammar, and punctuation. Knowledge of basic fiscal record keeping, and budget administration. Familiarity with formal public sector business meeting protocols (e.g. Ralph M. Brown Act, Roberts Rules of Order).

REQUISITE ABILITIES

Ability to demonstrate sensitivity, tact, and provide outstanding customer service to both internal and external customers. Ability to train, coordinate, supervise, and evaluate the work of others. Ability to perform responsible administrative duties involving the use independent and sound judgment and personal initiative within established guidelines, rules and procedures. Ability to establish and maintain cooperative working relationships with employees, government officials, and the general public. Ability to maintain professionalism and composure at all times, in person and over the phone, including stressful situations and when handling disputes and complaints. Ability to prepare and maintain accurate and clear written documents such as reports, records, memoranda, forms, and correspondence. Ability to maintain confidentiality relative to critical and sensitive information, records and reports including matters related to employer-employee and labor relations. Ability to communicate clearly and effectively, both orally and in writing. Ability to handle multiple priorities, organize work, and meet deadlines. Ability to work with highly confidential information requiring discretion and diplomacy. #J-18808-Ljbffr Golden-Empire-Transit-District