Executive Assistant

Executive Assistant

Under the direction of the General Manager, the Mason Transit Authority's (MTA) Executive Assistant position is responsible for providing high-level administrative support by conducting research, preparing reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors and scheduling meetings. This position also serves as MTA's Clerk of the Authority Board, responsible for agency records, and timely response to public records requests as the Public Records Officer. The assignment of specific duties to the Executive Assistant will vary depending on the Authority's business needs and individuals' expertise and skill sets.

Employees assigned to this class are part of the team effort which provides support and assistance to the General Manager and the Authority Board. Incumbents are responsible for providing excellent customer service, resolving customer concerns and answering questions in a timely and effective manner. The Executive Assistant is frequently responsible for maintaining records containing confidential/sensitive information necessitating discretion at all times. Must possess a high level of emotional intelligence and perform highly responsible, confidential, specialized and specific activities requiring knowledge of specialized administrative support activities.

Salary Range: $26.56 - $36.13 per hour DOQ. Non-exempt subject to FLSA requirements.

Comprehensive benefits package includes: Mason Transit Authority offers an excellent benefit package which includes 95% employer paid Medical/Dental/Vision for employee and dependents, life, optional additional life, long-term disability, EAP, 11 paid holidays, vacation accruals based on years of service that begin at 3.69 hours per pay period (12 days per year), additional 1.69 hours of paid sick leave per pay period in addition to the required WA Paid Sick leave (total 12 days per year), two (2) 8 hour personal days per calendar year, three (3) days of bereavement leave per loss of immediate family member, Washington State Public Employees Retirement System (PERS) plan options, and optional Deferred Income (IRS 457 plans) retirement plans. In addition, position is eligible per permitting circumstances for inclement weather pay, meeting and training pay, wellness incentives, and educational assistance.

Position is open until filled with a first review of applications on July 1st.

Essential duties include:

• Serve as the Clerk of the Board and ensure requirement of Open Public Meetings Act (OPMA) and all applicable federal, state, and local legal requirements are met. Prepare and place legal notices for public hearings and special meetings as required by law.
• Coordinate and provide support to the Authority Board and subcommittees. Assemble monthly board packets and attend Board meetings as recording secretary. Research for and prepare initial draft documents of meetings for review. Edit, proofread and distribute minutes of Authority Board meetings, public hearings, and other meetings as necessary.
• Prepare and track Authority Board Member stipends. Coordinate travel arrangements and conference registration as needed.
• Coordinate with County Clerk on appointment of new Board Members and Board Composition Review as needed. Prepare an Orientation Manual provided to incoming new Board members and assist in their orientation process.
• Create and maintain a Clerk Reference Manual.
• Serve as the agency's record retention coordinator and official custodian of agency records. Retrieve documents, agency records, and information and prepare responses of routine inquiries. Ensure requests for public information conform to state Public Records Act and similar laws. Coordinate with staff, public, legal counsel, and others such as local law enforcement to meet requirements. Monitor and track all requests to ensure responses for timeliness and responsiveness are met.
• Maintain records in accordance with records management guidelines and retention as set forth by the Washington Secretary of State, Washington State Archives and WSDOT relating to grant fundings. Assist in the development and implementation of records retention plans. Provide training to agency staff on Public Records Act requirements and updates.
• Prepare and edit correspondence, reports, communications, contracts, presentations and other documents. Conduct research, assemble and analyze data to prepare reports and documents. Format contracts, documents, and forms.
• Assist with writing, reviewing, and distributing agency policies, procedures and tasks. Maintain current policy records for internal and website distribution.
• Arrange and coordinate meetings and events. Set up meeting and event spaces and ensure all materials, meals, and amenities are provided.
• Act as a liaison with other teams/staff and outside agencies/clients.
• Handle confidential and non-routine information and explain policies when necessary.
• Review legal documents, including contracts and arrange for review by Legal Counsel.
• Serve as the agency's Notary Public.
• Represent the agency at committee meetings, conferences, and trainings. Attend ongoing training required to keep current with Parliamentary, OPMA, Public Records and Records Retention processes and laws. Occasional travel is required.

Other functions include:

• Perform duties in support of ongoing and special projects.
• Review invoices and serve as signatory as needed in absence of General Manager.
• Serve on committees, task forces and other work groups.
• Perform other duties as assigned and any duties of a similar nature or level needed.
• Pursue certification designations in both roles as Clerk of the Authority Board and Public Records Officer demonstrating in-depth knowledge and responsibilities of each role.

The job duties as defined above are an accurate reflection of the work to be performed by this position.

This Summary Job Description does not constitute an employment agreement between the employer and employee and is subject to change as the needs of the employer and requirements of the job change.

Mason Transit Authority is an equal opportunity employer and does not unlawfully discriminate on the basis of race, sex, age, color, religion, national origin, marital status, veterans status, disability status, sexual orientation, or any other basis prohibited by federal, state, or local law. Please let Mason Transit Authority know if you need accommodations in order to participate in the application process.

Mason Transit Authority follows the requirements of the "Fair Chance Act," RCW 49. We will not inquire about prior arrests and convictions until after we determine an applicant is otherwise qualified for the position for which the applicant applied, except as allowed under RCW 49. There are specific exemptions for applicants working with children under 18 years of age, or vulnerable persons, certain financial institutions, law enforcement, and volunteers.

Requirements

Qualifications Required

• Associate Degree, and three (3) years of progressively responsible administrative/organizational experience.
• An equivalent combination of education and experience that demonstrates competency and thorough knowledge of general office practices and procedures will be considered.

Preference will be given to individuals who possess a Certified Municipal Clerk designation, Certified Public Records Officer designation and those demonstrating a commitment to positive public relations and involvement in local communities.

Knowledge, Skills & Abilities:

Knowledge of: business English, spelling, general office practices/procedures; public relations principles; event planning principles; electronic calendaring; meeting planning practices; records maintenance and retention policies, practices, and methods; applicable Federal, State, and Local laws, rules, and regulations; and modern office procedures.

Skill in: preparing reports, meeting agendas and minutes; maintaining confidentiality of sensitive materials and information; communication, interpersonal skills as applied to interaction with coworkers, supervisors, elected officials, and the general public sufficient to exchange or convey information and to receive work direction; using a computer and related software applications; completing assigned work within prescribed timelines; communicating effectively both orally and in writing; establishing and maintaining cooperative and effective working relationships with others; maintaining records; and analyzing situations effectively and adopting appropriate courses of action.

Ability to: learn new software applications; multi-task and respond appropriately and effectively in hectic situations; maintain confidentiality of sensitive information and materials; provide excellent customer service; work independently; operate standard office machines and equipment (copy machine, adding machine, fax and PC); keep current on transit/transportation, legal, economic and governmental news and events relative to multiple roles.

Physical Requirements:

The duties of this position require sitting for extended periods of time and use of hands to accomplish work. Standing, walking, reaching, bending and lifting and carrying up to 30 pounds are required. Reasonable accommodations are made to enable individuals with disabilities to perform the essential functions of this position.

Key Competencies Expected:

Accountability

• Take responsibility for content and quality of assigned work;
• Complete assigned tasks and meet key deadlines; producing/completing accurate and timely work;
• Self-management:

*Punctuality and regular work attendance;

*Producing/completing accurate and timely work;

*Focus on the situation, issue or behavior rather than