Administrative Assistant

Administrative Assistant

The Administrative Assistant's primary responsibilities are to provide advanced, well-organized professional administrative and project collaboration for senior managers and other staff members throughout NCTD. This position also provides information and assistance to the public regarding NCTD's services, programs, policies, and procedures. Success in this role requires sound judgment, critical thinking, discretion, and exceptional attention to detail.

Distinguishing Characteristics

This position is distinguished by the need for a professional demeanor, along with a strong desire to provide staff members with the highest level of administrative support. The Administrative Assistant has a variety of responsibilities, individuals serving in this role may be assigned any or all responsibilities based on operational need. The individual in this role must approach their responsibilities and duties with strong commitment to exceptional service and a willingness to go above and beyond the minimum requirements. They must work well under pressure and respond positively and productively in an environment with rapidly changing deadlines and priorities. The Administrative Assistant position is part of a departmental pool of administrative support personnel. They will generally be assigned to support specific Divisions/Departments but must also step in as needed for coverage and assistance to other team members.

Supervision Received and Exercised

This position reports to the Director of Administration but may be assigned to provide support to specific Divisions/Departments; therefore, may receive direction from other Division Chiefs and/or Managers. This position has no supervisory responsibility.

Working Conditions

Normal working conditions for this position are in both an office and field setting. Business travel may be required periodically between District sites, governmental agencies, consultant's facilities, and other locations as required. The ability to work additional hours outside a normal work schedule is essential to fulfill the expectations of the role.

Examples of Duties

Duties may include, but are not limited to, the following:

• Provide high-quality administrative, clerical, and professional support to Division Chiefs, Directors and Managers, with a constant focus on exceptional work product and a service-focused attitude.
• Prepare memos, letters, reports, presentations, and other documents, including confidential correspondence. Serve as a highly accomplished resource by proofreading documents for proper grammar, punctuation, spelling, formatting, re-formatting, and recommending related improvements to written communications.
• Manage Outlook calendars including scheduling meetings, phone calls, conferences, as well as notification of imminent appointments/meetings and or arrival of meeting participants.
• Coordinate logistics for meeting room reservations and set up, including identification and coordination of technical needs and any other resources or amenities.
• Assist with maintaining electronic file system in accordance with NCTD policies and procedures on document control, this includes all executed agreements and official documents ensuring all original documents are saved in the agency's Document Management System.
• Manage travel arrangements for employees, including follow-up and communication of any flight, hotel, or other related itinerary changes to traveler. Will assist with completing submission and reimbursement of all travel and other business-related expenses in accordance with NCTD policies and procedures.
• Process base pass requests for employees, contractors and sub-contractors sponsored by NCTD to do work on Camp Pendleton. Be the point of contact for communicating with the Camp Pendleton Base Pass Access Office and with project managers to initiate new base pass requests and process renewals.
• Perform routine clerical tasks such as photocopying, scanning, mailing, printing, filing, running errands, ordering meals, etc. Order, maintain, and issue office supplies and equipment.
• Provide front desk coverage by answering the primary phone for GAO, receive and greet all visitors in a friendly, courteous, and alert manner. Provide general information and assistance to staff and the public, when needed.
• Handle administration of incoming and outgoing mail, including receiving, reviewing, sorting, distributing, packaging, stuffing, labeling, weighing, metering, making interoffice deliveries throughout and to offsite facilities utilizing an NCTD vehicle on a weekly basis.
• May use the NCTD credit card for NCTD traveling, catering, and event planning.
• Other duties as assigned.

Qualifications

Experience/Education

• Associates degree in related field preferred; minimum 2 years prior directly relevant experience performing high-level administrative support.
• Typing speed of at least 55 wpm.
• Bilingual in English/Spanish a plus.

A combination of experience/skills and education to fulfill the requisite knowledge, skills and abilities for this position may be considered.

Certificates/Licenses

• Possession of and the ability to maintain a California driver's license, Class C, and a satisfactory driving record for the last five years.
• Must be able to obtain and maintain access to Marine Corp Base Camp Pendleton.

General Requirements

• Exhibits a friendly, professional, and customer-service oriented demeanor continuously.
• Exceptional relationship-building skills to deal competently with individuals at all levels of responsibility and authority.
• Ability to manage highly confidential and challenging situations with diplomacy and tact.
• Ability to work under pressure, multi-task, and organize workflow to deliver high-quality products within established deadlines.
• Collaborative and flexible "can-do" attitude with a willingness to perform even the most basic tasks. Apply personal attention to detail and takes pride in "going the extra mile" to achieve success.
• Strong written and oral communication skills, including knowledge of the structure and content of the English language such as the meaning and spelling of words, rules of composition and grammar. Superior writing and proof-reading skills.
• Intermediate to advanced proficiency in computer software programs, particularly the Microsoft Office Suite. Experience with Document Management Systems and Enterprise Resource Planning (ERP) systems, such as Tyler and JD Edwards is a plus.

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Ability to use the phone and computer for extended periods, manual dexterity to complete clerical functions, work with office equipment, and daily lifting of equipment up to 25 pounds is required. Ability to hear, see and communicate verbally to exchange information. Ability to physically travel between NCTD locations and other destinations, work in evenings when required, work in hazardous conditions, and negotiate a variety of different and irregular terrain as is typical along a railway right of way. May be subject to fumes, odors, dusts, gases, chemicals. Ability to walk, climb, balance, bend, carry, push, reach, sit, and stand.

Machines / Tools / Equipment

• Ability to operate a personal computer and Microsoft Office Suite programs.
• Ability to operate standard office equipment, including a fax and scanner, copy machine, and telephone.