Executive Assistant

Essential Function Job Description

$21.00 – $31.00 – Hourly

$43,680 – $64,480 – Annual

FLSA – Non-Exempt

Job Code: 601

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.   
 


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.

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:

These functions may not be present in all positions in this class. When a position is to be filled, the essential functions will be noted in the announcement of position availability. 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 impacted 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.
  • 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).


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:

  • Knowledge of secretarial practices and procedures.
  • Knowledge of business English, spelling, and arithmetic.
  • Knowledge 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 general public sector transit operations and any applicable codes and regulations.
  • Knowledge of pertinent federal, state, and local laws, codes, and regulations related to district operations.
  • 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.
  • Ability to learn, interpret, explain, and apply departmental policies and procedures, and pertinent federal, state, and local laws, codes, and regulations.
  • Ability to understand and follow oral and written instructions.
  • Ability to keyboard with accuracy.
  • Ability to work early morning, late evening and/or weekend assignments and travel to various locations or off-site meetings and events when necessary.
     

ESSENTIAL PHYSICAL TASKS & ENVIRONMENTAL CONDITIONS:

Work involves light to moderate work in an office setting. There is some exposure to the elements and potential exposure to infectious disease or personal harm when working outdoors. There is a frequent need to sit and infrequent need to stand, walk and to lift objects up to 40 pounds.

Tasks involve the ability to exert light physical effort in sedentary to light work but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light to moderate weight (15-40 pounds). There is frequent need to stand, sit, stoop, walk, and perform other similar actions during the course of the workday. Regular use of computer monitor and keyboard required.

Grasping, repetitive hand movements, and precise coordination when operating a computer keyboard or phone. (F). Speak and hear in communicating with internal and external stakeholders (F)

The position necessitates far and near vision for reading reports and documents, as well as acute hearing when engaging in phone and personal interactions (F).  Lift, drag, or push files, papers, documents, or inventory boxes weighing up to 25 pounds (O).

Reasonable accommodation(s) for an individual with a qualified disability will be considered on a case-by-case basis.

SUPPLEMENTAL INFORMATION

A background check will be conducted for this classification.

All Golden Empire Transit District employees are designated “Disaster Service Workers” through state and local laws (CA Government Code Sec. 3100-3109). In the event of a declared emergency or any undeclared emergency or natural disaster that threatens the life, health and/or safety of the public, GET employees may be assigned to assist rescue and relief workers.   Such assignments may be in locations, during hours and performing work significantly different from the employees’ normal work assignments and may continue through the recovery phase of the emergency.   As Disaster Service Workers, all Golden Empire Transit District employees are expected to remain at work, or to report for work as soon as practicable following a significant emergency or disaster.
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