ADMINISTRATIVE ASSISTANT, SENIOR

EXAMPLES OF TYPICAL JOB FUNCTIONS:

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Provides administrative support to one or more senior managers and/or programs by assisting with duties of an advanced, complex, and sensitive nature.
• Prepares the agendas for SBCTA's Board Policy and/or other Board and regional committees, all ad hoc committees, and reviews and proofs agenda items for content and compliance; prepares, posts, and distributes agenda packets; attends meetings and records and transcribes minutes; compiles and arranges materials for mailings.
• Oversees the maintenance of files and electronic records management system, including verifying accuracy of data entered by other staff; processes fully executed agreements; updates correspondence, contracts, certificates, reports, and other documents in system; distributes records to appropriate staff as requested; enters correspondence into database.
• Researches and obtains quotes to procure goods and prepares purchase orders as directed.
• Proofs and submits advertisements for publication in the newspaper.
• Composes, types, formats, edits, and proofreads a variety of highly complex documents, including correspondence, forms, memos, reports, presentations, and correspondence for SBCTA staff from rough drafts, verbal instructions, or transcribing machine recordings; checks drafts for punctuation, spelling, and grammar; makes or suggests corrections to drafts.
• Provides information to the public including contractors and vendors by phone or in person to ensure an understanding of SBCTA policies and procedures; listens to questions and explains procedures according to existing guidelines; responds to public and staff inquiries and complaints; refers visitors and guests to appropriate SBCTA staff.
• Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies SBCTA policies and procedures in determining completeness of applications, records, and files.
• Operates a variety of standard office equipment, including job-related computer hardware and software applications, copiers, postage meters, facsimile machines, multi-line telephones, and transcription equipment; may operate other department-specific equipment.
• Coordinates and maintains meeting calendars and schedules; schedules meetings and makes staff travel arrangements.
• Tracks department issues and communicates operational information.
• Assists the public by referring to information sources and by issuing and explaining how to complete standard forms; answers requests for factual information by consulting various available sources; responds independently to inquiries when appropriate.
• Performs other related duties as required.

QUALIFICATIONS:

Knowledge of:

•  Organization and function of public agencies, including the role of an elected commission and appointed boards and committees.
• Practices and methods of office management and administration, including the use of standard office equipment.
• Automated and manual records management principles and practices, including legal requirements for recording, retention, storage, and disclosure.
• Computer applications related to the work, including word processing, database, and spreadsheet applications.
• Applicable federal, state, and local laws, codes, regulations, and policies, technical processes, and procedures related to the department to which assigned.
• Principles of record keeping and records management, including the California Public Records Act and Brown Act.
• Principles and practices of data collection and report preparation.
• Business letter writing and the standard format for reports and correspondence.
• Record keeping principles and procedures.
• Modern office practices, methods, and computer equipment and software.
• English usage, grammar, spelling, vocabulary, and punctuation.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, SBCTA staff and staff of member agencies in person and over the telephone.
   

Ability to:

• Perform responsible and complex administrative support work with accuracy, speed, and general supervision in assigned timelines, and requiring the use of tact and discretion.
• Interpret, apply, and explain applicable federal, state, and local laws, rules, regulations, policies, and timelines, as well as complex administrative and departmental policies and procedures.
• Understand the organization and operation of SBCTA and of outside agencies as necessary to assume assigned responsibilities.
• Research, analyze, and summarize data and prepare accurate and logical written reports.
• Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
• Establish and maintain a variety of filing, record keeping, and tracking systems.
• Review and maintain complex and extensive records, compiling technical information, and maintaining official records.
• Establish and maintain a variety of filing, record keeping, and tracking systems.
• File materials alphabetically, chronologically, and numerically.
• Understand and follow oral and written instructions.
• Handle confidential information appropriately.
• Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
• Operate modern office equipment including computer equipment and specialized software applications programs.
• Use English effectively to communicate in person, over the telephone, and in writing.
• Use tact, initiative, and prudence within general policy, procedural, and legal guidelines.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

 
Education and Experience:
Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying.  A typical way to obtain the required qualifications would be:
 

 
Licenses and Certifications:

• Possession of, or ability to obtain, a valid California Driver's License and proof of automobile liability insurance by time of appointment.
• Position may require pre-employment background investigation, physical and drug test.