Executive Assistant Ii (2 Positions Available)

EQUAL OPPORTUNITY EMPLOYER

The Metropolitan Transportation Commission is an equal-opportunity, non-discriminatory employer. MTC provides all employees and applicants with an equal opportunity in every aspect of the employment experience regardless of race, color, religion, sex, sexual orientation, gender identity, age, national origin, physical handicap, medical condition or marital status.

• Finance:
  • The Executive Assistant II (EA) will assist Section Directors, Assistant Directors and other staff in Finance with scheduling and facilitating meetings; routing documents; coordinating special projects; arranging travel and training; filing expense reports; maintaining records; and developing memos, letters or other professional documents using word processing, spreadsheets, databases, and/or presentation software.

• 
  Regional Network Management / Clipper:
  • The Executive Assistant II (EA) will be a vital and integral member of the Regional Network Management and Clipper teams. The EA will support the Section Directors, Assistant Directors and staff in both sections; the two sections will collaborate closely to maximize processes and create synergies where possible. The work in these sections is focused on external facing transit programs and projects and the EA will be involved in external coordination with over two dozen transit agency partners in addition to supporting the internal operations of the two Sections.

ESSENTIAL DUTIES & RESPONSIBILITIES

These are the journey-level classifications responsible for independently performing the full range of more complex office and administrative support duties specific to the Finance and Regional Network Management / Clipper sections, including the organization and coordination of work loads. These positions directly support senior managers and directors. This level requires the ability to prioritize and apply sound judgment in the performance of duties; to exercise discretion, tact and diplomacy; and the ability to maintain confidentiality. Both EA's will perform other job-related duties as needed or assigned by their sections.

QUALIFICATIONS

KNOWLEDGE, SKILLS, AND ABILITIES

• Ability to handle complex scheduling and meeting coordination and manage MS Outlook calendars for multiple Section Directors, Assistant Directors and other staff

• Business math and procedures affecting budgeting, purchasing, expense monitoring, and time reporting

• Analyze situations and identify an effective course of action or response to solve inquiries and address problems

• Business letter writing, including the standard format for typed materials, and presentation preparation utilizing proper English, accurate spelling, and grammar

• Operate office equipment and use programs, including computers, mobile devices, meeting room presentation equipment, and phone systems

• Knowledge of shared file keeping and collaboration systems, shared calendaring programs

• Expertise with a variety of software applications including Microsoft Word, Excel, PowerPoint, SharePoint, as well as database administration, document management software systems, standard report generation tools, and communication tools such as email and texting

• Handle travel and training details and process expense reports for Section Directors and Assistant Directors

Ability to:

• Organize tasks and responsibilities, work independently, and be a self-starter

• Communicate clearly and concisely, both orally and in writing with poise and tact

• Establish and sustain effective working relationships while maintaining confidentiality

• Represent the Section in fulfilling assignments

• Interact with a team approach (at all levels) and willingness to execute duties as an active team participant

• Meet deadlines and keep accurate records

• Work with executives and staff at all levels

• Perform mathematical calculations quickly and accurately

• Read, understand, and review documents for accuracy and relevant information

• Learn more complex principles, practices, techniques, and regulations pertaining to assigned duties

• Be flexible, proactive, resourceful and efficient and work in a fast-paced environment, and function with a high level of professionalism and discretion.

MINIMUM QUALIFICATIONS

IMPORTANT INFORMATION

EMPLOYMENT REQUIREMENTS
Successful completion of a background check, professional references and the Employment Eligibility Verification Form I-9.

DISABILITY
The Human Resources Department will make reasonable efforts in the recruitment or skills assessment process to accommodate applicants with disabilities. If selected for an interview or testing, and you require accommodation, please notify the Human Resources Department when confirming your interview or test.

APPLICATION ASSISTANCE

THE FOLLOWING ARE AMONG THE BENEFITS OFFERED TO EMPLOYEES OF MTC:

• Public Employees Retirement System (PERS); employee contributes a portion of gross salary on a pre-tax basis.
  • MTC is subject to California Pension Reform and as of January 1, 2013 will offer two pension plans. The plan employee will receive will be based on the individual's historical pension plan membership. HR will discuss this directly with all final candidates.
• Health Benefits Insurance through the Public Employees' Retirement System (premiums are shared between agency and employee).
• Agency-paid Dental Insurance (dependent coverage shared by the employee and MTC).
• Agency-paid Vision Care Insurance, employees only (dependent coverage is paid in full by employee).
• Agency-paid Life, AD&D, Short Term and Long Term Disability Insurance.
• Eleven paid holidays per year.
• One day per month paid vacation leave; for each year of service, an additional day per year is granted to a maximum of 25 days per year.
• One day per month paid sick leave, with no limit to the amount of sick leave that can be accumulated. (May cash out up to 240 hours of accumulated sick leave upon separation from the Agency.)
• Personal Business leave; up to three (3) days per year depending upon date of hire.
• Monthly Transit/Parking Subsidy.
• Alternative employee-paid payroll savings plans (tax-deferred compensation plans).
• Two voluntary employee-paid pre-tax dependent care and flexible spending accounts available for employees to participate in.
• Voluntary Supplemental life insurance.