Job Description

The final salary will depend on the candidate’s qualifications. Those with eight (8) years or more of required experience can expect offers up to the mid-point of the salary range. Metra provides full pay ranges so candidates can consider their growth potential.

Metra is one of the largest and most complex commuter rail systems in North America, serving Cook, DuPage, Will, Lake, Kane, and McHenry Counties. The agency is linking communities in Northeastern Illinois by providing safe, reliable, and efficient commuter service.

Metra’s Law Department is supported by the General Counsel, who reports to Metra’s Board of Directors and CEO. The department provides legal counsel to the Board, Metra’s senior leadership and every department in the agency. The department is organized into three teams: Governance/Team Support, Corporate/Regulatory, and Litigation/Risk Management. Metra’s Ethics Officer is a member of the department. The Law Department focuses on proactively identifying and addressing legal issues in support of Metra’s mission to deliver safe, reliable, efficient, and affordable commuter rail service that enhances the economic and environmental health of Northeast Illinois.

Reporting to the General Counsel, the Assistant Secretary to the Board of Directors will coordinate appointments, schedule meetings, and interact with the Board of Directors regarding meetings and activities; perform administrative duties at board, committee, and Citizens Advisory Board (CAB) meetings and in support of the Law department, as assigned; and preserve and maintain the integrity of all documents and official records of the board in compliance with the Regional Transportation Authority (RTA) Act and other applicable laws.

The primary duties include:

Plan and coordinate logistics for board and committee meetings in conjunction with other agency staff; schedule meetings based on board member availability; prepare meeting agendas for review and approval; and construct meeting packets.

Attend board and committee meetings; take roll call; record attendance and votes; and transcribe and distribute approved minutes.

Maintain accurate official records, documents, and files including ordinances, resolutions, and correspondence; and ensure all documents are complete, accurate, and in compliance with legal requirements.

Provide meeting information in a timely manner to agency staff, board members other attendees including the executive offices of the RTA, service boards, legislators, and county board offices; and assist with updating and maintaining information to be posted on the board's web page.

Monitor the e-mail account and telephone line dedicated to board business; and direct messages, calls, requests, and information to the appropriate board members for review and response.

Perform other related duties as assigned to meet the ongoing needs of the department and Board of Directors.

Promote safe work practices and maintain and foster a safe work environment.

Final salary will be determined in part by the qualifications of the selected candidate.

Metra is a railroad employer subject to the provisions of the Railroad Retirement Tax Act, not the Social Security Administration.

Job Requirements

1. Bachelor's degree or in lieu of specified degree four (4) years of administrative support experience is required, preferably as an executive assistant.

2. In addition to #1, must have a minimum of five (5) years of experience providing administrative support to management or executive level staff.

3. Considerable knowledge of:

• office practices and administrative processes.
• proper grammar in the review and preparation of documents and reports.

4. Good:

• knowledge of records management.
• problem-solving skills with acute attention to detail and accuracy.

5. Knowledge of the Opens Meetings Act (OMA) or Freedom of Information Act (FOIA) is preferable, but not required.

6. Proficient in Microsoft 365 (Outlook, Word, Excel, and PowerPoint); and Adobe Acrobat.

7. Strong:

• written and verbal communication and interpersonal skills needed in dealing with all levels of management, external groups, and organizations.
• organizational and record-keeping skills.

8. Ability to:

• work with sensitive information and maintain strict confidentiality.
• work on multiple projects with shifting priorities.
• always maintain a high level of professionalism.
• lift and move up to 10 pounds.

9. Must be:

• a self-starter with strong independent judgment.
• willing to travel within and outside of Metra’s 6-county region.
• available to work flexible hours in the early morning, late afternoon, evenings, or weekends.

Preferences:

10. Experience:

• with calendar management, scheduling meetings, event planning, and presentation preparation.
• working in a legal department or law firm.

11. Certified Administrative Professional.

Please note: Regardless of any state laws that legalize marijuana, Metra prohibits applicants and employees’ use or possession of marijuana (or marijuana paraphernalia), or having detectable amounts of marijuana in their bodies, including synthetic and/or non-synthetic substances such as THC for any reason for pre-employment screening purposes, while on duty, subject to duty, on Metra property, or in Metra work equipment and vehicles.

Metra is an Equal Opportunity/Affirmative Action Employer. It is our policy to fill vacant positions with qualified candidates without regard to race, color, sex, religion, national origin, age, gender identity, disability, or any protected categories, assuming an individual can perform the essential functions of the job with or without accommodation.

Metra is committed to ensuring that our career website and recruiting process are accessible to all individuals. If you encounter difficulties or limitations in using or accessing our online application, or if you require reasonable accommodations to complete this application, participate in interviews, complete any pre-employment testing, or engage in any other aspect of the employee selection process, please direct your inquiries to RAC@Metrarr.com.