Executive Assistant Clerk of the Board

Under the direction of the General Manager, the Executive Assistant provides high-level administrative support to the General Manager, the Authority Board, and the Transit Advisory Group. This role includes performing Clerk of the Board duties, managing the organization’s record retention program, and overseeing public records requests. The Executive Assistant is expected to exercise discretion and maintain confidentiality when handling sensitive information. The position is primarily independent, with minimal supervision.

The Executive Assistant will apply a deep understanding of advanced office practices and procedures, exercising considerable autonomy and sound judgment in daily tasks. This role reports directly to the General Manager and is an integral part of the executive team, which includes the General Manager and Department Heads.

ESSENTIAL FUNCTIONS

Executive Assistant

• Serves as confidential assistant to the General Manager.
• Provides administrative support as needed for all departments.
• Prepares contractual, legal, and other complex documents as directed.
• Schedules and reserves conference rooms for the Agency and the public.
• Prepares and publishes legal notices as directed and in accordance with established procedures and legal requirements.
• Arranges agenda for staff meetings and maintains board room calendar.
• Coordinates conference/travel arrangements for the agency.
• Composes, transcribes, and maintains administrative documents, both general and confidential, for the General Manager.
• Independently composes correspondence, reports, and memoranda for the General Manager’s review.
• Organizes and maintains all Agency contracts.
• Performs other duties as assigned.
• Provide communication both written and oral with the union. Coordinate meeting times, prepare agendas, and take minutes during the meetings.

Clerk of the Board

• Serves as the Clerk of the Board and ensures requirements of the Open Public Meetings Act and all Federal, State, and Local legal requirements.
• Provides guidance to agency management on initiatives that require approval, resolution, or other methods of board authorization.
• Prepares and places legal notices for public hearings and special meetings as law requires.
• Prepares, assembles, and distributes Board/Advisory meeting packets. Publishes packets in accordance with the law.
• Provides information and assistance to departments and the public related to Board/Advisory meetings; drafts, correspondence or initiates telephone contact as directed; establishes, organizes, maintains, and provides access to official Board documents and information.
• Conduct and manage virtual/hybrid Board, Subcommittee, and Advisory meetings.
• Official custodian of Agency records relating to the Board/Advisory meetings. Ensures records received have required signatures, distribution, file storage and retention. Maintain and update policy and procedure files.
• Performs other duties as assigned.

Public Records

• Oversees the public records process, receiving and ensuring requests for public information conform to the state Public Records Act and similar laws.
• Coordinates with staff, public, legal counsel, and other to meet public record requirements. Analyze, evaluate, and monitor requests and responses for timeliness and responsiveness.
• Receives and responds to all public records requests within the timeframe set by the State Public Records Act.
• Develop, implement, retain, and maintain electronic and paper filing systems for record retention plans; dispose of contracts, records, and documents as per state retention schedule; respond to subpoenas for records.
• Provide training and oversight to all departments on record keeping.
• Conduct onboarding/offboarding training for all administrative staff members.
• Performs other duties as assigned.

For complete job description and requirements, please go to our website: www.jeffersontransit.com/jobs.aspx

Job Type: Full-time

Pay: $62,815.00 - $78,066.00 per year

Benefits:

• Employee assistance program
• Health savings account
• Life insurance
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Commute:

• Port Townsend, WA 98368 (Required)

Ability to Relocate:

• Port Townsend, WA 98368: Relocate before starting work (Required)

Work Location: In person

Salary : $62,815 - $78,066