What are the responsibilities and job description for the Executive Assistant II (2 Positions Available) position at Metropolitan Transportation Commission?
ABOUT MTC
The Metropolitan Transportation Commission (MTC) was created by the California Legislature in 1970. The federal government, state Legislature and Bay Area voters have assigned MTC a wide-ranging portfolio of duties. For starters, MTC is the metropolitan planning organization for the nine-county San Francisco Bay Area. MTC is also the regional transportation planning agency for the Bay Area. MTC directly distributes more than $700 million a year to local public transit agencies and other recipients, and prioritizes requests from local agencies for millions more in scarce state and federal funds. Acting as the Bay Area Toll Authority, (BATA) MTC collects in excess of $600 million a year in bridge tolls, and allocates these funds for the operation and upkeep of the region's seven state-owned toll bridges. We plan, invest and coordinate to keep the Bay Area mobile, sustainable and prosperous. At the same time as addressing the needs of a growing population, we are committed to preserving the diverse communities and natural beauty that make the Bay Area a desirable place to live and work.
ABOUT THE ROLES
MTC has two Executive Assistant II positions available in the following sections:
- 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.
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
An appropriate combination of education and experience that has provided the required knowledge, skills and abilities is qualifying. A typical way of obtaining the required qualifications is:Education: High School diploma or GED; and
Experience: Two years of experience equivalent to that of an Executive Assistant I in MTC, or six years of progressively responsible secretarial or office administrative experience, including two years of experience serving as an Executive Assistant, preferably in a government agency.
License/Certificate
Possession of a valid California Class C driver's license and a safe driving record, or the ability to provide alternate transportation which is approved by the appointing authority.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
Salary : $91,145 - $115,594
