Executive Assistant III - People and Community Engagement

Overview

Why OCTA:

Discover work that moves you in a dynamic and innovative setting. Be part of a team delivering Orange County’s transportation network of today and creating a vision for the future.

OCTA is the county’s transportation planning commission and public transit operator. With a focus on safety and accountability, we plan, fund, and implement countywide projects that include bus and rail transit, freeways and express lanes, rideshare, microtransit, paratransit, active transportation, and environmental programs.

We’re passionate about creating a balanced, equitable and sustainable transportation system that reflects the diverse travel needs of the county’s 34 cities and 3.2 million residents. 

Our employees rated OCTA as a top workplace in Orange County. Come join us on our mission of keeping Orange County moving.

Overview:

Under minimal supervision of executive level staff, independently performs a wide range of complex and responsible secretarial and administrative duties for a large, multi-functional Division.

This is a non-exempt position in Salary Grade ­­175: Min $34.15 – Mid $40.97 – Max $47.80 hourly. The starting salary will be within this range based on qualifications.

This posting will remain open until filled.

Responsibilities

This list is intended to indicate the general nature and level of work performed by employees within this classification and is not designed to be interpreted as an exhaustive listing of all tasks required of employees assigned to this job.

Displays High Integrity & Honesty: Takes personal responsibility, acts with honesty and consistency.

Has Technical and Professional Expertise: Has the technical skills, product knowledge and professional skills to do the job.

Works in a Collaborative Manner with Others: Works in a collaborative manner with others, helps resolve unproductive conflict.

Solves Problems & Analyzes Issues: Has and applies problem analysis and problem-solving skills on a technical and interpersonal level.

Communicates Powerfully & Prolifically: Shares insights on issues/problems, clarifies purpose and links that purpose to actions.

• Performs as professional assistant to executive level staff, relieving the executive of administrative details including confidential items.
• Manages the processing and quality control of reports to the Board of Directors prepared by or under the direction of the Executive Director.
• Prepares, obtains, or maintains documents, correspondence, agendas, audits, surveys, background materials, and meetings summaries, and provides follow up on assignments determined at meetings.
• Provides liaison support between the executive and individuals such as members of the Board of Directors, management staff, Clerk of the Board, other cross division executive assistants, employees, representatives of government and community agencies, and the general public.
• Assists callers by relaying messages, answering questions, routing customer comments for responses, responding to requests for information, sharing agency position on various matters, resolving administrative problems, understanding agency policies and procedures, and referring callers to the executive or others as appropriate.
• Interfaces and supports other managers with administrative duties as assigned by the Executive Director.
• Composes correspondence, memos, and letters for own and top executive's signature.  Reviews, proofreads and edits documents presented for executive or others as appropriate.
• Conducts a variety of special assignments involving analysis, research, data compilation, and report preparation; coordinates staff input to executive regarding special and periodic reports.
• Maintains Executive’s calendar and OCTA Executive Calendar of Events.
• Coordinates general office activities and administrative support projects. Resolves related issues.
• Sets up meetings; arranges travel and reservations for executive, Board members, and staff members for meetings and conferences; maintains records of executive's expenses.
• Assists with special projects as needed.
• Approves expenditures of funds as authorized for office activities and supplies.
• May assign work to and train other administrative support staff.

Qualifications

Any combination of education and experience equivalent to a high school diploma with a minimum of eight years secretarial experience, or an associate’s degree with a minimum of six years secretarial experience, or a bachelor’s degree with a minimum of four years secretarial experience.  Must have experience reporting to management level staff. This classification supports an executive director of a large multi-functional division.

Working Conditions/Physical Activities:(The physical demands described are representative of those that must be met by the employee to successfully perform the essential functions of this job. OCTA provides reasonable accommodation to enable individuals with disabilities to perform the essential functions).

Positions in this class typically require:

• Work may be performed in a stressful, fast-paced office environment, depending upon assignment.
• Ability to understand verbal communication and to respond effectively.
• Reaching, Finger Dexterity, Grasping, Feeling, Talking, Hearing, Seeing, and Repetitive Motions in computer use.

Compensation and Benefits:

OCTA offers an attractive compensation and benefits package that includes medical, dental and vision health insurance programs, flex time (may be available), paid sick leave, paid vacation and holidays, short-term and long-term disability, life insurance, flexible spending accounts, retirement, deferred compensation plan, educational reimbursement, excellent in-house training programs, free transportation passes for the employee and dependents, wellness and ergonomic programs, and much more. OCTA has a hybrid remote work program. Eligibility is dependent on manager’s approval.

OCTA is an equal employment opportunity employer that recruits, hires, and promotes qualified people without regard to race, color, religion, creed, ancestry, national origin, age, sex, pregnancy, gender, gender identity and/or expression, sexual orientation, marital status, medical condition, disability, genetic information, military and veteran status, or other legally protected status.

Salary : $34 - $48