Executive Assistant

First round of applications will be reviewed on January 27, 2025

OPEN UNTIL FILLED 

Led by a Board of Directors made up of elected officials from each of the 24 cities and towns and the five county supervisorial districts, San Bernardino County Transportation Authority (SBCTA) staff is focused primarily on freeway, interchange, and transit enhancements to the region that first and foremost benefit the taxpayer of San Bernardino County.  Coupling that effort with various non-transportation related objectives from the Council of Governments role of the agency brings the mission of providing quality of life improvements to the residents, business operators, and commuters of our region to the forefront.

 

For more than four decades, SBCTA (previously known as SANBAG) has taken pride in delivering on its commitment to the voters through the implementation of Measure I.  This half-cent sales tax that generates transportation dollars that are from the region and for the region is a critical element in the agency's goal to keep people and goods moving effectively.  SBCTA calls the historic San Bernardino Santa Fe Depot home.  Our headquarters not only positions the agency in the heart of the county, but is symbolic of our longstanding commitment to transportation.   

Under general supervision, performs a variety of administrative support duties of considerable complexity requiring thorough knowledge of SBCTA, its operations, and applicable policies and procedures; provides administrative, project, and program support and coordination to the Clerk of the Board/Administrative Manager, one or more senior management staff, SBCTA policy committees, and/or administrative/professional staff; serves as secretary to SBCTA’s Board Policy Committees and/or other assigned Board or regional committees; and performs related as assigned.  

SUPERVISION RECEIVED AND EXERCISED
Receives general supervision from the Clerk of the Board/Administrative Manager. Exercises no supervision over staff.
 
CLASS CHARACTERISTICS
This is an advanced journey-level classification responsible for relieving management of day-to-day executive and administrative support duties, working independently, and exercising judgment and initiative. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of SBCTA operating procedures and policies. Assignments are given with general guidelines and positions are responsible for establishing objectives, timelines, and methods to deliver work products or services. Work is typically reviewed upon completion for soundness, appropriateness, and conformity to policy and requirements.Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.  
 

• Provides administrative support for assigned management, programs, and/or committees; organizes and coordinates administrative and office support functions to ensure efficient and effective operations; acts as a liaison between management/program/committee and other staff, outside agencies, or the public, coordinating resolutions to issues or problems which may arise.
• Prepares and coordinates the completion and submission of agendas and agenda items for SBCTA’s Board Policy and/or other Board and regional and ad hoc committees; reviews and proofs agenda items for content and compliance; prepares, posts, and distributes agenda packets and related information; monitors agenda item workflow and ensures completion within required deadlines.
• Serves as committee/board secretary by assisting in facilitation of or facilitating meetings, including roll call, voting, public participation, and other related processes and procedures; attends meetings and records, transcribes, and publishes minutes and meeting notes. 
• Coordinates, schedules, and sets up rooms and equipment for meetings; purchases food and supplies; coordinates cleaning services and other vendors; tests and troubleshoots boardroom/conference room equipment; and provides other logistical support as needed.
• Prepares and processes reports, forms, records, and various documents requiring knowledge of SBCTA’s programs/projects, operations, and services and the ability to explain, interpret, and apply federal, state, and local requirements and SBCTA policies and procedures relevant to assigned area of responsibility.
• Reviews contracts, agreements, and amendments, and prepares purchase orders and routes for approval; gathers and reviews documentation submitted; prints, reviews, and processes invoices for approval.
• Composes, formats, prints, copies, sorts, and/or distributes various correspondence, reports, forms, and records; proofreads and checks for accuracy and completeness following established procedures; corrects grammar, punctuation, and spelling.
• Verifies and reviews forms, reports, records, files, and applications for completeness and conformance with established regulations, policies, procedures.
• Schedules and/or coordinates meetings, conferences, and training sessions for staff and management. 
• Researches, compiles, and summarizes information and data from various sources on a variety of topics; prepares and assembles reports and other informational materials.
• Organizes and maintains accurate and detailed databases, files, and records; inputs and maintains a variety of data into assigned databases and systems; verifies accuracy of information, researches discrepancies, and records information; ensures compliance with established records retention schedules including archiving, scanning, and destructing files. 
• Receives and screens visitors and telephone calls; takes messages, directs callers and visitors to the proper office or person, and/or provides factual information regarding SBCTA programs, activities, and functions; interprets and applies regulations, policies, procedures, systems, rules, and precedents in response to inquiries and complaints from the public.
• Performs related duties as required.

Knowledge of:
 

• Operations, services, programs, policies, procedures, and processes of SBCTA.
• Organization and function of public agencies, including the role of appointed boards and commissions.
• Procedures, rights, and responsibilities related to local legislative body meetings.
• Research, data collection, and reporting techniques, methods, and procedures.
• Business correspondence writing and the standard format for reports, correspondence, agendas, and related documents.
• Methods of preparing and processing various records, agendas, reports, forms, contracts, and agreements.
• Records management principles and practices including recording, retention, storage, and disclosure requirements.
• Applicable federal, state, and local laws, codes, and regulations as well as industry standards and best practices pertinent to the assigned area of responsibility. 
• Techniques for providing a high level of customer service, by effectively working with the vendors and SBCTA staff. 
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

 
Ability to:
 

• Perform varied and responsible administrative support work, requiring the use of judgment and discretion, with accuracy and speed. 
• Prepare and process various records, agendas, reports, forms, and other documents.
• Coordinate and facilitate effective meetings and public participation.
• Research and summarize information from a variety of sources.
• Compose concise reports, correspondence, and other written materials. 
• Understand the organization and operation of SBCTA to assume assigned responsibilities. 
• Interpret, apply, and explain applicable federal, state, and local policies, procedures, laws, and regulations and SBCTA policies and procedures relevant to work performed.
• Maintain a variety of filing, record keeping, and tracking systems.
• Use tact, initiative, and judgment within general policy and procedural guidelines and legal requirements.
• Organize work, set priorities, meet critical deadlines, and follow-up on assignments.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work. 
• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.

 
Education and/or Experience:
Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying.  A typical way to obtain the required qualifications would be:
 
Equivalent to the completion of the twelfth (12th) grade and five (5) years of increasingly responsible administrative support, preferably at a public sector agency.

 Licenses and Certifications:

• Requires possession of a valid California Driver’s License, a satisfactory driving record, and a properly registered and insured vehicle, to be maintained throughout employment.

PHYSICAL DEMANDS 
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; operates a motor vehicle and visit various SBCTA sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.   

ENVIRONMENTAL CONDITIONS
Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing policies and procedures.

Salary : $56,097 - $84,146