Board Assistant

Ideal Candidate
The candidate must be customer-service-oriented and have expertise in managing meeting logistics, scheduling, attending meetings, preparing agendas and minutes, supporting the VTA Board of Directors and its committees, and working with public meeting attendees as required.


Bargaining Unit: SEIU

This position will close promptly on Monday, March 17, 2025, at 5:00 PM

Qualified candidates will be scheduled for an interview on the week of March 31, 2025, followed by a writing exercise for top candidates.

About the Board of Secretary Office
The Board Office is responsible for VTA Board and Committee support, which includes preparing meeting agendas and minutes, distributing and responding to Board correspondence, developing and maintaining relationships with Board and Committee members and VTA constituencies, and providing support services to the Board of Directors. It is also responsible for preparing the annual Board and committee work plans, maintaining official records, and ensuring compliance with statutory notice requirements.

About VTA
The Santa Clara Valley Transportation Authority employs more than 2,000 people dedicated to providing solutions that move Silicon Valley. Unique among transportation organizations in the San Francisco Bay Area, VTA is Santa Clara County’s authority for transit development and operations (light rail and bus), congestion management, transportation-related funding, highway design and construction, real estate and transit-oriented development, and bicycle and pedestrian planning. With local, state, and federal partners, VTA works to innovate the way Silicon Valley moves and provide mobility solutions for all.
Santa Clara Valley Transportation Authority (VTA) is an independent special district that provides sustainable, accessible, community-focused, innovative, and environmentally responsible transportation options promoting the region's vitality. VTA provides bus, light rail, and paratransit services and participates as a funding partner in regional rail services, including Caltrain, Capital Corridor, and the Altamont Corridor Express.
To learn more, go to: vta.org.

Equal Employment Opportunity
VTA is an Equal Employment Opportunity Employer. VTA does not and will not tolerate discrimination against applicants or employees on the basis of age, ancestry, color, marital status, mental or physical disability, genetic information, national, origin, immigration status, political affiliation, race, religion, creed, sex, gender identity, gender expression, sexual orientation, pregnancy, medical condition, disabled veteran or veteran status, etc.

Our Community
Santa Clara County, sometimes called “Silicon Valley," is unique for its innovation, natural attractions, and social diversity. With numerous amenities and perfect weather, it has long been considered one of the best places in the United States to live and work. calendar of festivals and celebrations supports the community spirit. Nearby open space provides easy access to mountain parks, trails, lakes, streams, and beautiful coastal beaches. San José has received accolades for its vibrant neighborhoods, healthy lifestyle, and diverse attractions from national media, including Business Week and Money magazines.
The county’s population of 1.9 million is the largest in Northern California and is rich in ethnic culture and diversity. Enjoy access and the option to explore our closely neighboring counties of San Francisco and Alameda.

Typical Tasks

• Supports all activities of the VTA Board of Directors and its committees;
• Prepares and assembles agendas, agenda packets, and calendars for the Board of Directors and committee meetings; attends agenda review, noting and making changes to agendas as reviewed and discussed;
• Tracks new, referred, and postponed items, ensuring that all documents, reports, and correspondence are accurately provided;
• Sends out notices of meetings along with material related to agenda items to members, news media, and other interested parties;
• Attends Board and committee meetings, and takes extensive and exacting notes of the meeting and proceedings;
• Summarizes, composes, and types (from notes, audio tapes, and written materials) documents related to agenda items, completes official minutes of Board or committee proceedings, writes motions in clear and standard form with timely and accurate turnaround;
•  Processes and/or certifies agenda items of the Board and Committee meetings;
• Extracts and composes, from notes of committee proceedings, material requiring formal referral to the Board of Directors, committees, or staff concerned;
• Performs special research as requested by the Board of Directors, committees, and staff;
• Responds to inquiries from the public, staff, or Board members concerning the proceedings of the Board or the actions of committees;
• Maintains accurate and timely rosters for the Board of Directors and all committees, working with appropriate staff to identify and fill committee vacancies;
• Maintains accurate attendance records for all Board and committee meetings; tracks Board Member committee assignments;
• Prepares/coordinates Board Member per diem and committee member mileage reimbursement; maintains petty cash for such reimbursement;
• Generates, maintains, and troubleshoots departmental area of VTA's website;
• Accepts all legal services on behalf of the Board Secretary; maintains an accurate index of all legal services and forwards to the appropriate department in a timely manner;
• Maintains accurate and complete files;
• Independently composes correspondence requiring the application of specialized knowledge;
• May familiarize other staff with the functions of the office and the proper method of performing their job;
• Performs related duties as required.

Employment Standards

Development of the required knowledge, skills, and abilities is typically obtained through training, and experience equivalent to 4 years of administrative or office experience that has provided a significant degree of initiative and independent judgment. It is required that one year of the experience must be in support of a government board, commission, advisory committee, or similar group where taking notes and/or transcribing minutes is required.

Two years of college coursework in public administration, business, or a related field can be substituted for 2 years of the required experience.

Special Requirements

• Possession of a valid California Driver's license.
• Available to attend off-site and evening meetings as required.
• Must be able to transport materials and equipment (weighing up to 50 lbs.) from one location to another.

Knowledge of:

• Functions and role of a governing Board of Directors, including protocol of Board and committee meetings;
• Parliamentary procedures;
• Practices used in minute taking;
• Standard office practices and procedures;
• Standard formats used in typing official documents;
• Correct English usage, including spelling, grammar, punctuation, and vocabulary;
• Operation of common office equipment, including a personal computer and commonly used software;
• Web information management and troubleshooting;
• Indexing and filing systems.

Ability to:

• Organize work, set priorities, and follow up on assignments with a minimum of supervision;
• Meet critical deadlines and maintain attention to detail;
• Work independently;
• Work cooperatively and flexibly in a team situation;
• Utilize a high degree of independent judgment, skill, and political sensitivity;
• Take notes and compose clear, accurate, and concise minutes of Board and Committee meetings;
• Maintain confidentiality and neutrality in recording conflicting and controversial viewpoints in discussions of sensitive public issues;
• Summarize complex information, and coordinate multiple mediums (Board reports, committee discussions);
• Maintain confidentiality and neutrality in recording conflicting and controversial viewpoints in discussions of sensitive public issues;
• Summarize complex information, and coordinate multiple mediums (Board reports, committee discussions);
• Accurately type and utilize word processing applications to produce finished documents from rough copy, abbreviated longhand, speed writing, shorthand notes, or machine transcription all of which may include technical terminology;
• Interpret and utilize work instructions, rules, regulations, policies, and procedures (Robert's Rules of Order, VTA Administrative Code, the Brown Act, VTA Enabling Legislation);
• Research, compile, and summarize a variety of complex materials;
• Operate standard office equipment, including personal computers to input, access, and print a variety of data and reports;
• Learn software applications specific to the work unit;
• Organize and maintain various files;
• Familiarize other staff with the functions of the office and the proper method of performing their job;
• Use tact and discretion in establishing cooperative working relationships with the public, department heads, and board and committee members.

What's in it for you?

Work/Life Balance: 40-hour work week and a flexible/hybrid remote schedule (WFH schedule is subject to change when business needs arise).
 
Health: VTA participates in a CalPERS-sponsored medical plan with VTA contribution to employee and dependent premium health insurance premiums. Employees pay a monthly contribution of any amount in excess of the Kaiser Bay Area Family rate.  
 
Flex Spending Account: $300 employer-funded Health FSA for eligible employees.
 
Vision: VSP full premium for employees and eligible dependents  
 
Dental: Delta Dental full premium for employees and eligible dependents  

Leave: SEIU: Holidays 13 days | Sick 96 hours | Vacation 15 days

Retirement:  
Participation in CalPERS  

• Classic Members: 2%@55  
• PEPRA Members: 2%@62  

457 Deferred Compensation Plan (voluntary)  

• 457 pre-tax  
• 457 Roth  
• Self-directed brokerage account option for qualifying employees  

Retiree medical coverage for eligible employees with VTA contributions to the retiree’s medical premium  
 
Additional perks: 

• All active full-time employees and their eligible dependents are eligible for transit passes for use over VTA lines, including VTA Paratransit services.  
• Employee Assistance Program (EAP) is available to each employee, eligible dependent, and household member, 24 hours a day, seven days a week.  
• Tuition Reimbursement  
• Professional Development Fund  
• Wellness Programs  

 As we implement our VTA Forward Plan, we aim to strengthen and increase our workforce to take on future opportunities and challenges by elevating our people and services.
 
For more information about our VTA Forward Plan, visit https://www.vta.org/VTAForward.

General Instructions
Please read this entire job announcement before applying for the position. Print and keep a copy of this announcement for your reference.
 
To be considered, a completed application must be submitted online by the stated closing time and date posted. When the stated closing date is “continuous,” apply immediately; the position may close without notice. You will receive an immediate email confirming receipt of your submitted application.
 
Only online applications will be accepted for this recruitment (paper applications or resumes will not be accepted). Job Interest Notification Cards, or copies of previous, partial, or un-submitted applications, are not an acceptable substitute for a completed application.
 
All application and testing notifications will be sent by Email
Applicants must select email as the preferred method of notification. Applicants must maintain an updated, valid, and reliable e-mail address. They are responsible for maintaining updated phone numbers and addresses on their online accounts. Due to the number of applications received, applicants must check their application status through their online account.
 
Application Processing Information 
All related current and past work experience (including VTA experience) must be listed and fully described in the Work Experience section of the application ("See Resume" or "See Attached" is not acceptable). Incomplete or improperly completed online applications may be rejected even if the applicant is qualified. It is the applicant's responsibility to describe the work experience and education needed to meet the job requirements.

All applications are subject to review and must meet minimum qualifications.  Passing any step is no guarantee of continuation if it is determined that the applicant does not meet the minimum qualifications as stated in the job description.

Applicants found to have exaggerated/falsified their qualifications, experience, training, and/or education may be disqualified at any point in the recruitment process and may be denied future employment with the VTA.

If selected for the position, candidates will be required to complete a criminal conviction disclosure form. Candidates who successfully become VTA employees, and fail to disclose any criminal background information may be subject to discipline up to and including discharge.

Eligible Lists typically remain in effect for six (6) months. However, Human Resources may abolish Eligible Lists at any time during the six (6) month period. Human Resources may extend eligible Lists for up to two (2) years. Eligible Lists may be used for more than one recruitment.

If you have questions regarding your status as an applicant for this position, please call the Human Resources Department at (408) 321-5575 or email Personnel@vta.org.

For NEOGOV's Applicant Assistance, call (855) 524-5627 between 8:00 AM to 5:00 PM (PST) Monday through Friday, excluding holidays.

Americans with Disabilities Act Accommodations 
VTA is committed to providing reasonable accommodations to applicants and employees with disabilities or religious needs, absent undue hardship. The Human Resources Department will make reasonable efforts in the recruitment/examination process to accommodate applicants with disabilities. If you wish to request an accommodation, call the Human Resources Department at (408) 321-5575 or email Personnel@vta.org.

Salary : $79,300 - $103,100