Salary : $44,456.89 - $66,674.11 Annually
Location : Oceanside, CA
Job Type: Full-time
Job Number: FY2024-00049
Department: General Counsel
Division: ADMINISTRATION
Opening Date: 01/16/2024
Closing Date: Continuous
Description
DEFINITION
The Administrative Assistant's primary responsibilities are to provide advanced, well-organized professional administrative and project collaboration for senior managers and other staff members throughout the District. This position also provides information and assistance to the public regarding NCTD's services, programs, policies, and procedures. Success in this role requires sound judgment, critical thinking, discretion, and exceptional attention to detail.

Distinguishing Characteristics
This position is distinguished by the need a professional demeanor, along with a strong desire to provide staff members with the highest level of administrative support. The Administrative Assistant has a variety of responsibilities, individuals serving in this role may be assigned any or all responsibilities based on operational need. The individual in this role must approach the responsibilities and duties with commitment to provide exceptional service and a willingness to go "above and beyond" the minimum requirements. S/he must work well under pressure and respond positively and productively in an environment with rapidly changing deadlines and priorities. The Administrative Assistant position is part of a departmental pool of administrative support personnel. S/he will generally be assigned to support specific Divisions/Departments but must also step in as needed for coverage and assistance to other team members.

Supervision Received and Exercised
This position reports to the Manager of Administration but may be assigned to provide support to specific Divisions/Departments; therefore, a "dotted-line" relationship may exist with other Division Chiefs and/or Managers. This position has no supervisory responsibility.

Working Conditions
Normal working conditions for this position are in both an office and field setting. Business travel may be required periodically between District sites, governmental agencies, consultant's facilities, and other locations as required. The ability to work additional hours outside a normal work schedule is essential to fulfill the expectations of the role.
Examples of Duties

Essential Functions
Duties may include, but are not limited to, the following:

• Provide high-quality administrative, clerical, and professional support to Executive Director/CEO, General Counsel, Division Chiefs, and department managers, with constant focus on exceptional work product and a service-focused attitude.
• Prepare memos, letters, reports, presentations, and other documents, including confidential correspondence. Serve as highly accomplished resource by proofreading documents for proper grammar, punctuation, spelling, formatting, re-formatting, and recommending related improvements to written communications.
• Screen and forward phone calls, resolving any issues before routing to recipient. Coordinate through Manager of Administration and other Administration staff to ensure appropriate phone coverage.
• Manage Outlook calendars including scheduling meetings, phone calls, conferences, as well as notification of imminent appointments/meetings and or arrival of meeting participants.
• Coordinate logistics for meeting room reservations and set up, including identification and coordination of technical needs and any other resources or amenities.
• Maintain file system, including hard copy and electronic files in accordance with District policies and procedures on document control.
• Manage travel arrangements for managers and staff, including follow up and communication of any flight, hotel, or other related itinerary changes to traveler. May assist with completion submission and reimbursement of all travel and other business-related expenses in accordance with NCTD policy/procedure.
• Respond to California Public Records Act requests ensuring completeness and adherence to regulations.
• Process District's Administrative Policies and Procedures. Logs, tracks, and reviews all new and revised procedures for clarity, grammar, and formatting. Obtain required signatures on all procedures and notifies the applicable Division Chief of when existing procedures require review. Maintain electronic and signed originals of all District's procedures.
• Perform routine clerical tasks such as photocopying, scanning, mailing, printing, filing running errands, ordering lunches/meals, etc. Order, maintain, and issue office supplies and equipment.
• Provide back-up reception duties by answering the primary phone for GAO office location during associates' absences. Receive and greet all visitors in a friendly, courteous, and alert manner. Provide general information and assistance to staff and the public.
• Handle administration of incoming and outgoing mail, including receiving, reviewing, sorting, distributing, packaging, stuffing, labeling, weighing, metering, making interoffice deliveries throughout and to offsite facilities utilizing an NCTD vehicle.
• May use the NCTD credit card for District traveling, catering, and/or conference calling.
• Other duties as assigned.

Qualifications

Experience/Education

• Associate degree in related field preferred; minimum three (3) years prior directly relevant experience performing high-level administrative support. Typing speed of 55 wpm, a must.
• Bilingual in English/Spanish a plus.

A combination of experience/skills and education to fulfill the requisite knowledge, skills and abilities for this position may be considered.
Certificates/Licenses

• Possess and maintain a California driver's license, Class C with less than 6 points in the preceding 36-month period and no DUIs in the preceding 7-year period.
• Must be able to obtain and maintain access to Marine Corp Base Camp Pendleton.

General Requirements

• Exhibits a friendly, professional, and customer-service oriented demeanor continuously.
• Exceptional relationship-building skills to deal competently with individuals at all levels of responsibility and authority.
• Ability to manage highly confidential and challenging situations with diplomacy and tact.
• Ability to work under pressure, multi-task, and organize workflow to deliver high-quality products within established deadlines.
• Collaborative and flexible "can-do" attitude with a willingness to perform even the most basic tasks. Apply personal attention to detail and takes pride in "going the extra mile" to achieve success.
• Strong written and oral communication skills, including knowledge of the structure and content of the English language such as the meaning and spelling of words, rules of composition and grammar. Superior writing and proof-reading skills.
• Intermediate to advanced proficiency in computer software programs, particularly the Microsoft Office Suite. Experience with Document Management Systems and Enterprise Resource Planning (ERP) systems, such as JD Edwards plus.

Supplemental Information
Physical Requirements
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Ability to use the phone and computer for extended periods, manual dexterity to complete clerical functions, work with office equipment, and daily lifting of equipment up to 25 pounds is required. Ability to hear, see and to communicate verbally to exchange information. Ability to physically travel between District locations and other destinations, work in evenings when required, work in hazardous conditions, and negotiate a variety of different and irregular terrain as is typical along a railway right of way. May be subject to fumes, odors, dusts, gases, chemicals. Ability to walk, climb, balance, bend, carry, push, reach, sit, and stand.
Machines / Tools / Equipment

• Ability to operate a personal computer and Microsoft Office Suite programs.
• Ability to operate standard office equipment, including a fax and scanner machine, copy machine, and telephone.

Application Information : All applicants must complete and submit an online application at A job offer is contingent upon the successful completion of a pre-employment drug screen and background check. NCTD is an Equal Opportunity Employer.
Retirement : NCTD participates in the CalPERS retirement program with a benefit formula of 1.5% @ 65 for PEPRA new members. Benefits are calculated based on your age at retirement, the number of years of service credit with CalPERS and the average of your monthly compensation over the past 36 months (36 months average highest hourly pay rate). The current employee contribution rate each payroll is 4.75% for new members. Taxes are deferred to retirement.
457(b) Deferred Compensation Plan : NCTD offers a Voluntary Deferred Compensation Savings Plan through VOYA Financial Services. Employees are eligible to enroll any time after the date of hire. The plan allows you to contribute pre-tax and/or post-tax dollars into selected funds of your choice. The plan also allows you to:

• Contribute up to amount specified annually by the IRS
• Catch-up plan for those 50 of up to amount specified annually by the IRS
• Is portable, can be rolled over into another qualified retirement plan
• Employer match into a 401(a) account (50% up to 8% of employee compensation; Max NCTD contribution of 4%)

Medical Insurance : NCTD offers a rich variety of HMO and PPO plans to choose from and contributes towards your monthly medical premiums, if the coverage you select costs more than the amount NCTD contributes, then payroll deductions will be withheld on a pre-tax basis.
If medical insurance is selected, NCTD will contribute the listed amount towards your selection:

• $550/month for single coverage
• $1,040/month for employee one dependent
• $1,392/month for employee 2 or more dependents

Dental Insurance : NCTD offers two different dental plans for employees and their eligible dependents (HMO and PPO) from a reliable dental insurance provider. Human Resources can provide information regarding annual insurance provider and available plans. Both plans are part of NCTD's cafeteria plan (pre-tax payroll deductions for monthly premiums).
Vision Insurance: NCTD offers vision services for employees and their eligible dependents through a reliable vision insurance provider. Human Resources can provide information regarding annual insurance provider and available plan. The plan is part of NCTD's cafeteria plan (pre-tax payroll deductions for monthly premiums).
The benefits include:

• $10.00 co-pay for Annual Exam
• No charge for standard lenses every 12 months
• $125 retail allowance for frames every 2 years; OR $125 toward the contact lens.

Life Insurance : NCTD cares for its employees, and thus provides at no cost to the employee group life insurance in the amount of $50,000 (coverage includes Accidental Death and Dismemberment and Accelerated Death benefits). Additional life insurance is available for you and your eligible dependents at your expense. * Tax reporting is required for any amounts over $50,000, per IRS guidelines. Supplemental life insurance coverage premiums are deducted on a post-tax basis.
Long Term Disability Insurance: NCTD offers voluntary Long-Term Disability (LTD) insurance. You may elect units of $100 up to 60% of your hourly wage to a maximum of $6,000/month. Deductions are post-tax, coverage 24/7, limitations or exclusions, and benefits are payable to age 65 or for two years (whichever is longer).
Flexible Spending Account Plan: NCTD offers two core FSA plans and two Commuter plans. Health Care and Dependent Care plans are "Use It OR Lose It" calendar year plans (Jan. 1st - Dec. 31st). The Commuter Transit and Parking plans do not have a "use it or lose it" policy. Plans are as follows:

• Health Care Spending Account:
  • May contribute up to amount specified annually by the IRS
• Dependent Care Spending Account :
  • May contribute up to amount specified annually by the IRS (including limitations if married)
• Commuter Transit Accounts:
  • May contribute up to amount specified annually by the IRS

Disability Insurance : Employees contribute to California State Disability Insurance (SDI). The current contribution rate is 1.1% of earnings and is totally paid by the employee. After the 7-day waiting period, SDI pays a percentage of employee's salary up to a maximum of $1,540.00per week, for up to 52 weeks. SDI may be coordinated with Paid Time Off (PTO).
Accident Insurance: NCTD offers voluntary accident insurance. You may elect coverage for you and your dependents for a flat monthly rate. Deductions are post-tax.
Critical Illness Insurance: NTD offers voluntary Critical Illness insurance. You may elect coverage up to $10,000 in increments of $2,500, for you and between $2,500 - $5,000 for your dependents, not to exceed 50% of coverage amount. Deductions are post-tax.
Administrative Holidays : 9 recognized paid holidays per year: New Year's Day, Martin Luther King Day, President's Day, Memorial Day, Independence Day, Labor Day, Veterans' Day, Thanksgiving Day, and Christmas Day.
PTO (Paid Time Off): All NCTD Regular, Probationary, and Limited-Term employees shall receive Paid Time Off (PTO). PTO shall be taken at reasonable times approved by the employee's supervisor.
PTO shall be earned equally in each pay period during the year in accordance with the following schedule, based on the number of years of NCTD service completed:
- 0 through 3.99 years of service completed: 120 hours per year (15 days)
- 4.00 through 9.99 years of service completed: 176 hours per year (22 days)
- 10 and more years of service completed: 216 hours per year (27 days)
Bereavement : NCTD offers up to three (3) days of paid leave. Five (5) days if travel is greater than 300 miles.
Transportation Passes: All NCTD employees receive an identification "PRONTO Card" which can be used to ride the following NCTD/MTS transit services (BREEZE, FLEX, SPRINTER, COASTER, MTS Bus, Trolley) at no charge. Eligible family members also receive a pass for NCTD public transportation at no charge (paratransit excluded).
Employee Assistance Plan: The EAP offers assistance in areas such as:

• Emotional Support
• Work/Life Balance
• Family Care

Family Status Change: This allows you to add/drop dependents from current benefit plan elections per IRS "Qualifying Events." If a "Qualifying Event" occurs, you MUST contact HR within 30 days of event, (Qualifying Event must relate to the benefit change you are requesting).
Please contact Human Resources should you have any questions regarding NCTD Benefits.
01

Please be advised that an incomplete application WILL NOT be considered for employment. An attached resume is not an acceptable substitution for a completed application. Incomplete responses, false statements, omissions, or partial information may result in disqualification in the selection process. By continuing in the process, you are certifying that all information provided in the application and supplemental questionnaire is true to the best of your knowledge. Select "Yes" to reflect that you have read and understand this statement.

• Yes
• No

02

APPLICANT'S ACKNOWLEDGMENT - NOTIFICATION VIA EMAIL: I understand that it is my responsibility to check my email, including junk mail or spam folders, for any communication from the North County Transit District. Communication will be sent via email to the email address I have provided on my application. Select "Yes" to reflect that you have read, understand, and agree to this statement.

• Yes
• No

Required Question