Executive Administrative Assistant

AC Transit is seeking a qualified Executive Administrative Assistant. Under the direction of an assigned executive, this position performs a wide variety of confidential and complex administrative and office support duties.

An eligibility list will be created from this recruitment to be used in filling future vacancies.

This is an excellent opportunity to work for the largest bus agency in California, make a difference in our local community, and promote AC Transit as a great employer of the East Bay. In addition to working with some of the best in the business, AC Transit also has an excellent benefits package that includes pension, medical, dental and vision coverage, flexible spending, and 457 savings plan.

• Screens office visitors and telephone calls, and responds to requests, complaints, and inquiries of a complex and confidential nature, from the public and District staff, and refers to other staff, where appropriate.
• Disseminates information using discretion, and by appropriately applying and interpreting regulations, policies, and procedures.
• Compiles data for reports and other materials; and prepares administrative reports and projects.
• Establishes, maintains, and modifies executive office files, records, spreadsheets, and logs.
• Coordinates meetings, prepares agendas, arranges facilities and equipment, and assembles meeting materials and related media including folders, binders, and copies.
• Makes travel and conference arrangements; and submits and tracks reimbursement requests for the assigned executive or Board Officer, and others, as instructed. Organizes and maintains appointments, schedules, and calendars for the assigned executive or Board Officer; and coordinates office activities and schedules with other departments, third parties, and the public.
• Composes, prepares and proofreads correspondence, letters, reports, memoranda, agendas, and other documents, makes corrections, and revises drafts as needed.
• Provides administrative support to District boards, committees, and/or task forces, as assigned; including posting legal notices, preparing agendas, assembling background materials, and taking and transcribing meeting minutes.
• Maintains departmental content on the District's intranet, and /or internet website.
• Acts as a point of contact to the public, members of the Board, and other agencies at the request of the assigned executive or Board Officer.
• Recommends and implements procedural changes affecting office activities.
• Monitors and reconciles expenses for the assigned executive or Board Officer.
• Initiates and completes special projects and assignments, as assigned.
• May plan, assign, train, review, and assist in evaluating the work of subordinate clerical personnel.
• Performs related duties, as required.

Equivalent to completion of an Associate's degree from an accredited college or university, with major coursework in business, accounting, or a related field.

Equivalent to at least six (6) years of recent and verifiable administrative support experience for executive-level management personnel, involving frequent public contact.

(1) Must maintain the physical condition necessary to perform tasks in an office setting and operate computers, keyboards, and other peripheral equipment. (2) Must possess the mobility necessary to travel expeditiously within the AC Transit District to perform the duties of the job. (3) Some positions in this classification may be required to lift up to 25 pounds regularly.

THIS POSITION IS AN UNREPRESENTED POSITION

The Human Resources department must receive a completed online application by the filling date. If this recruitment is Continuous, it may be closed at any time without notice. Applications will be screened for job related qualifications, and those candidates who best meet the qualifications listed on this Job Announcement will be invited to participate in an examination process that may include written, oral and/or performance segments.

Current District employees must have satisfactory attendance and performance records. Finalists will be placed on an Eligibility List. When filling vacancies, the Human Resources Department will refer the top candidates to the hiring department for final screening and recommendation.

The transit professionals who call AC Transit home represent the rich cultural diversity of the Bay Area. For more than 60 years, we have been an equal opportunity employer honoring religion, ethnic background, national origin, gender, gender expression, genetic information, disabilities, age, and veteran status. We are not only an inclusive employer but also offer a comprehensive benefits package rooted in choice, flexibility, and affordability.

Most Benefits are effective the first of the month following your hire date. Employees and eligible dependents have access to the following benefits:

• Medical - Choice of two Health Maintenance Organizations (HMOs):
  Kaiser Permanente and Health Net. $10.00…