Executive Assistant

OVERVIEW

Under the direction of the General Manager, the Mason Transit Authority’s (MTA) Executive Assistant position is responsible for providing high-level administrative support by conducting research, preparing reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors and scheduling meetings. This position also serves as MTA’s Clerk of the Authority Board, responsible for agency records, and acts as Public Records Officer.

Position is open until filled with a first review of applications on July 1st.

Salary Range: $26.56 - $36.13 per hour DOQ. Non-exempt subject to FLSA requirements.

• Serve as the Clerk of the Board and ensure Open Public Meetings Act (OPMA) and all applicable federal, state, and local legal requirements are met. Prepare and place legal notices for public hearings and special meetings as required by law.
• Coordinate and provide support to the Authority Board and subcommittees. Assemble monthly board packets and attend Board meetings as recording secretary. Research for and prepare initial draft documents of meetings for review. Edit, proofread and distribute minutes of Authority Board meetings, public hearings, and other meetings as necessary.
• Prepare and track Authority Board Member stipends. Coordinate travel arrangements and conference registration as needed.
• Coordinate with County Clerk on appointment of new Board Members and Board Composition Review as needed. Prepare an Orientation Manual for incoming new Board members and assist in their orientation process.
• Create and maintain a Clerk Reference Manual.
• Serve as the agency’s record retention coordinator and official custodian of agency records. Retrieve documents, agency records, and information and prepare responses to routine inquiries. Ensure requests for public information conform to state Public Records Act and similar laws. Coordinate with staff, public, legal counsel, and others to meet requirements. Monitor and track all requests to ensure responses for timeliness and responsiveness are met.
• Maintain records in accordance with records management guidelines and retention as set forth by the Washington Secretary of State, Washington State Archives and WSDOT relating to grant funding. Assist in the development and implementation of records retention plans. Provide training to agency staff on Public Records Act requirements and updates.
• Prepare and edit correspondence, reports, communications, contracts, presentations and other documents. Conduct research, assemble and analyze data to prepare reports and documents. Format contracts, documents, and forms.
• Assist with writing, reviewing, and distributing agency policies, procedures and tasks. Maintain current policy records for internal and website distribution.
• Arrange and coordinate meetings and events. Set up meeting and event spaces and ensure all materials, meals, and amenities are provided.
• Act as a liaison with other teams/staff and outside agencies/clients.
• Handle confidential and non-routine information and explain policies when necessary.
• Review legal documents, including contracts and arrange for review by Legal Counsel.
• Serve as the agency’s Notary Public.
• Represent the agency at committee meetings, conferences, and trainings. Attend ongoing training required to keep current with Parliamentary, OPMA, Public Records and Records Retention processes and laws. Occasional travel is required.

• Perform duties in support of ongoing and special projects.
• Review invoices and serve as signatory as needed in the absence of General Manager.
• Serve on committees, task forces and other work groups.
• Perform other duties as assigned and any duties of a similar nature or level needed.
• Pursue certification designations in both roles as Clerk of the Authority Board and Public Records Officer demonstrating in-depth knowledge and responsibilities.

• Associate Degree, and three (3) years of progressively responsible administrative/organizational experience.
• An equivalent combination of education and experience that demonstrates competency and thorough knowledge of general office…