Executive and Board Support Specialist II

Executive And Board Support Specialist Ii

Under general supervision, performs a wide variety of routine to difficult, responsible, specialized, and confidential office support functions, focusing on project management coordination with strong writing, computer, and organizational skills. Organizes and supports the office of the CEO and assists in supporting the offices of the Executive Team. Additional functions ranging from reception, data entry, and records management duties to skilled word processing and the creation and maintenance of specialized reports, records, and files required in connection with department work processes;

interacts with San Joaquin Regional Transit District (RTD) customers on routine, administrative and technical matters; and performs related duties as assigned.

Coordinates, tracks, and monitors projects with follow up and status updates with department heads and project managers; apply critical review on project updates. Attends Board and Committee meetings, public hearings, and work sessions for the purpose of providing information, recording minutes, coordinating materials distribution, and/or supporting the needs of other members and/or attendees. Compiles data from a wide variety of diversified sources (e.g. agenda items, materials submitted by other departments or staff members, incoming mail and documents, budget requests, specific budget categories, etc.)

for the purpose of preparing reports, making recommendations, and/or preparing information for assigned staff. Composes a wide variety of complex written materials (e.g. draft and final correspondence, publications, reports, board packages) for the purpose of documenting activities, providing written reference, and/or conveying information. Creates and/or compiles reports and written materials (e.g. correspondence, agendas, minutes, newsletters, memos, resolutions, financial statements, reports, calendars, etc.)

for the purpose of documenting activities, providing written reference, and/or conveying information in accordance with federal and/or administrative requirements (e.g. The Brown Act). Maintains complex manual and electronic documents, hard copy files and/or records (confidential and non-confidential) (e.g. contacts, legislative information, policy documents, etc.) for the purpose of providing up-to-date reference and audit trail for compliance with district, local, state, and/or federal regulations.

Assists as liaison to the Board and Executive team. Maintains inventory for DTC office supplies. Performs other incidental and related duties as required and assigned.

Knowledge of RTD organization, rules, policies, and procedures applicable to departmental operations. Terminology, technical work processes, and local, state, and federal requirements applicable to areas of assigned responsibility. Basic practices and procedures of budgeting, recordkeeping, filing, and purchasing. Advanced uses of word processing, spreadsheet, database, and other standard software to create complex documents and materials requiring interpretation and manipulation of data.

Standard office practices and procedures. Principles and practices of sound business communication. Microsoft Office Suite, including Word, Excel, and PowerPoint. English usage, spelling, grammar and punctuation. Policies and procedures of the assigned department. Ability to compose correspondence from brief instructions. Analyze complex confidential problems, evaluate alternatives, and make sound, appropriate recommendations. Organize, set priorities, and meet deadlines. Organize and maintain office and specialized confidential files and records.

Understand and follow oral and written instructions. Communicate clearly and effectively, orally and in writing. Operate a computer using word processing and other business software. Prepare clear, concise, and comprehensive correspondence, reports, studies, and other written materials. Exercise sound, expert independent judgment within general policy guidelines. Establish and maintain effective customer-focused working relationships with all levels of RTD management, employees, employee organizations and their representatives, other governmental officials, community groups, and the public.

Education, Training And

Experience:

A typical way of obtaining the knowledge, skills, and abilities outlined above is:
Executive and Board Support Specialist II:
Graduation from an accredited four-year college or university with major coursework in…