Under minimal supervision by the Deputy Executive Directors for Policy and Operations, and direct supervision of the Executive Assistant III. This position is expected to perform the full range of more complex office and administrative support duties, including organization and coordination of work load; maintenance of staff calendars and key contact information and scheduling appointments; managing expense records and travel arrangements; public relations; recording and transcribing meeting minutes, management of agenda materials and resolutions; and serving as a secretary to a committee, and as the backup to the Commission Secretary. Perform sensitive and confidential secretarial and administrative support functions. This position directly supports the Deputy Executive Directors. The position requires interaction with agency commissioners, government officials, business and community leaders, and with all agency staff. The ability to communicate with tact, use discretion and maintain confidentiality are critical to this position.

MINIMUM QUALIFICATIONS:

Education: High School degree or GED.

Experience: The equivalent of at least two years in the MTC classification of Administrative Assistant III, or four years of increasingly responsible clerical or office administrative experience related to the “typical assignments” below and sufficient to demonstrate skill in performing required office and administrative support duties.

Knowledge of: Administrative procedures and protocol of an executive office; Computer applications including word processing, spreadsheets, data entry, data base and standard report generation; Office and administrative policies and procedures, including meeting protocol; Business math; Business letter writing and the standard format for typed materials; Accounting, clerical, legal and computer terminology; Administrative procedures affecting inventory, purchasing, accounting and personnel/payroll transactions; Methods and techniques of scheduling work assignments; Applicable federal, state and local laws and codes. Methods and techniques for record keeping and report preparation and writing; Proper English, spelling and grammar; and Office practices, methods and equipment, including applicable computer software.

Skill in: Using a variety of word processing and software applications including Microsoft Word, Excel, Power Point, Access (or equivalent programs), and an email and calendaring system; Business writing, formatting, composing and editing letters and documents, and preparing a variety of correspondence.

Ability to: Represent the Executive Management and the Commissioners in fulfilling assignments. Communicate with poise, tact and maintain strict confidentiality. Organize tasks and responsibilities, work independently, and be a self-starter; meet critical deadlines; keep accurate records. Schedule and set up meetings, prepare agendas and minutes. Use applicable office terminology, forms, documents and procedures in the course of work. Work with staff and policy board members. Read, interpret and record data accurately; perform mathematical calculations quickly and accurately. Read, understand and review documents for accuracy and relevant information. Learn more complex principles, practices, techniques and regulations pertaining to assigned duties. Analyze situations and identify an effective course of action or response to solve inquiries, problems or complaints. Communicate clearly and concisely, both orally and in writing. Establish and maintain effective working relationships.

TYPICAL ASSIGNMENTS:

Under limited direction of the Deputy Executive Directors and supervision of the Executive Assistant III, will be responsible for the following tasks:

Provide varied, complex and confidential secretarial and administrative assistance to the agency’s Deputy Executive Directors and commissioners; provide information regarding agency functions, policies and administrative procedures to the public and other staff.
Provide backup to the Executive Assistant III.
Screen calls and visitors, and refer inquiries as appropriate; respond to complaints and requests for information; interpret Agency policies, rules and regulations in response to inquiries that often requires the use of independent judgment and the understanding of policies and procedures.
Interact with government officials, commissioners, representatives from business and community organizations, the public and all levels of personnel; attend Commission and committee meetings as may be necessary; prepare meeting minutes for assigned Commission committees.
Compose and/or process a variety of letters, reports, forms, agenda items, packets, resolutions, policies and other documents using a personal computer and word processing and spreadsheet software; compile and maintain records and prepare statistical reports.
Maintain calendars; schedule meetings; relieve the Executive staff and commissioners of administrative details and tasks; coordinate, organize and maintain various records, files, manuals and resource materials; prioritize, distribute and process incoming and outgoing mail; handle confidential correspondence; make travel arrangements and conference reservations; and handle logistics for meetings, conferences and civic functions; facilitate communications.
Assist with and/or administer special projects; coordinate specific projects, including fostering cooperative working relationships with civic groups, inter-governmental agencies and agency staff; help develop, implement and maintain goals, objectives, policies and priorities for assigned projects and service areas; help ensure that established goals and priorities are achieved; attend and participate in professional and community meetings; stay current on related issues; serve as a technical resource.
Monitor expenditures and purchasing activities; prepare purchase orders; receive, record and track invoices.
Direct, train, assign and review the work of assigned office support staff as required.
Establish positive working relationships with those contacted during the course of work.
Perform other related duties as assigned.

INSTRUCTIONS TO APPLICANTS:

Submit an MTC application (PDF), and a current resume to: Human Resources Office, Metropolitan Transportation Commission, 101 Eighth Street, Oakland, CA 94607. Applications not submitted, or submitted without all of the required materials will not be given further consideration. This announcement remains open until 5:00 p.m., Monday, September 22, 2008. (Faxed/emailed applications will NOT be accepted.)

To receive an application form, contact MTC at the Job Hotline, (510) 817-5818, or email jobhotline@mtc.ca.gov. Leave your contact information and indicate which job announcement you are requesting. Applications may also be downloaded (PDF). Applications submitted on anything other than an MTC form or that does not include all the required materials will not be given further consideration.

EMPLOYEE SELECTION PROCESS:

This Job Announcement sets a cut-off date and time for the receipt of applications. Applications will be reviewed as promptly as possible following the cut-off date. Those candidates whose applications show the best combination of training, experience, knowledge, and ability relevant to the position will be invited for an interview.

Interviews will be conducted by a panel whose members are acquainted with the requirements of the position. At the conclusion of the interviews, the panel will rate the candidates. The Executive Director may offer the position to the best-qualified candidate.

After the position has been offered and accepted, all other applicants will be notified promptly of the filling of the position. The panel will recommend which of the candidates interviewed but not selected will constitute an "eligibility" list, which will remain in effect for six months. In the event the same, or very similar position becomes available during that period, the list may be used for further selection.

In the event that a suitable candidate is not found, the position will be reopened for further recruitment.

INTRODUCTORY PERIOD:

The initial six months of service in this position constitute a probation period. The purposes of probation are to assist the employee in adapting to the new job, to evaluate the employee’s performance relative to continuation in the position, and to provide for corrective measures when performance is deficient.

SALARY SCHEDULE:

MTC staff employees are paid based on an adopted salary schedule. The cited grade for this position consists of eleven steps with intervals of approximately 2½% available for merit progression.

THE FOLLOWING ARE AMONG THE BENEFITS OFFERED TO EMPLOYEES OF MTC:

Health Benefits Insurance through the Public Employees’ Retirement System (100% MTC-paid employee and dependent coverage, depending on health plan selected).
Agency-paid Dental Insurance (dependent coverage shared by the employee and MTC).
Agency-paid Vision Care Insurance, employees only (no dependent coverage).
Agency-paid Life, AD&D, and Long Term Disability Insurance.
Eleven paid holidays per year.
Monthly Transit/Parking Subsidy.
One day per month paid vacation leave; for each year of service, an additional day per year is granted to a maximum of 25 days per year.
One day per month paid sick leave, with no limit to the amount of sick leave that can be accumulated. (May cash out up to 240 hours of accumulated sick leave upon separation from the Agency.)
Personal Business leave; up to three (3) days per year depending upon date of hire.
Public Employees Retirement System (PERS); employee contributes a portion of gross salary on a pre-tax basis.
Alternative payroll savings plans (tax-deferred deferred compensation plans, two credit unions).
Voluntary participation in employee-paid pre-tax dependent care and flexible spending accounts;
Supplemental life insurance

ADVISORIES

QUALIFICATION FOR EMPLOYMENT IN THE UNITED STATES:

The selected candidate will be required to provide verification of his/her identity and evidence of having legal authorization to work in the United States prior to beginning employment. The selected candidate must maintain his/her employment eligibility status and will be responsible for notifying MTC of any changes.

BACKGROUND CHECKS:

MTC conducts background checks to verify information included in the candidate’s application, resume and supplemental materials.

CALIFORNIA DRIVER’S LICENSE:

A valid California Driver’s License is required, as MTC employees may be expected to operate an automobile in the performance of assigned duties. Exceptions to this policy will be reviewed on a case-by-case basis to accommodate special needs.

MTC IS AN EEO/AA EMPLOYER:

The Metropolitan Transportation Commission is a non-discriminatory employer. MTC provides all employees and applicants with an equal opportunity in every aspect of the employment experience regardless of race, color, religion, sex, age, national origin, physical handicap, medical condition, or marital status. This policy is implemented through an ongoing affirmative action program to ensure maximum opportunity to participate in the Commission's programs.

The Metropolitan Transportation Commission is a regional transportation-planning agency created by the legislature pursuant to Government Code Sections 66500 et seq. to provide coordinated transportation development for the nine-county Bay Area.