EQUAL OPPORTUNITY EMPLOYER

The Metropolitan Transportation Commission is an equal-opportunity, 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, sexual orientation, gender identity, age, national origin, physical handicap, medical condition or marital status.

The ideal candidate will have the following knowledge, skills and abilities:  

Knowledge of: 

• English language -- spelling, punctuation, usage and grammar.
• Business writing, formatting, and presentation of materials and documents.
• Office practices, methods, and office equipment operation.
• Records management processes and procedures; complex filing processes, materials administration, and data/records administration.
• Methods and techniques of influencing and motivating colleagues.
• Methods and techniques of scheduling calendars and events.
• Administrative protocol of an executive office.
• Complex scheduling and meeting coordination.
• Shared file keeping and collaboration systems, shared calendaring programs.
• Computer applications including word processing, spreadsheets, data entry, data base administration, and standard report generation.
• Office and administrative policies and procedures, including meeting protocol and a
   familiarity with the Brown Act.
• Business math and procedures affecting budgeting, purchasing, expense monitoring, and time reporting.

• Work effectively with Executives, Senior Staff, and Commissioners.
• Interact effectively with external professional service providers.
• Plan, coordinate and execute complex and multiple meetings and events.
• Be professional, clear, articulate, and accurate, both verbally and in writing.
• Operate office equipment and use various programs, including computers, mobile devices, meeting room presentation equipment, phone systems, shared file keeping and collaboration systems, AND shared calendaring programs.
• Make travel arrangements and complete travel reimbursement forms.
• Work effectively across the agency with teams such as Facilities, Technology Services, and Human Resources.
• Communicate clearly, positively and effectively; both orally and in writing.
• Inspire trust in a way that suggests personal discretion and integrity.
• Remain calm under pressure while tactfully making sure the CFO and Directors stay on schedule.
• Read, understand, and review documents for accuracy and relevant information; provide excellent proofreading and context edits and corrections.
• Quickly and accurately learn about the agency, its functions and programs.
• Quickly and accurately learn about the Finance section, its work processes and procedures, and functions; understand how the section works with other sections and agency functions. 
• Use a variety of software applications including Microsoft Word, Excel, PowerPoint, SharePoint, as well as database and document management software systems, and communication tools such as email and texting.
• Analyze situations and identify an effective course of action to respond to inquiries, resolve problems and complaints.
• Proactively organize, prioritize and follow-up on work assignments; assist CFO and the Directors by anticipating situations, and keeping him/her apprised of conflicts and issues. 
• Work independently, comfortably and confidently.
• Use initiative and sound judgment within established procedural guidelines.
• Provide general, complex, technical and confidential administrative support.
• Follow written and oral directions.
• Work in a safe manner in compliance with safety principles.
• Independently compose and write memos and letters with clarity.

An appropriate combination of education and experience that has provided the required knowledge, skills and abilities is qualifying. A typical way of obtaining the required qualifications is:

Education: High School diploma or GED.  College level coursework in finance, accounting, business or public administration, or a related field is highly desirable. (Applicants with a degree issued from an institution outside the United States must have their transcripts evaluated by an academic accrediting service and provide proof of equivalency along with their application.)   

Experience: Two years of experience equivalent to that of an Executive Assistant I in MTC, or six years of progressively responsible secretarial or office administrative experience, including two years of experience serving as an Executive Assistant, preferably in a government agency.

License/Certificate:  Possession of a valid California Class C driver's license and a safe driving record, or the ability to provide alternate transportation which is approved by the appointing authority.   

Specific duties and responsibilities include, but are not limited to, the following:   

• Provide varied, complex, and confidential secretarial and administrative assistance to the Chief Financial Officer, Section Director(s) and section managers; provide information regarding agency functions, policies, procedures, and practices to other section staff.
• Manage multiple critical tasks with conflicting priorities and/or deadlines.
• Maintain complex calendars, make travel arrangements and conference reservations; schedule, plan, coordinate and administer meetings, conferences and civic functions; coordinate, organize and maintain various records, manuals and resource materials; prioritize, distribute and process incoming and outgoing communications of all types; handle confidential correspondence.
• Manage phone calls, emails, communications, meetings and visitors, and refer inquiries appropriately; respond to complaints and requests as appropriate; interpret agency policies, rules, and regulations in response to inquiries that often require the use of independent judgment and the understanding of such policies and procedures.
• Compose and/or process a variety of letters, reports, forms, agenda items, packets, resolutions, policies, presentations, and other documents; compile and maintain records and prepare statistical reports.
• Provide administrative/clerical and technical support to staff in the various finance groups including accounts payable, accounts receivable, budgeting, treasury, grants and toll accounting.
• Guiding day-to-day implementation and compliance with the agency's administrative policies.
• Manage the Finance Department's onsite and offsite records.
• Establish positive working relationships inside and outside of the agency.
• Perform other job-related duties as needed or assigned by the Section.