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.