Administrative, Codes and Standards, Operations, Project Management
ADMINISTRATIVE ASSISTANT, SENIOR
OPEN UNTIL FILLED
Led by a Board of Directors made up of elected officials from each of the 24 cities and towns and the five county supervisorial districts, San Bernardino County Transportation Authority (SBCTA) staff is focused primarily on freeway, interchange, and transit enhancements to the region that first and foremost benefit the taxpayer of San Bernardino County. Coupling that effort with various non-transportation related objectives from the Council of Governments role of the agency brings the mission of providing quality of life improvements to the residents, business operators, and commuters of our region to the forefront.
For more than four decades, SBCTA (previously known as SANBAG) has taken pride in delivering on its commitment to the voters through the implementation of Measure I. This half-cent sales tax that generates transportation dollars that are from the region and for the region is a critical element in the agency's goal to keep people and goods moving effectively. SBCTA calls the historic San Bernardino Santa Fe Depot home. Our headquarters not only positions the agency in the heart of the county, but is symbolic of our longstanding commitment to transportation.
ABOUT THE JOB Under general supervision, performs a variety of advanced administrative support duties of considerable complexity requiring thorough knowledge of SBCTA, its procedures, and operational details; provides administrative, project, and program support to one or more senior management staff, SBCTA policy committee, and/or administrative/professional staff and relieves those employees of administrative details; composes and prepares complex correspondence using considerable judgment in content and style; serves as secretary to SBCTA's Board Policy Committee and/or other assigned Board or regional committees, and provides administrative support for the meetings; and performs related work as required.
Supervision Received and Exercised Receives general supervision from the Clerk of the Board/Administrative Supervisor in providing administrative support to assigned supervisory and management staff. Exercises no supervision over staff.
EXAMPLES OF TYPICAL JOB FUNCTIONS:
Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.
Provides administrative support to one or more senior managers and/or programs by assisting with duties of an advanced, complex, and sensitive nature.
Prepares the agendas for SBCTA's Board Policy and/or other Board and regional committees, all ad hoc committees, and reviews and proofs agenda items for content and compliance; prepares, posts, and distributes agenda packets; attends meetings and records and transcribes minutes; compiles and arranges materials for mailings.
Oversees the maintenance of files and electronic records management system, including verifying accuracy of data entered by other staff; processes fully executed agreements; updates correspondence, contracts, certificates, reports, and other documents in system; distributes records to appropriate staff as requested; enters correspondence into database.
Researches and obtains quotes to procure goods and prepares purchase orders as directed.
Proofs and submits advertisements for publication in the newspaper.
Composes, types, formats, edits, and proofreads a variety of highly complex documents, including correspondence, forms, memos, reports, presentations, and correspondence for SBCTA staff from rough drafts, verbal instructions, or transcribing machine recordings; checks drafts for punctuation, spelling, and grammar; makes or suggests corrections to drafts.
Provides information to the public including contractors and vendors by phone or in person to ensure an understanding of SBCTA policies and procedures; listens to questions and explains procedures according to existing guidelines; responds to public and staff inquiries and complaints; refers visitors and guests to appropriate SBCTA staff.
Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies SBCTA policies and procedures in determining completeness of applications, records, and files.
Operates a variety of standard office equipment, including job-related computer hardware and software applications, copiers, postage meters, facsimile machines, multi-line telephones, and transcription equipment; may operate other department-specific equipment.
Coordinates and maintains meeting calendars and schedules; schedules meetings and makes staff travel arrangements.
Tracks department issues and communicates operational information.
Assists the public by referring to information sources and by issuing and explaining how to complete standard forms; answers requests for factual information by consulting various available sources; responds independently to inquiries when appropriate.
Performs other related duties as required.
Organization and function of public agencies, including the role of an elected commission and appointed boards and committees.
Practices and methods of office management and administration, including the use of standard office equipment.
Automated and manual records management principles and practices, including legal requirements for recording, retention, storage, and disclosure.
Computer applications related to the work, including word processing, database, and spreadsheet applications.
Applicable federal, state, and local laws, codes, regulations, and policies, technical processes, and procedures related to the department to which assigned.
Principles of record keeping and records management, including the California Public Records Act and Brown Act.
Principles and practices of data collection and report preparation.
Business letter writing and the standard format for reports and correspondence.
Record keeping principles and procedures.
Modern office practices, methods, and computer equipment and software.
English usage, grammar, spelling, vocabulary, and punctuation.
Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, SBCTA staff and staff of member agencies in person and over the telephone.
Perform responsible and complex administrative support work with accuracy, speed, and general supervision in assigned timelines, and requiring the use of tact and discretion.
Interpret, apply, and explain applicable federal, state, and local laws, rules, regulations, policies, and timelines, as well as complex administrative and departmental policies and procedures.
Understand the organization and operation of SBCTA and of outside agencies as necessary to assume assigned responsibilities.
Research, analyze, and summarize data and prepare accurate and logical written reports.
Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
Establish and maintain a variety of filing, record keeping, and tracking systems.
Review and maintain complex and extensive records, compiling technical information, and maintaining official records.
Establish and maintain a variety of filing, record keeping, and tracking systems.
File materials alphabetically, chronologically, and numerically.
Understand and follow oral and written instructions.
Handle confidential information appropriately.
Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
Operate modern office equipment including computer equipment and specialized software applications programs.
Use English effectively to communicate in person, over the telephone, and in writing.
Use tact, initiative, and prudence within general policy, procedural, and legal guidelines.
Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
Education and Experience: Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:
Equivalent to the completion of the twelfth (12th) grade and five (5) years of varied administrative support experience involving the use of computerized information systems and office technology products; public sector administrative support experience is desirable. Associate's degree or equivalent is preferred.
Licenses and Certifications:
Possession of, or ability to obtain, a valid California Driver's License and proof of automobile liability insurance by time of appointment.
Position may require pre-employment background investigation, physical and drug test.
Telecommuting is allowed.
Additional Salary Information: Plus benefits
Internal Number: 2020-00009
About San Bernardino County Transportation Authority (SBCTA)
San Bernardino County Transportation Authority, known as SBCTA, is the transportation planning agency for San Bernardino County. SBCTA is responsible for cooperative regional planning and furthering an efficient multi-modal transportation system countywide. SBCTA serves the 2.1 million residents of San Bernardino County.
As the County Transportation Commission, SBCTA supports freeway construction projects, regional and local road improvements, train and bus transportation, railroad crossings, call boxes, ridesharing, congestion management efforts and long-term planning studies. SBCTA administers Measure I, the half-cent transportation sales tax approved by county voters in 1989.