NCTD (Government Job) - Administrative Assistant

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DEFINITION

The Administrative Assistant’s primary responsibilities are to provide advanced, well-organized professional administrative and project collaboration for senior managers and other staff members throughout the District. This position also provides information and assistance to the public regarding NCTD’s services, programs, policies, and procedures. Success in this role requires sound judgment, critical thinking, discretion, and exceptional attention to detail.

Distinguishing Characteristics:

This position is distinguished by the need a professional demeanor, along with a strong desire to provide staff members with the highest level of administrative support. The Administrative Assistant has a variety of responsibilities, individuals serving in this role may be assigned any or all responsibilities based on operational need. The individual in this role must approach the responsibilities and duties with commitment to provide exceptional service and a willingness to go “above and beyond” the minimum requirements. S/he must work well under pressure and respond positively and productively in an environment with rapidly changing deadlines and priorities. The Administrative Assistant position is part of a departmental pool of administrative support personnel. S/he will generally be assigned to support specific Divisions/Departments but must also step in as needed for coverage and assistance to other team members.

Supervision Received and Exercised:

This position reports to the Manager of Administration but may be assigned to provide support to specific Divisions/Departments; therefore, a “dotted-line” relationship may exist with other Division Chiefs and/or Managers. This position has no supervisory responsibility.

Working Conditions:

Normal working conditions for this position are in both an office and field setting. Business travel may be required periodically between District sites, governmental agencies, consultant’s facilities, and other locations as required. The ability to work additional hours outside a normal work schedule is essential to fulfill the expectations of the role.

Examples of Duties:

Essential Functions:

Duties may include, but are not limited to, the following:

Provide high-quality administrative, clerical, and professional support to Executive Director/CEO, General Counsel, Division Chiefs, and department managers, with constant focus on exceptional work product and a service-focused attitude.

Prepare memos, letters, reports, presentations, and other documents, including confidential correspondence. Serve as highly accomplished resource by proofreading documents for proper grammar, punctuation, spelling, formatting, re-formatting, and recommending related improvements to written communications.

Screen and forward phone calls, resolving any issues before routing to recipient. Coordinate through Manager of Administration and other Administration staff to ensure appropriate phone coverage.

Manage Outlook calendars including scheduling meetings, phone calls, conferences, as well as notification of imminent appointments/meetings and or arrival of meeting participants.

Coordinate logistics for meeting room reservations and set up, including identification and coordination of technical needs and any other resources or amenities.

Maintain file system, including hard copy and electronic files in accordance with District policies and procedures on document control.

Manage travel arrangements for managers and staff, including follow up and communication of any flight, hotel, or other related itinerary changes to traveler. May assist with completion submission and reimbursement of all travel and other business-related expenses in accordance with NCTD policy/procedure.

Respond to California Public Records Act requests ensuring completeness and adherence to regulations.

Process District’s Administrative Policies and Procedures. Logs, tracks, and reviews all new and revised procedures for clarity, grammar, and formatting. Obtain required signatures on all procedures and notifies the applicable Division Chief of when existing procedures require review. Maintain electronic and signed originals of all District’s procedures.

Perform routine clerical tasks such as photocopying, scanning, mailing, printing, filing running errands, ordering lunches/meals, etc. Order, maintain, and issue office supplies and equipment.

Provide back-up reception duties by answering the primary phone for GAO office location during associates’ absences. Receive and greet all visitors in a friendly, courteous, and alert manner. Provide general information and assistance to staff and the public.

Handle administration of incoming and outgoing mail, including receiving, reviewing, sorting, distributing, packaging, stuffing, labeling, weighing, metering, making interoffice deliveries throughout and to offsite facilities utilizing an NCTD vehicle.

May use the NCTD credit card for District traveling, catering, and/or conference calling.

Other duties as assigned.

Qualifications:

Experience/Education

Associate degree in related field preferred; minimum three (3) years prior directly relevant experience performing high-level administrative support. Typing speed of 55 wpm, a must.

Bilingual in English/Spanish a plus.

A combination of experience/skills and education to fulfill the requisite knowledge, skills and abilities for this position may be considered.

Certificates/Licenses:

Possess and maintain a California driver’s license, Class C with less than 6 points in the preceding 36-month period and no DUIs in the preceding 7-year period.

Must be able to obtain and maintain access to Marine Corp Base Camp Pendleton.

General Requirements:

Exhibits a friendly, professional, and customer-service oriented demeanor continuously.

Exceptional relationship-building skills to deal competently with individuals at all levels of responsibility and authority.

Ability to manage highly confidential and challenging situations with diplomacy and tact.

Ability to work under pressure, multi-task, and organize workflow to deliver high-quality products within established deadlines.

Collaborative and flexible “can-do” attitude with a willingness to perform even the most basic tasks. Apply personal attention to detail and takes pride in “going the extra mile” to achieve success.

Strong written and oral communication skills, including knowledge of the structure and content of the English language such as the meaning and spelling of words, rules of composition and grammar. Superior writing and proof-reading skills.

Intermediate to advanced proficiency in computer software programs, particularly the Microsoft Office Suite. Experience with Document Management Systems and Enterprise Resource Planning (ERP) systems, such as JD Edwards plus.

Supplemental Information:

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Ability to use the phone and computer for extended periods, manual dexterity to complete clerical functions, work with office equipment, and daily lifting of equipment up to 25 pounds is required. Ability to hear, see and to communicate verbally to exchange information. Ability to physically travel between District locations and other destinations, work in evenings when required, work in hazardous conditions, and negotiate a variety of different and irregular terrain as is typical along a railway right of way. May be subject to fumes, odors, dusts, gases, chemicals. Ability to walk, climb, balance, bend, carry, push, reach, sit, and stand.

Machines / Tools / Equipment:

Ability to operate a personal computer and Microsoft Office Suite programs.

Ability to operate standard office equipment, including a fax and scanner machine, copy machine, and telephone.

Application Information: All applicants must complete and submit an online application at www.gonctd.com/careers. A job offer is contingent upon the successful completion of a pre-employment drug screen and background check. NCTD is an Equal Opportunity Employer.