• Executive Assistant III - Human Resources and Organization Development

    Job ID
    2018-2011
    # Positions
    1
    Job Location : Zip
    Full-Time
  • Overview

    About OCTA:

    The Orange County Transportation Authority (OCTA), Orange County’s primary transportation agency. It’s our job to develop and deliver transportation solutions to enhance the quality of life and keep Orange County moving. Operating in a 798 square-mile area, we serve more than 3 million residents in 34 cities and unincorporated areas. Our responsibilities extend to all forms of transportation, including bus and paratransit service, Metrolink commuter rail service, planned future rail, including street cars, the 91 Express Lanes Toll Road, freeway, street and road improvement projects, motorist services and regulating taxi operations. OCTA has been recognized for excellence in the public transportation industry by the American Public Transportation Association, and has been honored with awards from local and national organizations for our transportation improvements. OCTA’s core values consist of integrity, teamwork, communication customer focus and can-do spirit.

     

    Overview:

     

    Under minimal supervision of executive level staff, independently performs a wide range of complex and responsible secretarial and administrative duties for a large, multi-functional Division.

     

    This is a non-exempt position in Salary Grade N: Min $29.00– Mid $35.75– Max $ 42.49 per hour. The starting salary will be within this range based on qualifications.

     

    The application deadline for this position is Thursday, September 27, 2018.

     

    Responsibilities

    This list is intended to indicate the general nature and level of work performed by employees within this classification and is not designed to be interpreted as an exhaustive listing of all tasks required of employees assigned to this job.

     

    • Serves as confidential assistant to executive level staff, relieving the executive of administrative details.
    • Prepares or obtains documents, correspondence, agendas, audits, surveys, background materials, minutes for meetings, and Board agenda items and supporting documentation, and provides follow up on assignments determined at meetings.
    • Serves as liaison between the executive and individuals such as members of the Board of Directors, management staff, employees, legislators, representatives of government and community agencies, and the general public.
    • Assists callers by relaying messages, answering questions, defining the top executive's position on various matters, responding to requests, resolving problems, explaining policies and procedures, and referring callers to the executive or others as appropriate.
    • Interfaces and supports other managers with administrative duties as assigned by the Executive Director.
    • Composes correspondence, memos, and letters for own and top executive's signature. Reviews, proofreads and edits documents presented for executive or others as appropriate.
    • Conducts a variety of special assignments involving analysis, research, data compilation, and report preparation; coordinates staff input to executive regarding special and periodic reports.
    • Maintains Executive’s calendar and OCTA Executive Calendar of Events.
    • Coordinates general office activities and administrative support projects. Resolves related issues.
    • Sets up meetings; arranges travel and reservations for executive, Board members, and staff members for meetings and conferences; maintains records of executive's expenses.
    • Assists with special projects as needed.
    • Approves expenditures of funds as authorized for office activities and supplies.
    • May assign work to and train other administrative support staff.

    Qualifications

    Any combination of education and experience equivalent to a high school diploma with a minimum of approximately eight years of progressively responsible secretarial experience, or an associate’s degree with a minimum of approximately six years of progressively responsible secretarial experience, or a bachelor’s degree with a minimum of approximately four years of progressively responsible secretarial experience. Must have experience reporting to management level staff. This classification supports an executive director of a large multi-functional division.

    Knowledge of:

     

    • Rules, regulations, and policies governing the agency.
    • Agency accounting, budgeting, and purchasing procedures.
    • Proofreading principles.
    • Record-keeping techniques.
    • Interpersonal and communication skills.
    • General office practices and procedures.
    • Microsoft Office software including Word, Excel, Access and PowerPoint.

     

    Ability to:

     

    • Work in a fast paced environment.
    • Analyze situations and adopt an effective course of action.
    • Maintain complex interrelated files and recordkeeping systems.
    • Ensure quality control/proofread/edit and focus on detail and accuracy of work including flagging grammatical, mathematical or formatting errors.
    • Operate a personal computer and various office machines.
    • Type accurately at an acceptable speed.
    • Compose, format, edit, proofread, and type correspondence and reports from diverse data.
    • Train and provide work direction to others.
    • Work independently with little direction; initiate, organize, and follow up on work.    
    • Interact professionally with OCTA staff and the public.

    Working Conditions/Physical Activities:

     

    (The physical demands described are representative of those that must be met by the employee to successfully perform the essential functions of this job. OCTA provides reasonable accommodation to enable individuals with disabilities to perform the essential functions).

    Positions in this class typically require:

    • Work may be performed in a stressful, fast-paced office environment, depending upon assignment.
    • Requires ability to understand verbal communication and to respond effectively.
    • Positions in this class typically require: Reaching, Fingering, Grasping, Feeling, Talking, Hearing, Seeing, and Repetitive Motions in computer use.

     

     EEO:

     

    OCTA is an equal opportunity employer and will not tolerate discrimination in employment on the basis of race, color, age, sex, sexual orientation, gender identity, religion, disability, ethnicity, national origin, marital status, status as a protected veteran, genetic information, or any other legally protected classification or status.

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