• Executive Assistant I

    Job ID
    2018-2094
    # Positions
    1
    Location
    US-CA-Orange
    Type
    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 general supervision, performs a wide variety of administrative, secretarial, and technical duties in support of a Director level position; addresses administrative details not requiring the personal attention of the supervisor. 

     

    This is a non-exempt position in Salary Grade L: Min $23.99 – Mid $29.57 – Max $35.14 per hour. The starting salary will be within this range based on qualifications.

     

    The application deadline for this position is Thursday, December 20 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 an administrative assistant to higher level management staff, such as a Director, by performing a variety of clerical, technical, and administrative duties; serves as liaison between the supervisor and the public, management, and agency employees.
    • Relays messages, answers questions, responds to requests, resolves problems, and refers callers as appropriate.  Maintains supervisor's master calendar. 
    • Collects and compiles statistical and financial data and other information for special and periodic reports as necessary; researches and analyzes information and establishes appropriate report formats; prepares Board agenda items and back-up materials.
    • Develops and prepares a variety of correspondence, reports, memoranda, meeting minutes, and other material.  Arranges meetings, conferences, and travel.
    • Establishes and maintains complex interrelated filing systems; maintains payroll and personnel records for staff. 
    • Reviews and proofs documents, records, and forms for accuracy, thoroughness, and conformity with applicable rules and regulations.
    • Assists in conducting research and analysis for administrative assignments; evaluates information and recommends alternative courses of action.
    • Plans and coordinates events for the division, including but not limited to quarterly meetings, conferences, and agency seasonal activities.
    • May coordinate the receipt of budgets from each department of the division, verifying the accuracy of budget information, assisting in the preparation of the Director's budget.  May monitor budget expenditures.
    • Assists in maintaining the Board Agenda Planning Calendar and the Executive Calendar.

    Qualifications

    Any combination of education and experience equivalent to graduation from high school with a minimum of six years of administrative or executive secretarial experience.

     

    Knowledge of: 

    • Interpersonal skills using tact, patience, and courtesy.
    • Modern office practices, procedures, and equipment, including telephone etiquette and record-keeping techniques.
    • Verbal and written communications skills.
    • Budgeting procedures including preparation, monitoring, transfers, and reporting, if applicable to assignment.
    • Microsoft Office software including Word, Excel, Access and PowerPoint.

     

    Ability to: 

    • Plan, prioritize, and organize work.
    • Learn and apply rules, regulations, laws, and policies concerning the agency.
    • Utilize computer word processing and spreadsheet software.
    • Type accurately at an acceptable speed.
    • Compose, format, edit, proofread, and type correspondence and reports.
    • Work confidentially and independently.
    • Work as part of a team.
    • Multi-task and alter assignment focus as priorities change.

     

    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.

    Compensation and Benefits:

     

    OCTA offers an attractive compensation and benefits package that includes medical, dental and vision health insurance programs, flex time (may be available), paid sick leave, paid vacation and holidays, short-term and long-term disability, life insurance, flexible spending accounts, retirement, deferred compensation plan, educational reimbursement, excellent in-house training programs, free transportation passes for the employee and dependents, wellness and ergonomic programs, and much more.

     

    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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