Executive Assistant II en Metropolitan Transportation Commission, CA

About the Department

ABOUT MTC
The Metropolitan Transportation Commission (MTC) is the transportation planning, financing, and coordinating agency for the nine-county San Francisco Bay Area. MTC is the federally designated Metropolitan Planning Organization (MPO) and the state designated Regional Transportation Planning Agency (RTPA) for the nine-county San Francisco Bay Area. MTC provides services to the Association of Bay Area Governments (ABAG). For more information about MTC, visit www.mtc.ca.gov.

ABOUT THE ROLE
The Executive Assistant II (EA) will be a vital and integral member of the Regional Network Management and Clipper teams. The EA will support the Section Directors, Assistant Directors and staff in both sections; the two sections will collaborate closely to maximize processes and create synergies where possible. The work in these sections is focused on customer facing transit programs and initiatives. The EA will be involved in external coordination in addition to supporting the internal operations of the two sections.

Position Duties

The EA will be responsible for independently performing the full range of more complex office and administrative support duties specific to the Regional Network Management / Clipper sections, including the organization and coordination of work loads. This position will directly support senior managers and directors. This role requires the ability to prioritize and apply sound judgment in the performance of duties; to exercise discretion, tact and diplomacy; and have the ability to maintain confidentiality. The EA will perform other job-related tasks and duties as needed or assigned by the two sections.

This position is expected to be onsite at least two days a week, and possibly more as needed.

Minimum Qualifications

KNOWLEDGE, SKILLS, & ABILITIES

The ideal candidate will have the following knowledge, skills, and abilities:

• Ability to handle complex scheduling and meeting coordination and manage MS Outlook calendars for multiple Section Directors, Assistant Directors and other staff
• Business math and procedures affecting budgeting, purchasing, expense monitoring, and time reporting
• Analyze situations and identify an effective course of action or response to solve inquiries and address problems
• Business letter writing, including the standard format for typed materials, and presentation preparation utilizing proper English, accurate spelling, and grammar
• Operate office equipment and use programs, including computers, mobile devices, meeting room presentation equipment, and phone systems
• Knowledge of shared file keeping and collaboration systems, shared calendaring programs
• Expertise with a variety of software applications including Microsoft Word, Excel, PowerPoint, SharePoint, Slack, Asana, as well as database administration, document management software systems, standard report generation tools, and communication tools such as email and texting
• Handle travel and training details and process expense reports for Section Directors and Assistant Directors

Ability to:

• Organize tasks and responsibilities, work independently, and be a self-starter

• Communicate clearly and concisely, both orally and in writing with poise and tact 

• Establish and sustain effective working relationships while maintaining confidentiality

• Represent the two Sections in fulfilling assignments

• Interact with a team approach (at all levels) and willingness to execute duties as an active team participant

• Meet deadlines and keep accurate records

• Work with executives and staff at all levels

• Perform mathematical calculations quickly and accurately

• Read, understand, and review documents for accuracy and relevant information

• Learn more complex principles, practices, techniques, and regulations pertaining to assigned duties

• Be flexible, proactive, resourceful and efficient and work in a fast-paced environment, and function with a high level of professionalism and discretion.

MINIMUM QUALIFICATIONS

Any combination of training and experience that would provide the required knowledge, skills, and abilities listed. A typical way to obtain the required qualifications would be:

Education and Experience: Equivalent to completion of the twelfth (12^th) grade and four (4) years of increasingly responsible administrative or secretarial experience. 

PREFERRED QUALIFICATIONS:

Education and Experience: High school diploma or GED; and 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.

Other Qualifications

EMPLOYMENT REQUIREMENTS
Successful completion of a background check, professional references and the Employment Eligibility Verification Form I-9.  

DISABILITY
The Human Resources Department will make reasonable efforts in the recruitment or skills assessment process to accommodate applicants with disabilities. If selected for an interview or testing, and you require accommodation, please notify the Human Resources Department when confirming your interview or test.

APPLICATION ASSISTANCE

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