The Administrative Assistant provides administrative, operational, and programmatic support to Directors and department staff as-assigned, consulting staff, Authority Committees, and to other Authority staff as delegated. The Administrative Assistant serves as the “point of contact” to Authority consultants, City/Town and County staff, and the public. The position reports to the Director, Administrative Services.

This position calls for a skilled individual with a demonstrated ability to exercise sound judgment, work independently, prioritize tasks, and support multiple work assignments from various Authority staff members. Work assignments include moderate and complex administrative tasks requiring ability to analyze data, prepare information and help the team make informed decisions. The position will require interaction with elected officials, community groups, other government agencies and the public. Strong organizational, time-management, technical and interpersonal skills are required.Duties may consist of the following duties:

General Office/Administrative Support

Provide direct administrative staff support to Directors and department staff as assigned, other professional staff, and committees.
Receive and screen visitors, telephone calls, and emails which requires the use of professionalism, excellent communication skills, judgment, knowledge and interpretation of applicable policies and procedures.
Participate in a variety of office-wide functions, team meetings, conference room preparation, audio-visual set-up, arrangement of catering, office coverage, and other general administrative assistance.
Provide calendar management for conference rooms and assigned department directors and staff as delegated; schedule meetings, maintain group calendars; coordinate with partner agencies to obtain User Agreement forms for approval to use Authority facilities.
Assist department staff with scheduling, coordination, distribution of meeting documents, and attendance for various internal and external meetings; prepare certificates of appreciation for consultants or other agencies.
Update Department’s e-mail distribution lists as needed including managing lists for the Authority’s standing and advisory committees, director’s groups, departmental specific programs and groups, Technical Advisory Committees, Steering Committees, Working Groups, and others as assigned; assist with maintenance of the Authority’s contacts database.
Creation and maintenance of the Authority’s Legal Document Log Master File for legal document tracking; assist in coordinating electronic/digital signatures for legal and administrative documents; prepare templates for Project Managers.
Maintain electronic and physical files; perform updates and queries as-needed, ensure that Authority publications are available upon request; assist with the Authority’s Electronic Document Management System (EDMS), and records destruction in compliance with the Authority’s adopted Records Retention Schedule and policies.
Oversee maintenance of the office supplies including the kitchen, conference rooms, and copy room; create and monitor kitchen cleaning schedule.
Work with the Authority’s automated agenda management system; support and maintain committee rosters, review and prepare agendas and supporting materials, distribution of materials, posting of agendas, coordinate logistics for committee meetings, staff committee meetings (may be after hours) as assigned, and develop summary of actions/minutes; and coordinate with staff and jurisdiction/partner staff on filling vacant positions on assigned committees.

Programmatic Support
Planning, Programs, and Projects:

Maintain a contact list and status updates for projects, programs, studies, and planning.
Work with the Authority’s Project Management System and other cloud-based systems.
Provide support for Request for Proposals, Request for Qualifications, Request for Information (RFP/RFQ/RFI) and Bids, which includes preparing and quality control of staff reports and attachments, preparation of correspondence, creating and maintaining distribution lists, preparation of pre-bid meetings, preparation of interview packets, coordinating and scheduling of interviews, and file maintenance.
Prepare and/or review correspondence, staff reports, Resolutions, Ordinances, Memorandum of Understandings, Consultant and Sub-Consultant Agreements, Cooperative Agreements, various agreement amendments, grants, Release and Certification of Final Payments, Master Funding Agreements, and other official and inter-office documents; prepare and distribute status forum letters as directed; and assist with preparation of environmental review documents and submittals, as required.
Execute various special assignments, programs and projects as directed.

External Affairs:

Assist with media and community events including scheduling speakers, developing event agenda, preparing materials and press kits, arranging for technical assistance, catering, updating website and mobile applications, facilitating communications with contractors and vendors to obtain status updates and guide decision making.
Monitor day-to-day management of agency social media platforms to ensure brand consistency, review content, utilize software to monitor engagement, keep up with industry trends, work with contracted staff to create and implement social media strategies, and monitors aspects of social media interaction between public and the agency.
Assist with other External Affairs duties as assigned.

Information Technology (IT):

Maintain and update website and assigned Department’s webpages; work with consultant to resolve issues; and perform timely and accurate uploading of content.
Assist in implementation and training of new systems and software; oversee virtual receptionist system; perform updates; provide IT support to staff; and troubleshoot as-needed.

Finance:

Receive, coordinate, and quality review invoices for reimbursement; entry of administrative and programs invoices into financial system; obtain updated forms from vendors for file maintenance (ACH, W-9, etc.).
Prepare and review reimbursement reports and reconciliation of petty cash.
Ensure transactions post correctly; ensure invoices are charged to appropriate project accounts; research and resolve discrepancies; and assist with posting billing information to financial system.
Complete weekly account payables check run and review for accuracy.

Human Resources:

Assist with preparation of welcome packets for new committee members; preparation of onboarding and offboarding packets; perform associated administrative tasks; assist with required staff training and staff events; and coordination of ergonomic assessments.
Assist with posting recruitments and providing support for the interview process.
Assist with other Human Resources duties as assigned.

Facilities:

Provide support for building maintenance and service requests; assist with obtaining vendor quotes for facility maintenance and upgrades; and assist with door system.
Serve as Agency’s Deputy Floor Warden; attend safety training; and conduct monthly AED testing.

The Administrative Assistant position requires strong organizational, time-management, and interpersonal skills. The position requires an individual with a demonstrated ability to exercise sound judgment, with experience in prioritizing and completing multiple work assignments from various Authority staff. The Administrative Assistant is required to perform complex tasks independently with limited supervision and must possess excellent computer skills. The Administrative Assistant is required to have in-depth knowledge and experience in the following areas:

Navigating and using Adobe Pro, Office 365, SharePoint, and cloud-based systems and solutions.
Expertise with Microsoft Word, including formatting, mail merge, styles, images, import of graphs, and tables,
Expertise with spreadsheets using Microsoft Excel and the ability to create new spreadsheets, graphs, and adjust formatting,
Ability to work effectively using Microsoft Outlook for email, calendaring, and contacts (experience with execuitve calendaring is preferred)
Experience with preparation of presentation material and Microsoft PowerPoint,
Experience with databases and the ability to create simple queries and reports from a financial management system.
Knowledge of methods and techniques of modern records management and Electronic Document Management Systems.
Knowledge of Automated Agenda Management Systems.
Knowledge of Project Management Systems.
Knowledge of human resource practices.
Understanding of the Brown Act, Public Records Act, and Roberts Rules of Order.
Exhibit professional communications, phone skills and customer service abilities.
Ability to operate and troubleshoot modern office equipment.

Ideal Candidate will:

Be ethical, self-motivated, creative, adaptable, organized and comfortable working in a dynamic and team oriented environment inclduing in a hybrid work environment.
Exercise sound judgment, tact, diplomatic demeanor and professionalism when providing exemplary customer service to members of the general public, elected officials, and colleagues.
Coordinate on-going assigned activities, events and projects requiring independent thinking, analysis, creativity, and problem solving skills
Represent the Authority as a professional, poised and competent staff member at meetings, group settings, community events and public forums.
Possess a background and knowledge of meeting agenda preparation, taking of minutes or actions, meeting follow-up, working with an agenda management system, and Brown Act requirements or similar law.
Work quickly, efficiently, and calmly under stressful conditions.
Work well with other staff and maintain effective working relations and communications.
Effectively and professionally communicate orally and in writing.
Have in-depth knowledge, experience and capabilities working with Microsoft Office applications including Outlook, Word, Excel and PowerPoint.
Ability to work with large, complex documents in Microsoft Word, including using styles, foot notes, and track changes.
Have familiarity with local government planning and forecasting, a financial management system, human resource practices, an electronic document management system and other systems common in a contemporary office environment.

Education and/or Experience

High school diploma or GED. BA/BS degree from an accredited college is desirable.
Three (3) years of office administrative support experience.
Public agency experience is desirable.
Experience working with elected officials or committee members desired.
Ability to lift or carry heavy objects up to 30 lbs. (i.e. food delivery, office supplies, file boxes, etc.).

In order for the Authority and the employee to function effectively, the individual in this position must possess the following attributes:

The ability to (1) work in a dynamic environment requiring timely responses to changing circumstances; (2) function effectively under the pressure of recurring deadlines; (3) prioritize workload; and (4) exercise sound judgment
The ability to exercise tact, diplomacy and courtesy in working with members of the general public, Authority Board members, committee members, government officials, professional and technical colleagues and staff
Excellent customer service skills and diplomatic demeanor
Proficiency with modern computer programs for word processing, spreadsheets, databases, presentations, and cloud-based solutions
Excellent organizational skills
Self-motivated
The ability to communicate effectively and professionally, both verbally and in writing
Maintain high ethical standards in personal behavior

Contra Costa Transportation Authority jobs

Administrative Assistant