Job  Description

Job Title: Executive Staff Assistant to the District Secretary

Job ID: 2709

 Location: Lakeside    – 23rd Floor

 Full/Part Time: Full-Time

 Regular/Temporary: Regular

 

Pay      and Benefits

 

 

BART offers one of the most comprehensive compensation and      benefits programs you will find anywhere. We pay at rates that are      strongly competitive in the labor market, and complement our pay program      with an outstanding benefits package.  Benefits include the renowned      CalPERS pension, excellent medical, vision, and dental coverage,      supplemental insurances, excellent paid holidays and vacation, as well as      two investment programs, one of which is entirely funded by BART on your      behalf.  BART also saves you money in your paycheck because no      deductions are made for Social Security.

 

 

Pay      Rate

 

 

$63,811.76/ Minimum Annual Salary – $98,910.23/ Maximum Annual      Salary
Non-Rep. Pay Band 3

 

 

 

Posted      Date

 

 

October 17, 2011

 

 

Closing      Date

 

 

This position will close at the receipt of 200 applications or on      October 21,2011 whichever arrives first.  Only the first 200      applications will be considered.

 

 

Reports      To

 

 

District Secretary

 

 

Days      Off

 

 

Saturday and Sunday

 

 

Who      May Apply

 

 

All current BART employees and qualified individuals who are not      yet BART employees

 

 

Current      Assignment

 

 

The incumbent selected for this position will provide professional      level complex and confidential administrative and analytical support to      the District Secretary.  This non supervisory administrative      position will be responsible for coordinating assigned activities with      the respective Board Officers, Executive Managers, Departments Managers,      outside agencies and organizations. The successful candidate will      interact with Board of Directors, executive staff, and public, requiring      poise, professionalism, and will maintain an understanding of District      activities and political environment. The position will also be      responsible for the coordination of administrative activities within the      office, including but not limited to: maintaining the calendar of      activities, meetings and events for the District Secretary¿s Office;      preparing expense accounts for approval; providing secretarial assistance      to the District Secretary, Assistant District Secretary and members of      the Board of Directors; administering the Board of Directors¿ database of      requests for agenda items, reports, etc.; representing the District      Secretary with the Fair Political Practices Commission and administering      the District¿s annual filing of Statements of Economic Interest for all      designated employees, Board of Directors, and consultants; and managing      the referral of customer complaints to responsible staff on behalf of the      Board of Directors.

The incumbent selected will demonstrate the      following criteria beyond the minimum qualifications:
 
*Demonstrated skills in organization and      planning

*Experience in preparation of minutes,      proofreading and editing documents

*Receiving and screening visitors and      telephone calls, providing information which may require the use of      judgment and interpretation of policies and procedures.

*Skill in managing databases

*Working independently using considerable      latitude and independence of actions

*Knowledge of computer software word      processing and spreadsheet applications

 

 

Essential      Job Functions

 

 

1)  Interacts with executive staff, Board of Directors, and      public, requiring poise, professionalism, and understanding of District      activities and political environment;

2)  Receives and screens visitors and      telephone calls, providing information which requires the use of judgment      and interpretation of policies and procedures;

3)  Independently researches, compiles      and summarizes a variety of informational materials;
4)  Organizes own work, sets priorities      and meets critical deadlines;

5)  Administers the District¿s and the      Capitol Corridor Joint Powers Authority¿s (CCJPA) Conflict of Interest      Code, ensuring the completeness, accuracy, and timely compliance of Code.     

6)  Independently composes, compiles and      prepares correspondence, reports and documents; reviews finished      materials for completeness, accuracy and compliance with District      policies and procedures and appropriate English usage;

7)  Coordinates departmental activities      with those of other District departments, including following up on projects      assigned to other departments;

8)  Completes special projects as      assigned;

9)  Opens, sorts, routes, and tracks      mail;

10)  Maintains various administrative,      reference and follow-up files;

11)   Keeps informed of pertinent      District and departmental activities;

12)  Provides secretarial assistance to      the District Secretary, Assistant District Secretary and members of the      Board of Directors, and assists other departmental staff as necessary,      providing relief in their absence;

13)  Coordinates, prepares and makes      timely distribution of agenda materials for the CCJPA; attends CCJPA      Meetings in and out of the District;

14)  Assists in contract administration;

15)  Assists in the assembly and mailing      of agendas and Board meeting materials;

16)  May coordinate travel schedules;      arrange travel details; prepare expense accounts for approval and      payment;

17)  May assist in the conducting of      District elections, including handling of citizen inquiries regarding      District boundaries and elections;

18)  May assist in preparation of the      department budget;

 

 

Minimum      Qualifications

 

 

Education: High School Diploma, GED or recognized equivalent.

Experience: Six (6) years of (full-time      equivalent) verifiable responsible secretarial, or office administrative      experience. NOTE: Two (2) years of business or secretarial school      training and experience as a department level secretary or above is      desirable.

NOTE: Skill in taking dictation by hand or stenographic      machine at a rate of 90 words per minute and transcribing it accurately      may be required.

OTHER REQUIREMENTS:
Must be able to type at a speed of 50 net      words per minute.
Must be willing to attend evening meetings      outside the District offices, and meetings outside of the District.       Must be able to push carts and lift boxes up to 25 pounds.

 

 

Selection      Process

 

 

Applications will be screened to assure that minimum qualifications      are met.  Those applicants who meet minimum qualifications will then      be referred to the hiring department for the completion of further      selection processes.

The selection process for this position may      include a skills/performance demonstration, a written examination, and/or      an individual or panel interview.

The successful candidate must have an      employment history demonstrating reliability and dependability; provide      copies of certificates, diplomas or other documents as required by law,      including those establishing his/her right to work in the U. S.; pass a      pre-employment medical examination which includes a drug and alcohol      screen, and which is specific to the essential job functions and      requirements.  Pre-employment processing will also include a      background check.  (Does not apply to current full-time District      employees unless specific job requires additional evaluations)

 

 

Application      Process

 

 

External applicants may only apply online, at      www.bart.gov/jobs.  Applicants needing assistance with the online      application process may receive additional information by calling (510)      464-6112.   

All applicants are asked to complete the      application in full, indicating dates of employment, all positions held,      hours worked, and a full description of duties.  On line applicants      are invited to electronically attach a resume to the application form to      provide supplemental information, but should not consider the resume a      substitute for the application form itself.

Applications must be complete by the closing      date and time listed on the job announcement.

 

 

Equal      Employment Opportunity

 

 

The San Francisco Bay Area Rapid Transit District is an equal      opportunity employer.  Applicants shall not be discriminated against      because of race, color, sex, sexual orientation, gender identity, age,      religion, national origin, disability, ancestry, marital status, veteran      status, medical condition (cancer-related), genetic information or any      protected category prohibited by local, state or federal laws.

The BART Human Resources Department will make      reasonable efforts in the examination process to accommodate persons with      disabilities or for religious reasons.  Please advise the Human      Resources Department of any special needs in advance of the examination      by calling (510) 464-6112.

 

 

Other      Information

 

 

Please be prepared to present documentation in support of any      required licenses, degrees, or certifications upon request.

 

 

Note

 

 

When you have successfully applied for this position you will      receive an auto reply e-mail acknowledging that your application was      received for this position. Please retain a copy of the e-mail for your      records. If you receive an auto reply that does not specifically      reference this position, please call the Employment Help Line at (510)      464-6112 for assistance.

To verify submission of your application,      click on the ‘My Career Tools’ link at the top of the ‘Careers Home Page’      after submitting your application to view the list of applications you      have submitted (including application date and status). If you have      further questions, please call the Employment Help Line at (510)      464-6112, between the hours of 8:15am – 5:00pm, Monday- Friday.

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