Provides office management, administrative, and complex secretarial support services for the Chief Executive Officer (CEO) or the Office of the Inspector General (OIG).

• Maintains assigned executive′s calendar; checks appropriateness of requested meetings, schedules, and confirms appointments

• Screens calls and visitors and refers callers to appropriate staff members

• Coordinates general office activities and ensures completion of administrative support projects

• Coordinates travel arrangements for the assigned executive

• Prepares narrative, numerical, and statistical reports, and composes letters and memoranda

• Maintains confidential files and materials, including personnel records of executive staff members

• Plans, schedules, and monitors secretarial activities within the Executive Offices; assigns work as needed among secretarial staff

• Proofreads all material for assigned executive's signature; follows up on any corrections or changes needed

• Develops and maintains filing systems, records, and logs, including computerized database files

• Develops office systems and procedures; prepares procedure manuals

• Oversees, trains, and motivates assigned staff

• Contributes to ensuring that the Equal Employment Opportunity (EEO) policies and programs of Metro are carried out

  
  May be required to perform other related job duties

Knowledge of (defined as a learned body of information that is required for and applied in the performance of job tasks)

• General office practices and procedures

• Applicable local, state, and federal laws, rules, and regulations pertaining to a public agency

• Agency rules and procedures

• Basic agency policy/leadership/managerial command positions on the major issues facing the authority

• English usage, grammar, punctuation, and spelling

• Recordkeeping procedures

• Personal computer usage and applicable business software applications

Skill in (defined as the proficient manual, verbal, or mental utilization of data, people, or things)

• Exercising good judgment, taking initiative, and working independently

• Coordinating and implementing procedures for effective workflow

• Communicating effectively orally and in writing

• Interacting professionally with various levels of Metro employees, Board members, elected officials, and the general public

• Typing accurately at 40 net words per minute

• Taking dictation at a rate of 90 words per minute

• Operating computers and a variety of general office equipment

Ability to (defined as a present competence to perform an observable behavior or produce an observable result)

• Manage several concurrent projects

• Meet timelines and deadlines

• Handle confidential and politically sensitive information

• Understand, interpret, and apply laws, rules, regulations, policies, and procedures

• Set up and maintain complex filing systems

• Format letters, memoranda, and reports in an appropriate business style

• Proofread work; identify and correct errors

• Read, write, speak, and understand English

A combination of education and/or experience that provides the required knowledge, skills, and abilities to perform the essential functions of the position. Additional experience, as outlined below, may be substituted for required education on a year-for-year basis. A typical combination includes:

Education

• Associate's Degree in Office Administration or a related field

Experience

• Five years of relevant experience performing complex secretarial support work

Certifications/Licenses/Special Requirements

• A valid California Class C Driver License or the ability to utilize an alternative method of transportation when needed to carry out job-related essential functions

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

Working Conditions

• Typical office situation

• Close exposure to computer monitors and video screen

Physical Effort Required

• Sitting at a desk or table

• Operate a telephone or other telecommunications device and communicate through the medium

• Type and use a keyboard and mouse to perform necessary computer-based functions

• Communicating through speech in the English language required