SUMMARY:

To perform a variety of complex executive support work requiring specialized knowledge and experience; coordinate/manage meeting process in conjunction with the Office of CEO; act as Clerk of the Board for the MTS Board of Directors, San Diego Regional Building Authority, Joint Committee on Regional Transit, and the Joint Powers Authority with the City of San Diego.  Other essential duties and responsibilities of the Executive Assistant to the Chief Executive Officer / Clerk of the Board position include, but are not limited to, the following:

EXAMPLE OF DUTIES:

Essential Functions

 Executive Assistant to Chief Executive Officer

• Provides executive support for the Chief Executive Officer
• Serves as Clerk of the MTS Board of Directors: types, compiles, and transmits agenda packets, attends all meetings, and transcribes/transmits meeting minutes
• Types/processes work for the Office of the CEO
• Prepares CEO’s Report agenda item for Board meeting, which involves gathering and reporting information on purchase requests and contracts signed by the CEO under his authority
• Handles Board member, consultant, and staff Statements of Economic Interest submittal process to San Diego County, which includes updating the list of individuals required to report, distributing materials, and following up for statements not received, as well as reporting violations to the Fair Political Practices Commission
• Provides guidance to the receptionist in the handling of the public

 Clerk of the Board

• Acts as Clerk of the Board
• Sets up meeting rooms, takes and transcribes meeting minutes, submits documentation for the payment of meeting fees to Board members, and provides assistance as needed by Board members, including making conference and travel arrangements.
• Works with Assistant Clerk of the Board and the Copy Center Coordinator to resolve any problems encountered in compiling and issuing meeting materials
• Publishes and posts all meeting notices within prescribed legal requirements
• Processes and certifies various agency documents 
• Conveys funding allocation instructions and payment schedules related to TDA to the appropriate parties
• Maintains all Board-related information available within MTS and to the public as well as all historical information related to the function and composition of the Board and submits appropriate County of San Diego and State of California filings of same

Duties may include, but are not limited to, the following:

• Receive and screen phone calls and visitors for the Chief Executive Officer
• Check availability of schedules for Agency staff, Board members, and outside entities, and schedule meetings
• Reserve facilities for meetings
• Set up meeting room with equipment and documents
• Answer verbal and written inquiries from members of the public and Agency employees
• Other duties as assigned

QUALIFICATIONS:

Knowledge, Skills and Abilities

Knowledge of or ability to learn MTS policies and regulations, ability to read, understand, and apply MTS policies and regulations, union labor contracts; the ability to write letters, memoranda, and reports using clear, concise, and grammatically correct English; the ability to speak clearly, distinctly, and effectively in person-to-person or small group situations using tact and diplomacy; the ability to coordinate and initiate actions necessary to implement decisions and delegate responsibilities to appropriate personnel; the ability to establish and maintain priorities in order to complete assignments by deadlines without detailed instructions; skill in verifying the accuracy and completeness of forms and reports; computer literate with extensive experience using Microsoft Word and Excel; the ability to learn and use other software.

Physical Requirements

The successful candidate must be able to fulfill the physical demands of the job such as walking, stooping, sitting, bending, and reaching for overhead files and occasional lifting (must be able to lift up to 10 pounds). Must be able to operate a motor vehicle and perform tasks involving manual dexterity, such as use of a computer and 10-key. Work may often require more than 8 hours per day or irregular hours/days to perform the essential duties of the position. Duties will be performed primarily in an office type environment. May require travel to external agencies.

Experience/Education/Certificates/License(s)

Possesses an AA Degree in a business-related field and a minimum of one year of related business school or technical education or training, and demonstrates experience that exhibits substantial knowledge and the ability to perform the specific job functions. A combination of education and experience may be considered in lieu of an AA Degree. Has a minimum of 10 years of increasingly responsible full-time administrative assistant experience providing office and administrative support to management or executive staff.

GENERAL:

Must satisfactorily pass all applicable examinations including, but not limited to, a pre-employment physical, including urine drug screen administered by the company physician, and background and consumer credit check.

SALARY GRADE:  # 8 ($40,452 - $64,967)

DISCLAIMER: The above described job elements are intended to indicate the general nature and levels of work being performed by employees assigned to the job. They are not intended to be an exhaustive list of duties, responsibilities and skills required of employees so classified. Management retains the discretion to add to or change the duties of the position at any time.