Executive and Board Support Specialist II

San Joaquin Regional Transit District; Stockton (CA); On-site; USD 52,000 - 76,000; Full time

Job summary

San Joaquin Regional Transit District is seeking an Executive and Board Support Specialist II to coordinate and support the CEO and Executive Team. The role includes preparing complex documents, minutes, reports, and maintaining confidential files, with interaction with RTD customers and staff.

The position requires strong written communication, advanced Word/Excel/PowerPoint skills, and the ability to manage multiple tasks in a public transit environment.

Qualifications

• Bachelor's degree in public or business administration with 3–5 years of project management or administrative experience.
• Proof of required education beyond high school must be submitted at time of application.

Responsibilities

• Coordinate, track, and monitor projects with follow up and status updates with department heads and project managers.
• Attend Board and Committee meetings, public hearings, and work sessions to provide information, record minutes, and support materials distribution.
• Compile data from diverse sources for reports, recommendations, and information preparation.
• Compose a wide variety of complex written materials (correspondence, reports, board packages).
• Create and compile reports, agendas, minutes, newsletters, memos, resolutions, financial statements, and calendars for compliance and reference.
• Maintain complex manual and electronic documents and confidential records for audit trail and regulatory compliance.
• Assist as liaison to the Board and Executive team.
• Maintain inventory for office supplies.
• Perform other incidental duties as required.

Skills

Project management coordination

Strong writing skills

Microsoft Office Suite

Communication skills

Organizational skills

Data entry

Education

Bachelors degree in public or business administration

Tools

Word processing software

Spreadsheet software (Excel)

Database software

Job description

Under general supervision, performs a wide variety of routine to difficult, responsible, specialized, and confidential office support functions, focusing on project management coordination with strong writing, computer, and organizational skills. Organizes and supports the office of the CEO and assists in supporting the offices of the Executive Team. Additional functions ranging from reception, data entry, and records management duties to skilled word processing and the creation and maintenance of specialized reports, records, and files required in connection with department work processes; interacts with San Joaquin Regional Transit District (RTD) customers on routine, administrative and technical matters; and performs related duties as assigned.

The following statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The incumbent must be able to perform the essential functions of this job with or without reasonable accommodations.

1. Coordinates, tracks, and monitors projects with follow up and status updates with department heads and project managers; apply critical review on project updates.
2. Attends Board and Committee meetings, public hearings, and work sessions for the purpose of providing information, recording minutes, coordinating materials distribution, and/or supporting the needs of other members and/or attendees.
3. Compiles data from a wide variety of diversified sources (e.g. agenda items, materials submitted by other departments or staff members, incoming mail and documents, budget requests, specific budget categories, etc.) for the purpose of preparing reports, making recommendations, and/or preparing information for assigned staff.
4. Composes a wide variety of complex written materials (e.g. draft and final correspondence, publications, reports, board packages) for the purpose of documenting activities, providing written reference, and/or conveying information.
5. Creates and/or compiles reports and written materials (e.g. correspondence, agendas, minutes, newsletters, memos, resolutions, financial statements, reports, calendars, etc.) for the purpose of documenting activities, providing written reference, and/or conveying information in accordance with federal and/or administrative requirements (e.g. The Brown Act).
6. Maintains complex manual and electronic documents, hard copy files and/or records (confidential and non-confidential) (e.g. contacts, legislative information, policy documents, etc.) for the purpose of providing up-to-date reference and audit trail for compliance with district, local, state, and/or federal regulations.
7. Assists as liaison to the Board and Executive team.
8. Maintains inventory for DTC office supplies.
9. Performs other incidental and related duties as required and assigned.

KNOWLEDGE OF:

• RTD organization, rules, policies, and procedures applicable to departmental operations.
• Terminology, technical work processes, and local, state, and federal requirements applicable to areas of assigned responsibility.
• Basic practices and procedures of budgeting, recordkeeping, filing, and purchasing.
• Advanced uses of word processing, spreadsheet, database, and other standard software to create complex documents and materials requiring interpretation and manipulation of data.
• Standard office practices and procedures.
• Principles and practices of sound business communication.
• Microsoft Office Suite, including Word, Excel, and PowerPoint.
• English usage, spelling, grammar and punctuation.
• Policies and procedures of the assigned department.

ABILITY TO:

• Compose correspondence from brief instructions.
• Analyze complex confidential problems, evaluate alternatives, and make sound, appropriate recommendations.
• Organize, set priorities, and meet deadlines.
• Organize and maintain office and specialized confidential files and records.
• Understand and follow oral and written instructions.
• Communicate clearly and effectively, orally and in writing.
• Operate a computer using word processing and other business software.
• Prepare clear, concise, and comprehensive correspondence, reports, studies, and other written materials
• Exercise sound, expert independent judgment within general policy guidelines
• Establish and maintain effective customer-focused working relationships with all levels of RTD management, employees, employee organizations and their representatives, other governmental officials, community groups, and the public.

EDUCATION, TRAING AND EXPERIENCE:

A typical way of obtaining the knowledge, skills, and abilities outlined above is:

Executive and Board Support Specialist II:

Graduation from an accredited four-year college or university with major coursework in public or business administration or a closely related field; with three (3) to five (5) years of performing project management, or administrative experience; or an equivalent combination of training and experience. One (1) additional year of the required experience may be substituted for each year (30 semester hours) of the required education.

Proof of required education beyond high school, such as college transcripts, diplomas, and/or certificates must be submitted at the time of application, if not substituting experience for the education requirement.

Licenses; Certificates; Special Requirements:

• A valid California Class C driver's license.
• Experience in a public transit agency or governmental setting is preferred.

Work Environment:

The physical and mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands:

While performing the duties of this class, an employee is regularly required to sit, talk and hear, in person and by telephone, use hands repetitively to or operate standard office equipment, and reach with hands and arms. The employee is frequently required to stand and walk; stoop, kneel, bend, or crouch; and lift up to ten pounds. The employee occasionally lifts up to 10 pounds. Specific vision abilities required by this class include close vision and the ability to adjust focus.

Mental Demands:

While performing the duties of this class, the employee is regularly required to use written and oral communication skills; read and interpret complex data, information, and documents; analyze and solve complex problems; observe and interpret people and situations; use math and mathematical reasoning; learn and apply new information or skills; perform highly detailed work on multiple, concurrent tasks with constant interruptions; work under intensive deadlines and interact with all levels of RTD management, staff, employees, representatives of employee organizations, other governmental officials, and the public.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this class. While performing the duties of this class, the employee works under typical office conditions and the noise level is moderately quiet.

San Joaquin Regional Transit District is an Equal Opportunity employer.