Class Code: OA103
FLSA Status: Exempt

Executive Assistant

Bargaining Unit: Management

DEFINITION:

Reports to the CEO/General Manager.  Under minimal  supervision and direction, the Executive Assistant performs a variety of administrative support functions related to overseeing the activities and operations of Santa Cruz METRO’s Administrative Department; manages the CEO/General Manager’s calendar and meetings and ensures the CEO/General Manager is properly prepared in advance for all meetings.  Serves as recording secretary to the Board of Directors, including managing all processes, web and other public postings, documents and Board reports leading up to each Board meeting and Committee meeting. Communicates with governmental agencies, stakeholders, attorneys, community groups and others to exchange information, schedule meetings and coordinate activities. Acts as a liaison to the Board on behalf of the CEO/General Manager, other employees, and outside agencies and acts as a representative for Santa Cruz METRO at various internal and public functions. Supervises assists, assigns, monitors and evaluates the work of the Administrative Departmental clerical/administrative staff; and performs related work and other duties as assigned by the CEO/General Manager.   

DISTINGUISHING CHARACTERISTICS:

The Executive Assistant is distinguished from other administrative support classes by the higher degree of confidentiality, independent judgment required; a thorough knowledge of governmental, department, and public meeting/Boards procedures and policies; and the ability to choose among a number of alternatives in performing a variety of complex assignments without instruction and in scheduling and completing work. Incumbents routinely handle highly confidential and sensitive information; may serve as staff support on internal and external committees, may have budget preparation and administration responsibility; and may represent the organization as required. 

Incumbents in this class are distinguished from other administrative support by the primary responsibility of administrative support to the CEO/General Manager, and  as a liaison on behalf of the CEO/General Manager to the Board of Directors. Work involves the highest degree of confidentiality, independent judgment accuracy, attention to critical timelines and knowledge of organizational-wide, governmental policies and procedures.

EXAMPLES OF DUTIES AND RESPONSIBILITIES:

The duties listed below represent the various types of work that may be performed. The omission of specific statements of duties does not exclude them if the work is related or a logical assignment to this class.

CEO/General Manager Administrative Assistance 

  • Functions as an executive administrator to the CEO/General Manager relieving him/her of administrative details and oversees all administrative aspects of the Administration Department (1100) including supervising the Administrative Specialist. 
  • Supports the administrative needs of the senior leadership team, as defined by the CEO/General Manager.
  • Maintains the calendar for the CEO/General Manager and members of the Senior Leadership Team (SLT).
  • Ensures the timeliness and responsiveness of all matters requiring CEO/General Manager attention and/or approval. 
  • Composes public and confidential business correspondence on behalf of the CEO/General Manager from minimal information or written drafts and with minimal oversight. 
  • Creates Power Point and other types of presentations on behalf of the CEO/General Manager and other members of the Senior Leadership Team. 
  • Ensures activities of the Administration Department adhere to all agency policies, procedures, regulations and proper protocol.  Implements programs, policies, systems and procedures in accordance with financial and operating plans or as directed by the CEO/General Manager.
  • Is responsible for ensuring that the Administrative Regulations and Board Policies are up to date and initiates revisions when needed.
  • Is responsible to transitioning the agency from paper to electronic and for development an electronic archive of all documents not yet converted to searchable documents.
  • Represents the CEO/General Manager at various meetings as assigned with a sensitivity to political, diversity and equality values of the community.
  • Establishes and assists in maintaining contact and communications with individuals, groups and associations within the agency and the community served.
  • Administers agency’s AB1234 Ethics Certificates, conflict of interest code and acts as agency’s filing officer for Form 700 relating to submittals by agency employees and Board members/alternates to ensure compliance with the State Fair Political Practices Commission Requirements 
  • Ensures compliance with Brown Act 
  • Implements public records management and document control

Liaison on behalf of the CEO/General Manager to the Board of Director 

  • Maintains meeting/appointment calendar for the Board of Directors and the Committees
  • Takes minutes at regular and special Board meetings, Standing Committees and (as appropriate) Ad Hoc Committees, takes and transcribes notes from oral presentations, meetings and machine dictation. 
  • Prepares the monthly Board and committee meeting agendas in accordance with the CEO/General Manager and General Counsel’s item review and selection. 
  • Oversees the administrative support of the METRO Advisory Committee (MAC)
  • Coordinates the preparation and delivery of board packets
  • Coordinates all aspects of the Board, agenda and Board reports process. 
  • Coordinates public and private business correspondence in support of the CEO/General Manager and the Board of Directors
  • Creates Power Point and other presentations in support of the CEO/General Manager and the Board of Directors 
  • Monitors Board actions including the coordination for executing contracts, publishing resolutions and ordinances, advising management and staff of Board actions and carrying out legally required procedures, to ensure timely and appropriate responses. 
  • Is responsible for tracking all Board requests and ensuring the timely response to such requests.
  • Coordinates and participates in the orientation of newly appointed city/county representatives to the Board and its committees. 
  • Ensures Board members are properly reimbursed for participation in METRO-related meetings via the monthly compensation process
  • Ensures METRO’s website is updated timely with Board information.

Office Administration 

  • Schedules appointments and meetings and assists in the design of presentations for meetings. 
  • Proof reads and edits outgoing business correspondence. 
  • Proof reads, reformats and offers edits to the first draft of all Board reports, prior to presentation to the CEO/General Manager for final review and signature
  • Supervises, trains, assigns and monitors the work quality and productivity of the departmental clerical/administrative staff and evaluates performance. 
  • Establishes procedures for departmental clerical staff including incoming and outgoing mail, screening calls and maintaining files and records. 
  • Regularly updates the department’s Desk Manual and Desk Procedures
  • Coordinates and staffs various Santa Cruz METRO meetings.   
  • Develops, maintains, and updates complex manual and automated recordkeeping systems. 
  • Prepares estimates of office supplies and equipment and assists in the preparation of the preliminary budgets for Administration, Safety and Legal Departments.  Also oversees the Supplies budget for all departments that utilize the supplies budgeted in Department 1100
  • Regularly monitors the Administration departmental budget. 
  • Assists in researching and recommending office equipment.
  • Operates a variety of office and business machines including computer equipment. 

Special Projects 

  • Independently researches and prepares reports and confidential documents and correspondence. 
  • Responsible for the coordination of research projects, data collection, and the development of reports on behalf of the CEO/General Manager, Board and agency. 
  • Coordinates all employee and Board business travel arrangements for Santa Cruz METRO. 
  • Distributes and advertises for legal notices and other legal advertising. 
  • Coordinates and executes special projects and assignments. 
  • Performs other duties as assigned. 

EMPLOYMENT STANDARDS:

Knowledge of:

  • Office procedures, practices and rules and regulations including filing and preparation of business correspondence, forms and reports.   
  • Proper business English usage, spelling, grammar and punctuation.  
  • Principles and practices of supervision and training.   
  • Advanced level of competency of the Microsoft Office Suite, Zoom/Teams/WebEx and other standard office software systems.    

Ability to:

  • Typing at a corrected rate of 55 words per minute.   
  • Operating standard audio visual and office equipment, including electronic typewriter, computer, photocopies, calculator and transcribing machine 
  • Develop and administer office procedures and practices 
  • Exercise extreme discretion when working with confidential and/or sensitive material and topics.   
  • Maintain composure in stressful situations, communicating with the public, Board members and staff in a calm, respectful manner.   
  • Prepare business correspondence, forms, and reports.   
  • Compose clear, concise reports and correspondence using proper formatting, English grammar, punctuation and spelling.   
  • Effectively communicate both orally and in writing.   
  • Develop and use effective methods for filing and retrieving documents. 
  • Take minutes and record discussion and actions at meetings and public hearings.   
  • Perform varied, difficult secretarial work requiring accuracy and speed.   
  • Establish and maintain effective working relationships with the public, Santa Cruz METRO employees, Santa Cruz METRO Board members and others.   
  • Work independently in the absence of specific instructions.   
  • Research, locate, compile and summarize data.   
  • Coordinate complex, administrative, and legally required functions with District Counsel.  

MINIMUM QUALIFICATIONS:

Any combination of experience and education that would likely provide the required knowledge and abilities is qualifying.  A typical way to obtain the knowledge and abilities would be: 

Education, Training and Experience:

Any combination of training and experience equivalent to five (5) years’ responsible executive reporting level administrative experience.  A four-year undergraduate degree preferred.  

AND 

Two (2) years of experience supervising administrative/clerical personnel. 

Advance knowledge of basic office equipment and personal computers and  Microsoft Office Suite, to include Word, Excel, Access, PowerPoint etc.   A working knowledge of software such as Adobe Acrobat, SmartSheet, Visio, and web-based publication software is beneficial.

LICENSES AND CERTIFICATES:

A valid Class C driver license and safe driving record is required at the time of application.  A valid Class C State driver license is required at the time of appointment and must be maintained throughout employment.

SPECIAL REQUIREMENTS:

  • Must be able to work extended hours as needed, sometimes outside regular business hours as required by the CEO and the demands of the job.
  • Must maintain strictest confidentiality. 
  • Must participate in professional development activities. 

PHYSICAL AND MENTAL DEMANDS:

The physical and mental demands described here are representative of those that must be met by employees 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 job, the employee is regularly required to sit, walk and stand; talk and hear; use hands to finger, manipulate, handle, feel or operate objects, tools or controls; reach with hands and arms; and perform repetitive movements of hands or wrists. The employee is regularly required to bend and twist at the neck, reach with hands and arms.  Occasional standing, walking, overhead reaching and lifting up to 10 pounds unaided is required.   Specific visual abilities required for this job include close vision, distance vision, and the ability to adjust focus.  

Mental Demands 

While performing the duties of this job, an employee uses written and oral communication skills; reads and interprets data, information and documents; analyzes and solves problems; uses math and mathematical reasoning; performs highly detailed work; deals with multiple concurrent tasks; and interacts with others encountered in the course of work, including frequent contact with customers and/or the public and dissatisfied/abusive individuals.

Safety: 

Any required Personal Protective Equipment (PPE) will be provided.  

 Work Environment: 

The employee works in an office environment where the noise level is usually quiet.  May require availability to work a flexible schedule.

OTHER CONDITIONS OF EMPLOYMENT:

  • Must pass requisite background check.

*Adopted: November 2017

*BOD Approved 01-26-18

*Revised: 11-5-21

*Job Family: Professional – Administration