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Job Details

Apply this job support services
Employer

San Bernardino County Transportation Authority (SBCTA)

Salary

$46,250.00 - $69,375.00 Annually

Location

San Bernardino, CA

Job Type

Full Time

Job Number

2017-00015

Department

Support Services

Division

Support Services

Opening Date

12/16/2021

Closing Date

Continuous

THE JOB

Under general supervision, performs a variety of advanced administrative support duties of considerable complexity requiring thorough knowledge of SBCTA, its procedures, and operational details; provides administrative, project, and program support to one or more senior management staff, SBCTA policy committee, and/or administrative/professional staff and relieves those employees of administrative details; composes and prepares complex correspondence using considerable judgment in content and style; serves as secretary to SBCTA's Board Policy Committee and/or other assigned Board or regional committees, and provides administrative support for the meetings; and performs related work as required.
 
SUPERVISION RECEIVED AND EXERCISED
 
Receives general supervision from the Clerk of the Board/Administrative Supervisor, and/or Deputy Clerk of the Board, in providing administrative support to assigned supervisory and management staff.  Exercises no supervision over staff.

Class Characteristics
 
This is the advanced journey-level class in the administrative office support series.  Incumbents at this level are capable of performing advanced and complex administrative, technical and office support duties, including taking and transcribing committee and board meeting minutes, overseeing administrative work flow and coordination, and assisting in special projects and programs.  Responsibilities include performing specialized, confidential, and technical office support duties to ensure efficient service provision.  Responsibilities require the frequent use of tact, discretion, and independent judgment as well as knowledge of SBCTA programs, projects, and activities and the interpretation and application of policies, procedures, and regulations.  This class is distinguished from other office administrative classes in that the nature, scope, and diversity of responsibilities originating at this level requires a broader understanding of SBCTA functions and the capability of relieving the assigned department director, chief, or supervisor of day-to-day office administrative and coordinative duties.

EXAMPLES OF TYPICAL JOB FUNCTIONS

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.
 

  • Provides administrative support to one or more senior managers and/or programs by assisting with duties of an advanced, complex, and sensitive nature.
  • Prepares the agendas for SBCTA's Board Policy and/or other Board and regional committees, all ad hoc committees, and reviews and proofs agenda items for content and compliance; prepares, posts, and distributes agenda packets; attends meetings and records and transcribes minutes; compiles and arranges materials for mailings.
  • Oversees the maintenance of files and electronic records management system, including verifying accuracy of data entered by other staff; processes correspondence, reports, and other documents in system; distributes records to appropriate staff as requested; enters correspondence into database.
  • Researches and obtains quotes to procure goods and prepares purchase orders as directed.
  • Proofs and submits advertisements for publication in the newspaper.
  • Composes, types, formats, edits, and proofreads a variety of highly complex documents, including correspondence, forms, memos, reports, presentations, and correspondence for SBCTA staff from rough drafts, verbal instructions, or transcribing machine recordings; checks drafts for punctuation, spelling, and grammar; makes or suggests corrections to drafts.
  • Provides information to the public including contractors and vendors by phone or in person to ensure an understanding of SBCTA policies and procedures; listens to questions and explains procedures according to existing guidelines; responds to public and staff inquiries and complaints
  • Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies SBCTA policies and procedures in determining completeness of applications, records, and files.
  • Operates a variety of standard office equipment, including job-related computer hardware and software applications, copiers, postage meters, facsimile machines, multi-line telephones, and transcription equipment; may operate other department-specific equipment.
  • Coordinates and maintains meeting calendars and schedules; schedules meetings and makes staff travel arrangements.
  • Tracks department issues and communicates operational information.
  • Assists the public by referring to information sources and by issuing and explaining how to complete standard forms; answers requests for factual information by consulting various available sources; responds independently to inquiries when appropriate.
  • Performs other related duties as required.

QUALIFICATIONS

Knowledge of:

  •  Organization and function of public agencies, including the role of an elected commission and appointed boards and committees.
  • Practices and methods of office management and administration, including the use of standard office equipment.
  • Automated and manual records management principles and practices, including legal requirements for recording, retention, storage, and disclosure.
  • Computer applications related to the work, including word processing, database, and spreadsheet applications.
  • Applicable federal, state, and local laws, codes, regulations, and policies, technical processes, and procedures related to the department to which assigned.
  • Principles of record keeping and records management, including the California Public Records Act and Brown Act.
  • Principles and practices of data collection and report preparation.
  • Business letter writing and the standard format for reports and correspondence.
  • Record keeping principles and procedures.
  • Modern office practices, methods, and computer equipment and software.
  • English usage, grammar, spelling, vocabulary, and punctuation.
  • Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, SBCTA staff and staff of member agencies in person and over the telephone.
 
Ability to:
  •  Perform responsible and complex administrative support work with accuracy, speed, and general supervision in assigned timelines, and requiring the use of tact and discretion.
  • Interpret, apply, and explain applicable federal, state, and local laws, rules, regulations, policies, and timelines, as well as complex administrative and departmental policies and procedures.
  • Understand the organization and operation of SBCTA and of outside agencies as necessary to assume assigned responsibilities.
  • Research, analyze, and summarize data and prepare accurate and logical written reports.
  • Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
  • Establish and maintain a variety of filing, record keeping, and tracking systems.
  • Review and maintain complex and extensive records, compiling technical information, and maintaining official records.
  • Establish and maintain a variety of filing, record keeping, and tracking systems.
  • File materials alphabetically, chronologically, and numerically.
  • Understand and follow oral and written instructions.
  • Handle confidential information appropriately.
  • Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
  • Operate modern office equipment including computer equipment and specialized software applications programs.
  • Use English effectively to communicate in person, over the telephone, and in writing.
  • Use tact, initiative, and prudence within general policy, procedural, and legal guidelines.
  • Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
 
Education and Experience:
Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying.  A typical way to obtain the required qualifications would be:
 
Equivalent to the completion of the twelfth (12th) grade and five (5) years of varied administrative support experience involving the use of computerized information systems and office technology products; public sector administrative support experience is highly desirable.  Associate's degree or equivalent is preferred.
 
Licenses and Certifications:
  •  Possession of, or ability to obtain, a valid California Driver's License and proof of automobile liability insurance by time of appointment.

SUPPLEMENTAL INFORMATION

Physical Demands
 

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone.  This is primarily a sedentary office classification although standing in and walking between work areas may be required.  Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment.  Positions in this classification bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information.  Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.  
 
Environmental Elements
 
The employee works in an office environment with moderate noise levels and controlled temperature conditions.  The employee interfaces with staff, management, other departmental representatives, transportation and government officials, business representatives, and the general public in explaining SBCTA policies and requesting and providing information. 

SBCTA offers a generous benefit package including: vision care, a choice of health plans, dental coverage, an employee assistance program, life insurance, short and long term disability, and liberal holiday, vacation, and sick leave.  Deferred compensation is also available to employees at their option.

SBCTA participates in the San Bernardino County Employees' Retirement Association (SBCERA).  As defined by the California Public Employees' Pension Reform Act (PEPRA):
  • Tier 1 Members' retirement benefit formula is 2% @55 with a 7.2% employee member required contribution
  • New Tier 2 Members' retirement benefit formula is 2.5% @67 with a 8.37% employee member required contribution
SBCTA does not pay into Social Security.

01
The following supplemental questions may be used as an evaluation of your knowledge, skills and experience. Please be sure that the information you provide corresponds to the information you have provided on your application/resume. By completing this supplemental evaluation you are attesting that the information you have provided is accurate. Any misstatements or falsification of information may eliminate you from consideration. "See resume" is not an acceptable answer to questions. Do you understand this statement?
  • Yes
  • No
02
How much experience do you have working in a local government or a similar environment performing administrative support functions?
  • Less than two years of experience
  • Two to four years of experience
  • Four to six years of experience
  • More than six years of experience
03
Select all the boxes that best indicate the written correspondence/documents that you have the responsibility for composing. Note: Your selection(s) should reflect all regular and recurring job assignments performed for five years or more.
  • None
  • Board Letters/Staff Reports
  • Memos/Letters
  • Minutes
  • Reports
  • Agendas
  • Action Summaries
  • Scheduling Meetings
04
Describe in detail your specific experience and your role in the composition of each of the items you selected in the question above. In your response, also indicate the specific document, the frequency of composition, your level of responsibility, and associated deadlines. If you have no experience in this area, please type "None".
05
Select all the boxes that you have experience with and are proficient. If you have no experience and/or are not proficient with the listed technologies, select none. Please note that you may be required to demonstrate your level of proficiency during the hiring process.
  • None
  • Word or similar software
  • Excel or similar software
  • Access or similar software
  • Outlook or similar software
  • PowerPoint
  • Adobe Acrobat
  • Agenda Management Software (e.g. MinuteTraq, Granicus)
  • SharePoint
  • Eden or Munis
  • Laserfiche
06
Describe in detail how you use each of the items you selected in the question above which demonstrates your level of proficiency. Include in your response the specific computer software, types of documents or actions performed and frequency of use. If you have no experience in this area, please type "None".
07
Select one box that best describes your highest level of experience performing fiscal related duties affecting your organization's operations.
  • None
  • Review invoices and financial transactions for accuracy in accordance with established rules, regulations, and/or standards
  • Review and approve payment of invoices and other financial transactions in accordance with established rules, regulations, and/or standards
  • Review, approve, and audit invoices and financial transactions in accordance with established rules, regulations, and/or standards
08
Describe in detail your experience and level of responsibility performing fiscal related duties reviewing, approving, and/or auditing invoices and financial transactions in accordance with established rules, regulations, and/or standards. If you have no experience in this area, please type "None".
09
Select all boxes that indicate your regular and recurring interaction with internal and external customers. Interaction should have occurred for five years or more.
  • None
  • Elected Officials
  • Executive Level Management
  • Mid - Level Management
  • Team members
  • Community Based Organizations
  • Boards, Commissions, Councils, etc.
  • Media
  • General Public
10
Describe in detail your experience, frequency, and the reason for the interaction for each of your selections above. If you have no experience, please type "None".
11
Please list any other skills and or experience you may have that make you an ideal candidate for this position.

* Required Question

Employer
San Bernardino County Transportation Authority (SBCTA)
Address
1170 W. 3rd St., 2nd Floor

San Bernardino, California, 92404
Phone
(909) 884-8276
Website
http://www.gosbcta.com/

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