Assistant District Secretary Jobs

The San Mateo County Transit District serves nearly 100,000 customers each weekday on its SamTrans buses, Redi-Wheel paratransit vehicles, Caltrain commuter rail cars and shuttles, as well as a robust capital program. The Transit District, which is in the heart of the San Francisco Bay Area, also is the managing agency for the San Mateo County Transportation Authority. Staff enjoys a dynamic organization that fosters personal development and professional advancement of its staff. The Transit District’s core values include integrity, customer focus, respect, quality, teamwork, leadership and accountability. Excellent benefits are provided.
DIVISION
Executive Office
EMPLOYMENT TYPE
Non-Exempt (Full Time)
APPLICATION DEADLINE
Sunday, May 28, 2023
Job Summary
The Assistant District Secretary reports to the Executive Officer, District Secretary and provides administrative support for the Executive Officer, District Secretary, and the Board of Directors for the San Mateo County Transit District (SamTrans), Peninsula Corridor Joint Powers Board (JPB) and the San Mateo County Transportation Authority (TA).
Minimum Qualifications
Sufficient education, training and experience to demonstrate the knowledge and ability to successfully perform the essential functions of the position. In lieu of a degree, work-related experience that demonstrates the skills and experience necessary to perform this role will be accepted. Development of the required knowledge and abilities is typically obtained through but not limited to:

• Associate’s degree in Business Administration, Public Administration, Communications, English or other related field.
• Five (5) years of full-time experience providing executive level administrative support in a professional office environment.

Preferred Qualifications

• Experience in records management is desirable.
• Must be proficient in Microsoft Office Suite.
• Experience performing duties in support of Boards of Directors, Councils or Commissions that operate under the Ralph M. Brown Act is desirable.
• Must have effective oral and written communication skills.

Essential Functions And Duties

• Performs and provides detailed administrative support to the Boards and committees.
• Attends Board and committee meetings and prepares agendas, agenda packets, and minutes.
• Assists the custodian of records for Board of Directors and committee matters, maintains the official votes, attendance at committee meetings, and relevant documents.
• Performs administrative support and may acts as the Executive Officer, District Secretary in his/her absence and in the absence of the Deputy District Secretary.
• Takes and records committee and Board of Directors meeting minutes.

Examples Of Duties

• Coordinates meeting activities; schedules meetings and prepares agendas; arranges facilities; notifies participants, takes and disseminates notes; coordinates the preparation and finalization of Board and committee meetings and related materials.
• Records committee and Board of Directors meeting matters, maintains official votes, and attendance at meetings, and prepares the official minutes of proceedings, and finalizes any resolutions or ordinances.
• Responds to inquiries from the public, staff, or Board Members concerning the proceedings of the Board or the actions of committees.
• Establishes and maintains effective working relationships with internal and external customers.
• Coordinates travel arrangements for the Board and prepares travel reports for Board Members.
• Perform all job duties and responsibilities in a safe manner to protect one’s self, fellow employees and the public from injury or harm. Promote safety awareness and follow safety procedures in an effort to reduce or eliminate accidents.
• Coordinates and posts information to the agency website in compliance with inflexible deadlines.
• Assists in the retention, indexing, and retrieval of official District Documents; Assists with public records requests.
• Perform other duties as assigned.
• Attends day and evening meetings onsite (and may be off site) and outside regular business hours.

How To Apply

• The Human Resources Department will make reasonable efforts in the recruitment/examination process to accommodate applicants with disabilities upon request. If you have a need for an accommodation, please contact the Human Resources Department at (650) 508-6308 or email written request to [email protected] .
• SamTrans celebrates diversity and is committed to creating an inclusive and welcoming workplace environment. We are an Affirmative Action/Equal Opportunity Employer. Minorities, Women, Persons with Disabilities and Veterans are encouraged to apply.
• To apply, please visit the www.samtrans.com/jobs . Complete an online employment application by 11:59 pm on Sunday, May 28, 2023 . A resume will not be accepted in lieu of the application. Incomplete applications will not be considered.

Selection Process May Include
The selection process may consist of an evaluation of the applicant’s qualifications, panel interview, and/or internal Department interviews. Upon completion of the selection process, an offer of employment may be conditionally based upon the successful completion of employment and education verification and criminal background check. Meeting the minimum qualifications does not guarantee an invitation to continue in the process.
PAY RANGE
$35.33 - $53.00/hour ($73,494 - $110,241 estimated annual)
Current Employment Benefits
For additional information on SamTrans benefits, please visit, https://www.samtrans.com/jobs
Holidays : Seven paid holidays, plus up to four floating holidays per year
Paid Time Off : Up to 21 days (PTO) per year
Cafeteria Plans : Medical, dental, vision care, group life insurance and more
Transportation : Free Bus Transportation for employees and qualified dependents
Work Location : Select positions are eligible to work remote up to 50% of the time
Pension : Social Security and California Public Employees Retirement Systems (CalPERS)

• New Members - 2% @ 62 benefit formula, 3 year average of highest compensation
• Classic Members - 2% @ 60 benefit formula, 3 year average of highest compensation