Executive Assistant I Jobs

Why OCTA:

Overview:

Under general supervision, performs a wide variety of administrative, secretarial, and technical duties in support of a Director level position; addresses administrative details not requiring the personal attention of the supervisor.

This is a non-exempt position in Salary Grade L: Min $27.63 – Mid $33.21 – Max $38.78 hourly. The starting salary will be within this range based on qualifications.

The position will remain open until a candidate is selected.

This list is intended to indicate the general nature and level of work performed by employees within this classification and is not designed to be interpreted as an exhaustive listing of all tasks required of employees assigned to this job.

• Assists in conducting research and analysis for administrative assignments; evaluates information and recommends alternative courses of action.
• Reviews and proofs documents, records, and forms for accuracy, thoroughness, and conformity with applicable rules and regulations.
• May coordinate the receipt of budgets from each department of the division, verifying the accuracy of budget information, assisting in the preparation of the Director's budget. May monitor budget expenditures.
• Assists in maintaining the Board Agenda Planning Calendar and the Executive Calendar.
• Relays messages, answer questions, responds to requests, resolves problems, and refers callers as appropriate. Maintains supervisor's master calendar.
• Serves as an administrative assistant to higher level management staff, such as a Director, by performing a variety of clerical, technical, and administrative duties; serves as liaison between the supervisor and the public, management, and agency employees.
• Collects and compiles statistical and financial data and other information for special and periodic reports as necessary; researches and analyzes information and establishes appropriate report formats; prepares Board agenda items and back-up materials.
• Plans and coordinates events for the division, including but not limited to quarterly meetings, conferences, and agency seasonal activities.
• Establishes and maintains complex interrelated filing systems; maintains payroll and personnel records for staff.
• Develops and prepares a variety of correspondence, reports, memoranda, meeting minutes, and other material. Arranges meetings, conferences, and travel.

Any combination of education and experience equivalent to graduation from high school with a minimum of six years of administrative or executive secretarial experience.

Knowledge of:

• Microsoft Office software including Word, Excel, Access and PowerPoint.
• Budgeting procedures including preparation, monitoring, transfers, and reporting, if applicable to assignment.
• Modern office practices, procedures, and equipment, including telephone etiquette and record-keeping techniques.
• Verbal and written communications skills.
• Interpersonal skills using tact, patience, and courtesy.

Ability to:

• Learn and apply rules, regulations, laws, and policies concerning the agency.
• Utilize computer word processing and spreadsheet software.
• Work as part of a team.
• Work confidentially and independently.
• Type accurately at an acceptable speed.
• Compose, format, edit, proofread, and type correspondence and reports.
• Multi-task and alter assignment focus as priorities change.
• Plan, prioritize, and organize work.

Working Conditions/Physical Activities:

(The physical demands described are representative of those that must be met by the employee to successfully perform the essential functions of this job. OCTA provides reasonable accommodation to enable individuals with disabilities to perform the essential functions).

Positions in this class typically require:

• Work may be performed in a stressful, fast-paced office environment, depending upon assignment.
• Positions in this class typically require: Reaching, Finger Dexterity, Grasping, Feeling, Talking, Hearing, Seeing, and Repetitive Motions in computer use.
• Requires ability to understand verbal communication and to respond effectively.

Compensation and Benefits:

OCTA is an equal employment opportunity employer that recruits, hires, and promotes qualified people without regard to race, color, religion, creed, ancestry, national origin, age, sex, pregnancy, gender, gender identity and/or expression, sexual orientation, marital status, medical condition, disability, genetic information, military and veteran status, or other legally protected status.