Executive Assistant Jobs

Ride BART to a satisfying career that lets you both: 1) make a difference to Bay Area residents, and 2) enjoy excellent pay, benefits and employment stability. BART is looking for people who like to be challenged, work in a fast paced environment, and have a passion for connecting riders to work, school and other places they need to go. BART offers a competitive salary, comprehensive health benefits, paid time off, and the CalPERS retirement program.

All San Francisco Bay Area Rapid Transit District (BART) employees are required to be fully vaccinated against COVID-19 as a condition of employment. You will be required to show proof of your completed COVID-19 vaccination prior to receiving a final offer, unless you receive a COVID-19 Vaccination reasonable accommodation due to a medical condition or a religious exemption due to an approved sincerely held religious belief that prohibits you from receiving a vaccine. BART will review requests for a reasonable accommodation or religious exemption on a case-by-case basis. Documentation may be required. For questions, please contact BART Human Resources, Leave Management at [email protected].

Infrastructure Delivery

BART offers comprehensive compensation and benefits programs. Benefits include CalPERS pension; excellent medical (effective January 1, 2023 current employee cost $160.96 monthly for most plans), vision, and dental coverage; supplemental insurances; paid holidays and vacation; as well as two investment programs, one of which is entirely funded by BART. BART does not participate in Social Security. Complimentary BART passes for employee and qualifying dependents.

Non-Represented Pay Band 05

Minimum: $99,240.00/year - $150,349.00/year

Note: The initial salary offer will be between $99,240.00/year - $129,249.63/year, to commensurate with education and experience.

March 31, 2023

April 14, 2023

Assistant General Manager, Infrastructure Delivery

Saturday and Sunday

All current BART employees and qualified individuals who are not yet BART employees.

This job announcement will be used to create a list of eligibile candidates for vacancies that may occur within the next twelve (12) months.

Under supervision, the incumbent will provide complex administrative and analytical support to the Assistant General Manager of Infrastructure Delivery; manages budgets, conducts ad-hoc research, creates reports, handles confidential correspondence, schedules meetings, and orders supplies; performs duties as assigned.

Please note that the selected incumbent will be required to work in the office 5 days a week.

1. Performs a variety of complex administrative, operational, and analytical duties in support of an Executive Manager or Board Officer; coordinates project activities with District departments, divisions and external organizations.

2. Coordinates the development, analysis and formulation of the department’s annual budget; assists with the development of guidelines and instruction on budget process and procedures; reviews requests for staffing and capital outlay; forecasts funds needed for staffing, equipment and various projects; prepares departmental budget presentations; plans, receives, pays, and improves invoices, generates budget reports; provides status updates to appropriate Executive Manager or Board Officer.

3. Assists with the implementation of policy and procedural modifications; evaluates impact on divisions or departments; develops implementation plans; recommends and implements modifications.

4. Implements new systems, methods, and procedures; monitors program progress in meeting goals and objectives; conducts updates with management staff to inform and advise on project progress; makes adjustments as necessary.

5. Coordinates and participates in District department or division organizational studies involving administrative or operational systems, procedures, functions, processes and techniques.

6. Develops, implements and administers special administrative programs; analyzes current and historical trends; prepares and presents reports.

7. Prepares clear, concise, and competent reports, correspondence, and other written materials.

8. Provides assistance in organizational development in assigned areas; identifies issues; collects data; analyzes alternatives and makes recommendations.

9. Participates in special projects including research of new programs and services, budget analysis and preparation, and feasibility analyses; prepares and presents reports.

10. Trains assigned employees in their area of work including administrative methods, procedures and techniques.

11. Oversees general office activities; procures supplies; approves invoices; develops personnel schedules; responds to inquiries; investigates complaints; provides general analytical support.

12. Represents assigned area at various meetings with other departments, divisions, outside agencies and contractors; communicates projects and activities with others as appropriate; prepares for and provides assistance with hosting and participating in transportation related meetings and events.

13. Responds to and resolves difficult and sensitive inquiries and complaints.

Education: Possession of a high school diploma, GED or equivalent.

Experience: Three (3) years of professional verifiable experience providing administrative support to an executive manager, board officer or related experience.

Knowledge of:

• Principles, practices, methods and techniques of report preparation.
• Related Federal, state and local laws, codes and regulations.
• Business computer applications for statistical analysis and data management.
• Methods and techniques used to conduct a variety of analytical studies.
• Methods and techniques of statistical and financial analysis.
• Principles and practices of budget preparation and administration.
• Principles and procedures of record keeping.
• Methods of administrative, organizational, economic, and procedural analysis.
• Office equipment including computers, supporting word processing, and spreadsheet applications.
• Principles and practices of program development and implementation.
• Operational characteristics, services and activities of assigned program are including administrative, financial, or operations functions.
• Principles and practices of procurement, purchasing, and accounting.

Skill in:

• Communicating clearly and concisely, both orally and in writing.
• Preparing clear and concise administrative, budgetary, and financial reports.
• Developing and interpreting goals, objectives, policies, and procedures.
• Operating office equipment including computers and supporting word processing and spreadsheet applications.
• Collecting, evaluating and interpreting complex information and data.
• Analyzing complex problems, identify alternative solutions and recommend conclusions.
• Establishing and maintaining effective working relationships with those contacted in the course of work.
• Preparing, administering and monitoring capital and operating budgets.
• Performing complex analytical duties.
• Interpreting and apply laws, policies, rules and regulations.
• Organization, administration, and management.
• Working independently in the absence of supervision.
• Reviewing and analyzing complex technical documents and proposals.
• Maintaining accurate records and files.

Applications will be screened to assure that minimum qualifications are met. Those applicants who meet minimum qualifications will then be referred to the hiring department for the completion of further selection processes.
The selection process for this position may include a skills/performance demonstration, a written examination, and a panel and/or individual interview.
The successful candidate must have an employment history demonstrating reliability and dependability; provide copies of certificates, diplomas or other documents as required by law, including those establishing his/her right to work in the U. S; pass a pre-employment medical examination which may include a drug and alcohol screen, and which is specific to the essential job functions and requirements. Pre-employment processing will also include a background check. (Does not apply to current full-time District employees unless specific job requires additional evaluations).

External applicants may only apply online, at www.bart.gov/jobs. Applicants needing assistance with the online application process may receive additional information by calling (510) 464-6112.
Current employees are strongly encouraged to apply online, either at www.bart.gov/jobs, or on WebBART. Current employees may also apply using a BART paper application by delivering the completed form to the Human Resources Department, or by mailing it to P. O. Box 12688, Oakland, CA 94604-2688.
All applicants are asked to complete the application in full, indicating dates of employment, all positions held, hours worked, and a full description of duties. On line applicants are invited to electronically attach a resume to the application form to provide supplemental information, but should not consider the resume a substitute for the application form itself.
Applications must be complete by the closing date and time listed on the job announcement.

The San Francisco Bay Area Rapid Transit District is an equal opportunity employer. Applicants shall not be discriminated against because of race, color, sex, sexual orientation, gender identity, gender expression, age (40 and above), religion, national origin (including language use restrictions), disability (mental and physical, including HIV and AIDS), ancestry, marital status, military status, veteran status, medical condition (cancer/genetic characteristics and information), or any protected category prohibited by local, state or federal laws.
The BART Human Resources Department will make reasonable efforts in the examination process to accommodate persons with disabilities or for religious reasons. Please advise the Human Resources Department of any special needs in advance of the examination by emailing at least 5 days before your examination date at [email protected].
Qualified veterans may be eligible to obtain additional veteran's credit in the selection process for this recruitment (effective Jan. 1, 2013). To obtain the credit, veterans must attach to the application a DD214 discharge document or proof of disability and complete/submit the Veteran's Preference Application no later than the closing date of the posting. For more information about this credit please go to the Veteran's Preference Policy and Application link at www.bart.gov/jobs.

Please be prepared to present documentation in support of any required licenses, degrees, or certifications upon request.

Please note that any job announcement may be canceled at any time.

When you have successfully applied for this position you will receive an auto reply e-mail acknowledging that your application was received for this position. Please retain a copy of the e-mail for your records. If you receive an auto reply that does not specifically reference this position, please email Employment Help at [email protected] for assistance.
To verify submission of your application, click on the 'My Career Tools' link at the top of the 'Careers Home Page' after submitting your application to view the list of applications you have submitted (including application date and status). If you have further questions, please email the Employment Help at [email protected], between the hours of 8:15am - 5:00pm, Monday- Friday.