Executive Assistant in Shelton, Washington at MASON TRANSIT AUTHORITY

Description:

WHO WE ARE

Mason County Public Transportation Benefit Area, doing business as Mason Transit Authority (MTA), is a Public Transportation Benefit Area (PTBA) Authority, authorized in Chapter 36.57A RCW, located in Mason County, Washington. The service was approved by Mason County voters in November 1991, and MTA began providing public transportation in December 1992. The service area is all of Mason County, where road access is available, with connections to adjacent counties.

WHAT WE DO

MTA transportation services consist of Fixed Route local and regional deviated fixed routes, Worker/Driver commuter service to Puget Sound Naval Shipyard (PSNS) and Demand Response. These services are provided with diesel and hybrid 35' transit buses, cutaways, and vans. Facilities include Johns Prairie maintenance base, the downtown Shelton Transit-Community Center, and a Belfair park and ride complex. MTA supports a network of park and ride facilities that are located throughout the County by managing and providing routine maintenance for locations owned by Washington State Department of Transportation (“WSDOT”), the County or others.

OUR MISSION

We provide transportation choices that connect people, jobs, and community, increasing the quality of life in Mason County.

OVERVIEW

Under the direction of the General Manager, the Mason Transit Authority’s (MTA) Executive Assistant position is responsible for providing high-level administrative support by conducting research, preparing reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors and scheduling meetings. This position also serves as MTA’s Clerk of the Authority Board, responsible for agency records, and timely response to public records requests as the Public Records Officer. The assignment of specific duties to the Executive Assistant will vary depending on the Authority’s business needs and individuals’ expertise and skill sets.

DISTINGUISHING CHARACTERISTICS

Employees assigned to this class are part of the team effort which provides support and assistance to the General Manager and the Authority Board. Incumbents are responsible for providing excellent customer service, resolving customer concerns and answering questions in a timely and effective manner. The Executive Assistant is frequently responsible for maintaining records containing confidential/sensitive information necessitating discretion at all times. Must possess a high level of emotional intelligence and perform highly responsible, confidential, specialized and specific activities requiring knowledge of specialized administrative support activities.

Salary Range: $26.56 - $36.13 per hour DOQ. Non-exempt subject to FLSA requirements.

Comprehensive benefits package includes: Mason Transit Authority offers an excellent benefit package which includes 95% employer paid Medical/Dental/Vision for employee and dependents, life, optional additional life, long-term disability, EAP, 11 paid holidays, vacation accruals based on years of service that begin at 3.69 hours per pay period (12 days per year), additional 1.69 hours of paid sick leave per pay period in addition to the required WA Paid Sick leave (total 12 days per year), two (2) 8 hour personal days per calendar year, three (3) days of bereavement leave per loss of immediate family member, Washington State Public Employees Retirement System (PERS) plan options, and optional Deferred Income (IRS 457 plans) retirement plans. In addition, position is eligible per permitting circumstances for inclement weather pay, meeting and training pay, wellness incentives, and educational assistance.

Supervision received from: General Manager

Position is open until filled with a first review of applications on July 1st.

ESSENTIAL DUTIES

• Serve as the Clerk of the Board and ensure requirement of Open Public Meetings Act (OPMA) and all applicable federal, state, and local legal requirements are met. Prepare and place legal notices for public hearings and special meetings as required by law.
• Coordinate and provide support to the Authority Board and subcommittees. Assemble monthly board packets and attend Board meetings as recording secretary. Research for and prepare initial draft documents of meetings for review. Edit, proofread and distribute minutes of Authority Board meetings, public hearings, and other meetings as necessary.
• Prepare and track Authority Board Member stipends. Coordinate travel arrangements and conference registration as needed.
• Coordinate with County Clerk on appointment of new Board Members and Board Composition Review as needed. Prepare an Orientation Manual provided to incoming new Board members and assist in their orientation process.
• Create and maintain a Clerk Reference Manual.
• Serve as the agency’s record retention coordinator and official custodian of agency records. Retrieve documents, agency records, and information and prepare responses of routine inquiries. Ensure requests for public information conform to state Public Records Act and similar laws. Coordinate with staff, public, legal counsel, and others such as local law enforcement to meet requirements. Monitor and track all requests to ensure responses for timeliness and responsiveness are met.
• Maintain records in accordance with records management guidelines and retention as set forth by the Washington Secretary of State, Washington State Archives and WSDOT relating to grant fundings. Assist in the development and implementation of records retention plans. Provide training to agency staff on Public Records Act requirements and updates.
• Prepare and edit correspondence, reports, communications, contracts, presentations and other documents. Conduct research, assemble and analyze data to prepare reports and documents. Format contracts, documents, and forms.
• Assist with writing, reviewing, and distributing agency policies, procedures and tasks. Maintain current policy records for internal and website distribution.
• Arrange and coordinate meetings and events. Set up meeting and event spaces and ensure all materials, meals, and amenities are provided.
• Act as a liaison with other teams/staff and outside agencies/clients.
• Handle confidential and non-routine information and explain policies when necessary.
• Review legal documents, including contracts and arrange for review by Legal Counsel.
• Serve as the agency’s Notary Public.
• Represent the agency at committee meetings, conferences, and trainings. Attend ongoing training required to keep current with Parliamentary, OPMA, Public Records and Records Retention processes and laws. Occasional travel is required.

OTHER FUNCTIONS

• Perform duties in support of ongoing and special projects.
• Review invoices and serve as signatory as needed in absence of General Manager.
• Serve on committees, task forces and other work groups.
• Perform other duties as assigned and any duties of a similar nature or level needed.
• Pursue certification designations in both roles as Clerk of the Authority Board and Public Records Officer demonstrating in-depth knowledge and responsibilities of each role.

The job duties as defined above are an accurate reflection of the work to be performed by this position.

This Summary Job Description does not constitute an employment agreement between the employer and employee and is subject to change as the needs of the employer and requirements of the job change.

This job description is not intended and should not be construed to be an exhaustive list of all responsibilities, skills, efforts or working conditions associated with this job; it is intended to be an accurate reflection of those principal job elements essential for making fair pay decisions about this job.

Mason Transit Authority is an equal opportunity employer and does not unlawfully discriminate on the basis of race, sex, age, color, religion, national origin, marital status, veterans status, disability status, sexual orientation, or any other basis prohibited by federal, state, or local law. Please let Mason Transit Authority know if you need accommodations in order to participate in the application process.

Mason Transit Authority follows the requirements of the "Fair Chance Act," RCW 49. We will not inquire about prior arrests and convictions until after we determine an applicant is otherwise qualified for the position for which the applicant applied, except as allowed under RCW 49. There are specific exemptions for applicants working with children under 18 years of age, or vulnerable persons, certain financial institutions, law enforcement, and volunteers.

Requirements:

QUALIFICATIONS REQUIRED

• Associate Degree, and three (3) years of progressively responsible administrative/organizational experience.
• An equivalent combination of education and experience that demonstrates competency and thorough knowledge of general office practices and procedures will be considered.

Preference will be given to individuals who possess a Certified Municipal Clerk designation, Certified Public Records Officer designation and those demonstrating a commitment to positive public relations and involvement in local communities.

KNOWLEDGE, SKILLS & ABILITIES:

Knowledge of: business English, spelling, general office practices/procedures; public relations principles; event planning principles; electronic calendaring; meeting planning practices; records maintenance and retention policies, practices, and methods; applicable Federal, State, and Local laws, rules, and regulations; and modern office procedures.

Skill in: preparing reports, meeting agendas and minutes; maintaining confidentiality of sensitive materials and information; communication, interpersonal skills as applied to interaction with coworkers, supervisors, elected officials, and the general public sufficient to exchange or convey information and to receive work direction; using a computer and related software applications; completing assigned work within prescribed timelines; communicating effectively both orally and in writing; establishing and maintaining cooperative and effective working relationships with others; maintaining records; and analyzing situations effectively and adopting appropriate courses of action.

Ability to: learn new software applications; multi-task and respond appropriately and effectively in hectic situations; maintain confidentiality of sensitive information and materials; provide excellent customer service; work independently; operate standard office machines and equipment (copy machine, adding machine, fax and PC); keep current on transit/transportation, legal, economic and governmental news and events relative to multiple roles.

PHYSICAL REQUIREMENTS:

The duties of this position require sitting for extended periods of time and use of hands to accomplish work. Standing, walking, reaching, bending and lifting and carrying up to 30 pounds are required. Reasonable accommodations are made to enable individuals with disabilities to perform the essential functions of this position. __________________________________________________________________________________________________________________

KEY COMPETENCIES EXPECTED: Competencies' are defined as those measurable or observable knowledge, skills, abilities, and behaviors critical to success in a key job role or function. It is expected that the employee will exhibit the following key competencies:

Accountability

• Take responsibility for content and quality of assigned work;
• Complete assigned tasks and meet key deadlines; producing/completing accurate and timely work;
• Self-management:

*Punctuality and regular work attendance;

*Producing/completing accurate and timely work;

*Focus on the situation, issue or behavior rather than the person;

*Give and accept constructive feedback;

*Solution oriented;

*Use time wisely.

Adaptability/Flexibility

• Acknowledging that unanticipated events will occur and help to build capacity to adjust when such events occur. Find ways to effectively respond to unanticipated situations;
• Adapt positively and constructively to changes to the work environment and work priorities;
• Engage appropriately with General Manager in discussion about maintaining a sustainable workload in the event of new, unanticipated work projects or initiatives;
• Ensure affected team members clearly understand when changes occur and what is expected of them.

Customer Service

• Provide accurate and timely information;
• Understand and be responsive to your customers’ objectives and needs;
• Being accessible, providing timely and responsive replies to customer requests, e-mails, phone messages and mail;
• Handle customer inquiries and complaints in a prompt, courteous and professional manner while adhering to rules and regulations;
• Maintain an optimistic attitude, supporting teamwork and cooperation through open and honest communication;
• Anticipate, assess, and respond to changing customer needs;
• Consistently provide products and services that meet or exceed the expectations of the customers;
• Willingness to explore new ideas.

Collaboration/Teamwork

• Help create an atmosphere that brings people together, so they have a stake in the solution. Involve others in matters that affect what they do. Seek out and act on opportunities to improve, streamline and re-invent work processes;
• Contribute to the development, cohesion and productivity of the team; be receptive to new ideas and adaptable to new situations;
• Model effective group process behavior, such as listening, discussing, negotiating, rewarding, encouraging and motivating;
• Keep management well informed of issues and trends; openly share your ideas, suggestions and opinions with team members;
• Build constructive working relationships characterized by a high level of acceptance, cooperation and mutual respect;
• Teamwork:

*Promote cooperation;

*Clearly and effectively communicate with individuals and groups;

*Keep General Manager, Managers and co-workers informed;

*Contribute to the team with ideas, suggestions and effort;

*Refrain from gossiping.

Additionally, all employees of MTA are required to consistently demonstrate the following core competencies:

- Inspirational Leadership

- Informed Decision Making

- Transparency & Accountability

- Respectful Relationships

- Personal Responsibility

- Outstanding Customer Service

Equal Opportunity Employer, including disability/protected veterans