Administrative Assistant
: Job Details :

External Title: Administrative Assistant

Internal Title: Regulatory Liaison & Permit Assistant

Maintaining efficiency and economy in operations management requires flexibility in job assignments. While each employee shall have a primary responsibility for the job in which that employee has been hired or later promoted, each employee may be expected to perform other jobs from time to time.

SUMMARY:

Under the direction of the General Counsel and the Director of Capital Projects, the Administrative Assistant is responsible for assisting the Legal Team with Public Records Act (PRA) requests and various administrative duties, and assisting the Capital Projects Department with recordkeeping.

EXAMPLES OF DUTIES:

Essential Functions

Legal Department Responsibilities:

* Provides direct support to the Executive Team and assists with processing PRA requests.

* Organizes assigned work efficiently to be completed in priority order and within legal guidelines.

* Communicates with outside agencies and internal staff to obtain necessary information.

* Assists Executive Team with meetings and committees as needed.

* Researches and analyzes a variety of records utilizing both internal and external data sources.

* Provides excellent customer service to members of the public, outside professionals, and staff.

* Generates relevant reports and composes routine and complex correspondence.

Capital Projects Department Responsibilities:

* Handles real estate document control and archiving using Adobe Pro and electronic file management.

* Provides property management, real estate revenue, project reviews and permitting, real estate agreement insurance compliance, and special assignment administration support.

* Communicates with external permittees and provides excellent customer service

* Generates invoices to cover MTS related permit expenses

Duties May Include, But Are Not Limited To, The Following:

* Attends periodic orientations/workshops for legal professionals.

* Compiles/coordinates mail outs, compiles presentation materials, copies, faxes, scans, edits documents, and orders supplies.

* Responds to various requests via telephone, mail, email, or in-person.

* Maintains confidentiality of any and all sensitive information.

* Performs other duties as assigned.

QUALIFICATIONS:

Knowledge, Skills and Abilities

Knowledge of or ability to learn MTS policies and regulations; ability to read, understand and apply MTS policies, regulations and union labor contracts; ability to write letters, memoranda and reports using clear, concise and grammatically correct English; ability to speak clearly, distinctly and effectively in person-to-person or small group situations using tact and diplomacy; ability to coordinate and initiate actions necessary to implement decisions and delegate responsibilities to appropriate personnel; ability to establish and maintain priorities in order to complete assignments by deadlines without detailed instructions; skill in verifying the accuracy and completeness of forms and reports; knowledge of Microsoft Word and Excel and the ability to learn and use other software that MTS might have or acquire; possess sensitivity to confidential matters; ability to communicate verbally and in writing in Spanish, preferred.

Physical Requirements

The successful candidate must be able to fulfill the physical demands of the job such as walking, stooping, sitting, bending, reaching for overhead files and occasional lifting (must be able to lift up to 15 pounds). Must be able to operate a motor vehicle and perform tasks involving manual dexterity, such as use of a computer and 10-key. Work will at times require more than 8 hours per day or an irregular work week to perform the essential duties of the position. Duties will be performed primarily in an office type environment and may require travel to external locations and agencies.

Experience/Education/Certificates/License(s)

Possess a high school diploma or GED with a minimum of three (3) years of administrative assistant experience. Must have complete knowledge of all general office duties and procedures, as well as the ability to accurately type 65 words per minute with demonstrated proficiency in Microsoft Office. Must possess and maintain a valid California driver's license.

GENERAL:

Must satisfactorily pass all applicable examinations including, but not limited to, a pre-employment physical, drug screen and background check.

SALARY GRADE:

Salary offers are based on factors such as the knowledge, skills, abilities, and relevant experience of the successful candidate, while taking into account internal equity, budget constraints, and other market factors. This position is in salary grade #7, which has a minimum of $60,856 and a maximum of $86,416. Salary grades are typically adjusted annually to ensure they remain market competitive.

HIRING RANGE: DOQ*

DISCLAIMER: The above described job elements are intended to indicate the general nature and levels of work being performed by employees assigned to the job. They are not intended to be an exhaustive list of duties, responsibilities and skills required of employees so classified. Management retains the discretion to add to or change the duties of the position at any time.