Executive Assistant I - Highway Programs

Overview Why OCTA: Discover work that moves you in a dynamic and innovative setting. Be part of a team delivering Orange County’s transportation network of today and creating a vision for the future. OCTA is the county’s transportation planning commission and public transit operator. With a focus on safety and accountability, we plan, fund, and implement countywide projects that include bus and rail transit, freeways and express lanes, rideshare, microtransit, paratransit, active transportation, and environmental programs. We’re passionate about creating a balanced, equitable and sustainable transportation system that reflects the diverse travel needs of the county’s 34 cities and 3.2 million residents. Our employees rated OCTA as a top workplace in Orange County. Come join us on our mission of keeping Orange County moving. 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 application deadline for this position is February 15, 2023. Responsibilities Responsibilities: 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. 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. Relays messages, answer questions, responds to requests, resolves problems, and refers callers as appropriate. Maintains supervisor's master calendar. 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. Develops and prepares a variety of correspondence, reports, memoranda, meeting minutes, and other material. Arranges meetings, conferences, and travel. Establishes and maintains complex interrelated filing systems; maintains payroll and personnel records for staff. Reviews and proofs documents, records, and forms for accuracy, thoroughness, and conformity with applicable rules and regulations. Assists in conducting research and analysis for administrative assignments; evaluates information and recommends alternative courses of action. Plans and coordinates events for the division, including but not limited to quarterly meetings, conferences, and agency seasonal activities. 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. Qualifications Qualifications: 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: Interpersonal skills using tact, patience, and courtesy. Modern office practices, procedures, and equipment, including telephone etiquette and record-keeping techniques. Verbal and written communications skills. Budgeting procedures including preparation, monitoring, transfers, and reporting, if applicable to assignment. Microsoft Office software including Word, Excel, Access and PowerPoint Ability to: Plan, prioritize, and organize work. Learn and apply rules, regulations, laws, and policies concerning the agency. Utilize computer word processing and spreadsheet software. Type accurately at an acceptable speed. Compose, format, edit, proofread, and type correspondence and reports. Work confidentially and independently. Work as part of a team. Multi-task and alter assignment focus as priorities change. 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. Requires ability to understand verbal communication and to respond effectively. Positions in this class typically require: Reaching, Finger Dexterity, Grasping, Feeling, Talking, Hearing, Seeing, and Repetitive Motions in computer use. Compensation and Benefits: OCTA offers an attractive compensation and benefits package that includes medical, dental and vision health insurance programs, flex time (may be available), paid sick leave, paid vacation and holidays, short-term and long-term disability, life insurance, flexible spending accounts, retirement, deferred compensation plan, educational reimbursement, excellent in-house training programs, free transportation passes for the employee and dependents, wellness and ergonomic programs, and much more. OCTA has a hybrid remote work program. Eligibility is dependent on manager’s approval. 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.