Executive/Board of Directors Administrative Assistant
Job Title: Executive/Board of Directors Administrative Assistant
Reports to: Executive Director
FLSA Status: Administrative – Non Exempt/Hourly
Safety Sensitive: No
Salary Range. $40,000 – $57,000
Date Approved: ________________________
This position provides principal administrative and clerical support for the Executive Director or Designee and the Authority Board of Directors. The Executive Assistant is expected to provide high-level administrative support to the Board of Directors, the Executive Director or Designee by preparing, editing monthly correspondence and statistical reports. Insures that correspondence, communications, presentations, and other documents are completed in a timely manner. Designs and maintains databases; files and retrieves documents and reference materials as required. Conducts research, collects and analyzes data to prepare reports and documents. Manages and maintains executives' schedules, appointments and agency travel arrangements. Arranges conference calls and maintains a log of outside calls, compliments and complaints. Records, transcribes, and distributes minutes of meetings; monitors, screens, responds to and distributes incoming communications, answers and manages incoming calls.
Responsible for arranging and coordinating Executive and Board meetings and specific events. May also be responsible for training and supervising other clerical staff. Receives and interacts with incoming visitors, liaison with internal staff at all levels, interacts with external customers/partners. Coordinates project-based work, reviews operating practices and implements improvements where necessary, as well as supervises, coaches, and trains lower level staff as required. The Executive Assistant is expected to apply extensive knowledge of advanced office practices, and is provided considerable latitude for independent judgment and action. This position reports to the Executive Director and also participates as a member of the executive team, which includes the Executive Director and Department Heads.
Essential Duties & Responsibilities:
1. Serves as the confidential assistant to the Executive Director and the Board Chairman.
2. Serves as Clerk to the Board of Director by coordinating preparation and distribution of meeting minutes, public agendas and board packets; attends meetings, records and produces the official minutes, and assists Board, committees and staff in complying with proper rules, regulations and procedures.
3. Coordinates conference and meeting travel arrangements for Board and Staff.
4. Arranges agenda for staff meetings and maintains the Executive Director calendar.
5. Composes, transcribes, and maintains administrative files, both general and confidential, for the Executive Director, Board of Directors, and the Authority in general. Independently composes correspondence, reports, and memoranda for the Executive Director’s review.
6. Prepares the Authority meeting agendas, board packets and publishes legal notices as directed, and in accordance with established procedures and legal requirements.
7. Excellent organizational, grammatical and written/verbal communication skills.
8. Prepares a wide-range of financial statements, legal documents and reports.
9. Interprets policies and procedures as established by the Board of Directors and the Executive Director.
10. Ensures that Board Packets are sent out in a timely manner and received by Board Members.
11. Compiles data based upon research techniques and on statistical compilations involving an understanding of agency policies and procedures.
12. Independently composes reports and correspondence.
13. Effectively and professionally interact with and engage the general public while problem solving and handling complaints and compliments.
14. Signs documents on behalf of the Executive Director, Designee or Board Chair when specifically designated.
15. Works with the Compliance and Procurement Officers to insure that Conflict of Interest Statements for Board of Directors and Authority employees are signed annually. This will include notification of specific deadlines and requirements for filing these documents.
16. Takes on special assignments as needed to insure the projects are completed timely.
17. Ensures that all travel advances are documented and turned in timely and meet compliance standards.
18. Ensures that the Executive office maintain strict standards of confidentiality.
19. Maintain regular and predictable attendance.
20. Maintains strict standards of confidentiality.
21. Coordinates with all personnel who assist the Executive Office; insures that personnel is trained; timeliness of information being sent to the executive director, designee or board of directors.
22. Reviews Newspapers and online media for Max New Articles; clips the articles or prints as required to insure that the agency has a file of its news stories.
23. Attends internal and external meetings as required and keeps the Executive Director or Designee aware of anything that may need attention.
24. Attends meetings with the Executive Director or Designee
25. Must have the ability to complete an assigned task in a safe manner and in a constant state of alertness.
26. Must be a cooperative team member, pay attention to detail and accuracy;
27. Must ride a Max bus route at least once a month, for basic familiarization and understanding of the Max route structure.
28. Must understand and follow all safety regulations, polices and practices.
29. Must be able to work in a cooperative manner with co-workers and supervisors.
30. Performs other duties similar in nature and level as required.
Certificate, Licenses, Registration:
Must possess or have the ability to receive and maintain a valid Alabama Driver’s License.
Certified Administrative Professional (CAP), Certified Professional Secretary (CPS), Certified Legal Assistant (CLA), as appropriate is preferred. Other appropriate certifications may be considered.
Associate of Arts degree or 60 hours minimum of college credits. Minimum of five (5) years experience working in senior administration or executive assistant position; usually at least 3 years experience providing support at a high level. Proficient computer skills and in-depth knowledge of relevant software such as MS Office Suite; knowledge of standard office administrative practices and procedures
Exceptional additional years of work experience beyond 5 year minimum can be substituted for college credit on a year-for-year basis.
Knowledge, Skills, and Abilities:
1. Must possess excellent interpersonal skills to effectively and sensitively communicate with all levels of employees, Board of Directors, government entities, the community, agency partners and others both internally and externally.
2. Requires ability to work under pressure situations, deadlines, and maintain confidentiality of working information.
3. Requires the ability to use tact, discretion and courtesy in interdepartmental, Board of Director and public contacts.
4. Must be able to type a minimum of 55 wpm.
5. Must be technology incline and have thorough knowledge of word processing and spreadsheet applications with other computer applications such as PowerPoint, publisher and Access preferred.
6. Comprehensive knowledge of English and excellent grammar skills. Speaking and writing Spanish is a plus.
7. Ability to project a professional appearance with speech, dress and written communication. Dress appropriately for the position
8. Must be able to handle multiple tasks simultaneously.
9. Must demonstrate a fiduciary obligation to the Authority in handling materials and information of a confidential nature.
10. Must have excellent proofreading and writing skills.
11. Ability to work varied weekdays and weekends as required. Must be able to travel to meetings and conference within and outside of the state.
12. Knowledge of or ability to gain knowledge and understanding of Alabama Open Meetings Law/Sunshine Law (13A-14-2), Public Records Request Act (36-12-40 & -41 and 41-13-1), Freedom of Information Act and conflict of interest codes.
13. Knowledge or ability to follow standard Parliamentary Procedures related to public agencies.
14. Ability to use electronic recording devices and transcription equipment.
15. Ability to plan and organize special events and be adaptable.
1. Must be able to pass –pre-employment substance abuse test as a condition of employment. This position is not considered safety-sensitive.
2. Must pass an employment physical functions test to be certified for the position and must maintain a physical condition with or without accommodation, allows completion of all essential duties.
3. If selected for the position, documentation of United States citizenship or an alien lawfully authorized to work in the United States will be required to establish identify and work authorization in accordance with the employer’s obligation under the Immigration Reform and Control Act of 1986. (E-Verify).
This is a full time position with the standard workweek of (40 hours) during normal business times. However, hours may vary according to work schedules and tasks to be accomplished with evening and weekend work necessary at times to accomplish the duties of the position; as determined by the immediate supervisor.
Salary & Benefits:
Commensurate with the established wage and benefit programs for administrative employees adopted by the Board of Director.
Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information one-on-one and small group situations to customers, clients, and other employees of the organization. Bilingual skills helpful.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals, ability to compute rate and percent and to draw and interpret bar graphs.
Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to sit; use hands and fingers, handle, or feel; reach with hands and arms; and talk or hear. Each employee must be physically able to lift at minimum 40 lbs.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
Americans with Disabilities Act:
If you are a qualified individual with a disability, you have a right to request that the BJCTA make reasonable accommodations in order to help you accomplish your work, which must still be performed in all its essential functions.
EEO - Equal Opportunity Employer M/F/D/V
The Birmingham-Jefferson County Transit Authority is an equal opportunity employer and does not discriminate on the basis of race, sex, age, color, religion, national origin, marital status, veteran’s status, disability status, sexual orientation or any other basis prohibited by federal, state, or local law.
Applicants for this position may be administered a skills and knowledge test.
Receipt by BJCTA of a verified negative drug test result and/or negative breath alcohol test result (<0.02 BAC) is required prior to employment. A verified positive drug and/or alcohol test will disqualify an applicant from employment