Executive Secretary

Job Description

Executive Secretary

Three Positions Available - Engineering, Finance, and System Safety

Come assist our executive management in one of three critical divisions that keep our county's mass transportation system running smoothly. Your organization skills and professionalism will help keep our community moving!

About VTA

The Santa Clara Valley Transportation Authority employs more than 2,000 people dedicated to providing solutions that move Silicon Valley. Unique among transportation organizations in the San Francisco Bay Area, VTA is Santa Clara County's authority for transit development and operations (light rail and bus), congestion management, transportation-related funding, highway design and construction, real estate and transit-oriented development, and bicycle and pedestrian planning. With local, state, and federal partners, VTA works to innovate the way Silicon Valley moves and provide mobility solutions for all.

Santa Clara Valley Transportation Authority (VTA) is an independent special district that provides sustainable, accessible, community-focused, innovative, and environmentally responsible transportation options promoting the region's vitality. VTA provides bus, light rail, and paratransit services and participates as a funding partner in regional rail services, including Caltrain, Capital Corridor, and the Altamont Corridor Express.

To learn more, go to: vta.org

About the Engineering Division:

https://sccvta.sharepoint.com/divisions/SitePages/Engineering.aspx

About the Office of the CFO, Finance, Budget & Real Estate Division:

https://sccvta.sharepoint.com/divisions/SitePages/Finance.aspx

About the Safety & Security Division:

https://sccvta.sharepoint.com/divisions/SitePages/Safety-Security.aspx

Our Community

Santa Clara County, sometimes referred to as "Silicon Valley", is unique for its innovation, natural attractions, and social diversity. With numerous amenities and perfect weather, it has long been considered one of the best places in the United States to live and work. calendar of festivals and celebrations supports the community spirit. Nearby open space provides easy access to mountain parks, trails, lakes, streams, and beautiful coastal beaches. San José has received accolades for its vibrant neighborhoods, healthy lifestyle, and diverse attractions from national media, including Business Week and Money magazines.

The county's population of 1.9 million is the largest in Northern California and is rich in ethnic culture and diversity. Enjoy access and the option to explore our closely neighboring counties of San Francisco and Alameda.

The Ideal Candidate

Would be able to maintain streamlined office operations through meticulous organization and mastery of productivity tools/software that are common in today's office environment. If this is your skill set and you have a commitment to maintaining the highest level of confidentiality and professionalism in a dynamic public agency setting, this career is for you.

Definition

Under direction, an Executive Secretary provides varied, complex, and confidential secretarial and office administrative assistance to an Executive Manager.

Distinguishing Characteristics

Positions in this class assume responsibility for the overall administrative functions of a Division Chief, Director, or Deputy Director's Office. Responsibilities require considerable use of tact, discretion, initiative, and independent judgment and require general knowledge of the policies and procedures of the organization. The work often involves organizing, scheduling, coordinating, researching, compiling, exchanging, and analyzing complex information, and preparing correspondence. Positions in this class may supervise clerical staff.

Positions in this class are distinguished from other secretarial classes in that the manager supported is an Executive Manager, and matters of a confidential nature are part of the duties of this class. An Executive Secretary may be delegated limited authority to act on behalf of the Executive Manager.

Application will close: 4/3/2024 @ 4:00PM

Non-Represented

Essential Job Functions

Typical Tasks

• Provides varied, complex, responsible and confidential secretarial and office administrative assistance to one or more Executive Managers;

• Screens telephone calls and visitors; receives complaints and requests and handles or routes them for necessary action;

• Handles room arrangements and correspondence for group meetings on behalf of the Executive Manager, prepares and transmits agendas;

• Disseminates information to callers and visitors requiring judgment, knowledge, and interpretation of departmental procedures and regulations;

• Serves as liaison between the manager served and internal and external groups or individuals;

• Maintains the manager's calendar and reminds the manager of appointments; makes travel arrangements for division/department staff;

• Establishes and maintains general and confidential files;

• Takes minutes of meetings and distributes copies;

• Prepares forms required for personnel transactions, requisition forms, purchase orders, and expense reports;

• Composes routine correspondence from notes or brief instructions;

• Conducts and independently carries out a variety of assigned special projects related to the activities of the Executive Manager;

• Types a variety of documents including correspondence, reports, technical specifications, minutes of meetings, financial statements, memoranda, lists, and other written materials or documentation using word processing equipment, software, or other office equipment;

• Proofreads word processing documents and computer entries; copies and assembles materials;

• Operates a variety of office equipment, including personal computer, calculator, telephone, fax, photocopier, etc.;

• Opens the manager's mail and determines appropriate disposition; processes outgoing mail;

• Maintains office equipment including contacting service and repair personnel;

• Orders supplies, subscriptions, and memberships as needed; maintains control over petty cash;

• Learns specialty software programs of assigned unit;

• May assist with special studies, surveys, and research projects;

• May supervise and coordinate the work of clerical staff;

• Performs program administration tasks as assigned;

• Performs related work as required.

Minimum Qualifications

Employment Standards

Sufficient training, education, and experience to demonstrate possession of the required knowledge, skills, and abilities.

Development of the required knowledge, skills, and abilities is typically obtained through training and experience equivalent to completion of the 12th grade or equivalent and a minimum of two (2) years of experience as a secretary for a manager with responsibility for a variety of programs.

Type accurately at a rate of 35 net words per minute.

Interested applicants may only meet some of the requirements. We encourage applications from any person who believes they can thrive and grow within VTA.

While we're welcoming to a variety of different candidates, this position could be an excellent role for a number of different profiles, including those who:

• Want to be team players with strong interpersonal skills, working within the community and VTA to help elevate and integrate equitable transit initiatives throughout our work

• Are passionate, adaptable, and innovative team players who want to learn and contribute to the development of a visionary transit network through an equity lens

• Are interested in collaborative and impactful, transformative change; working with supportive diverse teams to help grow our service and lead our region.

Supplemental Information

Knowledge of:

• Office administrative and secretarial practices and procedures;

• The operation of common office equipment including typewriters, calculators, copy machines, facsimiles, and personal computers with common software applications such as word processing, database, spreadsheets and PowerPoint;

• Correct English usage including spelling, grammar, punctuation and vocabulary;

• Record keeping and filing methods;

• Principles of supervision and training;

• Basic mathematics;

• Report writing and forms design principles.

Ability to:

• Provide varied, responsible and confidential secretarial and office administrative assistance;

• Learn, interpret and apply policies and procedures;

• Organize work, set priorities, meet critical deadlines and follow up on assignments with a minimum of direction;

• Work in a demanding environment with changing priorities and deadlines;

• Use tact and discretion in dealing with confidential materials and information;

• Research, compile and summarize a variety of information into a usable format;

• Analyze information and materials and formulate conclusions based upon prescribed policies and procedures;

• Compose concise, factual, and grammatically correct business correspondence and reports;

• Maintain various record-keeping systems;

• Operate standard office equipment including personal computers and various software programs;

• Supervise and review the work of office support staff;

• Type accurately at a net rate of 35 WPM;

• Communicate effectively, both orally and in writing;

• Establish and maintain cooperative working relationships with those contacted in the course of work.

What's in it for You?

Work/Life Balance:40-hour work weeks, and a option of a flexible/hybrid remote schedule.

Health: VTA participates in a CalPERS-sponsored medical plan with VTA contribution to employee and dependent premium health insurance premiums. Employees pay a monthly contribution of any amount in excess of the Kaiser Bay Area Family rate.

Flex Spending Account: $300 employer-funded Health FSA for eligible employees

Vision: VSP full premium for employees and eligible dependents

Dental: Delta Dental full premium for employees and eligible dependents

Mental Health Days: 3 days: May 1, 2023 - June 30, 2024

Leave: 17 days of vacation (accrued), 80 Hours of sick time (accrued), 12 paid holidays per year, and 1 floating holiday per year.

Retirement:

• Participation in CalPERS

• Classic Members: 2%@55

• PEPRA Members: 2%@62

• 457 Deferred Compensation Plan (voluntary)

• 457 pre-tax

• 457 Roth

• Self-directed brokerage account option for qualifying employees

• Retiree medical coverage for eligible employees with VTA contributions to the retiree's medical premium

Additional perks:

• All active full-time employees and their eligible dependents are eligible for transit passes for use over VTA lines, including VTA Paratransit services.

• Employee Assistance Program (EAP) is available to each employee, eligible dependent, and household member, 24 hours a day, seven days a week.

• Tuition Reimbursement

• Professional Development Fund

• Wellness Programs

As we continue to implement our VTA Forward Plan, we aim to strengthen and increase our workforce to take on future opportunities and challenges by elevating our people and our services.

For more information about our VTA Forward Plan, visit: https://www.vta.org/VTAForward

General Instructions

Please read this entire job announcement before applying for the position. Print and keep a copy of this announcement so that you can refer to it. Questions not answered within this job announcement may be sent to personnel@vta.org.

To ensure consideration, completed applications must be submitted online to the Human Resources department by the stated closing time and date posted. When the stated closing date is "continuous," apply immediately; the position may close without notice. You will receive an immediate email confirming receipt of your submitted application. If you do not receive this email, contact NEOGOV's Applicant Assistance Line at (855) 524-5627 between 8:00AM to 5:00PM (PST) Monday through Friday, excluding holidays.

Only on-line applications will be accepted for this recruitment (paper applications or resumes will not be accepted). Job Interest Notification Cards, or copies of previous, partial, or un-submitted applications, are not an acceptable substitute to a completed application.

ALL APPLICATION AND TESTING NOTIFICATIONS WILL BE SENT BY E-MAIL.Applicants should select e-mail as the preferred method of notification. Candidates must maintain an up-to-date, valid and reliable e-mail address. Candidates are also responsible for maintaining up-to-date phone numbers and addresses on their on-line account. Due to the number of applications received, candidates must check their application status through their on-line account. Contact NeoGov for assistance if needed.

Information on how to apply for jobs at the VTA is available on the VTA Employment website and from the NEOGOV's Applicant Assistance Line (855) 524-5627. NeoGov Applicant support is available from 8:00AM to 5:00PM (PST) Monday through Friday, excluding holidays.

Americans with Disabilities Act Accommodations

The Human Resources Department will make reasonable efforts in the recruitment/examination process to accommodate applicants with disabilities. If you wish to request an accommodation, call the Human Resources Department at (408) 321-5575 or email at Personnel@vta.org.

Application Processing Information

All related current and past work experience (including VTA experience) must be listed and fully described in the Work Experience section of the application ("See Resume" is not acceptable). Incomplete or improperly completed online applications may be rejected even if you are qualified for the position for which you are applying. It is your responsibility to ensure that the online application reflects the work experience and education needed to meet the requirements for the position you are applying for. Although your resume may have all your experience and education details, please make sure to complete each section of the online application to ensure that your information is accurately captured during our screening process.

All applications are subject to review as to meeting minimum qualifications at any point in the recruitment process. Passing any step is no guarantee of continuation if it is determined that the applicant does not meet the minimum qualifications as stated in the class specification.

Candidates found to have exaggerated/falsified their qualifications, experience, training, and/or education may be disqualified at any point in the recruitment process and may be denied future employment with the VTA. If selected for the position, candidates will be required to complete a criminal conviction disclosure form. Candidates who successfully become VTA employees, and fail to disclose any of the criminal background information as required may be subject to discipline up to and including discharge.

Eligible Lists typically remain in effect for six (6) months. However, Human Resources may abolish Eligible Lists at any time during the six (6) month period. Human Resources may extend eligible Lists for up to two (2) years. Eligible Lists may be used for more than one recruitment. If you have questions related to an Eligible List you might be on or were on, you should contact Human Resources.

If you have questions regarding your status as an applicant for this position, please call the Human Resources Department at (408) 321-5575 or email at Personnel@vta.org.

VTA is committed to providing reasonable accommodations to applicants and employees with disabilities or religious needs, absent undue hardship.

VTA is an equal employment opportunity employer. VTA does not and will not tolerate discrimination against applicants or employees on the basis of age, ancestry, color, marital status, mental or physical disability, genetic information, national, origin, immigration status, political affiliation, race, religion, creed, sex, gender identity, gender expression, sexual orientation, pregnancy, medical condition, disabled veteran or veteran status, etc.