This position will be posted from April 29, 2024 to May 10, 2024 by 4 : 00pm.

Must be able to pass a drug and alcohol test and a background check. DRPA and PATCO are subject to federal law, under which marijuana continues to be illegal.

Please check your spam or clutter for any emails regarding this selection process.

Basic Purpose of Position :

• Participate in the development and planning of the division / department’s annual budget; develop, implement, and monitor programs;
• recommend and monitor administrative policy and procedures; maintain statistical reports and records; interact with the Commissioners for Board and Committee meeting;
• perform the major administrative functions of the Corporate Secretary Department, including but not limited to : scheduling meetings, preparing Agendas, gathering materials for Board members and staff to use at the meetings, preparing meeting minutes, preparing the meeting outline / scripts for the Board Chair and Committee Chairs, coordinating Board and Committee member attendance and needs for meetings, operating video conferencing equipment for Board and Committee Meetings, and facilitating the Corporate Secretary’s function as the records custodian for DRPA and PATCO;

performs other related duties as required.

Qualifications :

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the duties, responsibilities, knowledge, skill, and / or ability required.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. DRPA and PATCO adhere to all applicable laws and regulations in assessing an employee's ability to carry out or otherwise meet the job requirements set forth herein in a satisfactory manner.

Major Responsibilities and Duties

DESCRIPTION OF TASK

The Administrative Coordinator to the Corporate Secretary assists the Corporate Secretary in organizing and overseeing the administrative functions of the Corporate Secretary office;

serving as liaison with various DRPA and PATCO departments, outside consultants; and, assisting in the planning and development of the Corporate Secretary Department’s annual budget while monitoring cost control.

This position is designed to complement the Corporate Secretary by providing organizational, analytical, and communication skills, and performing as his / her chief liaison with consultants and various divisions within the DRPA and PATCO.

Perform the major administrative functions of the Corporate Secretary Department, including but not limited to scheduling meetings, preparing Agendas, gathering materials for Board members and staff to use at the meetings, preparing the minutes, preparing the meeting outline / scripts for the Board Chair and Committee Chairs, operating video conferencing equipment for Board and Committee Meetings, and coordinating Board member attendance and needs for meetings.

To appropriately assist the Corporate Secretary, it is essential to have and / or develop a working knowledge of all DRPA and PATCO policies, procedures, and Bylaws and how those are effectively applied within the confines of federal and legal regulations.

This knowledge, coupled with appropriate ethics, work ethic, communication and analytical skills make this position effective and productive.

Develop, implement, update and monitor cost controls to account for the division / department efforts towards various projects.

Coordinate the preparation and presentation of the Corporate Secretary Department’s annual budget.

Advise the Corporate Secretary on the appropriate objectives and goals required to meet the necessary projects indicated in the budget.

Develop, revise, and provide general direction for the essential records, reports, plans, and files of the Corporate Secretary Department.

Develop, review, evaluate and provide statistics and reports when requested.

Organize and oversee the administrative functions of the Corporate Secretary Department to effect smooth flow of work and operations.

Assist in planning, development and monitoring the annual budget of the Corporate Secretary Department to control spending and assures proper allocation of resources.

Assist in reviewing, evaluating, developing, and monitoring administrative policies and procedures.

Interact with the Commissioners and Executive Staff for Board and Committee meetings.

Facilitate the Corporate Secretary’s function as the official records custodian for DRPA and PATCO.

Perform other related duties as assigned.

Core Value Competencies

Safety : We promote safety in all we do. Our commitment to the safety of our customers and employees is paramount.

Integrity : We are committed to the highest level of ethical conduct, personally and corporately. We accomplish this by being open and honest, and by meeting our commitments to each other, our customers, and our region.

Customer Service : We deliver the best, highest quality service to our customers because they are our primary concern. We provide quality service by focusing on both internal and external customers.

Quality : We value and recognize quality performance and strive for the highest quality in all we do. We accomplish this by monitoring our work, systems and processes and taking action to ensure that they meet or exceed standards.

Effective teamwork includes working cooperatively with others as part of a team- as opposed to working individually or competitively- to accomplish shared objectives.

Communication : We encourage communication in and between all parts of our Authority because we believe the free exchange of information is vital to unity, effectiveness, and service among our employees, and to our customers and the region we serve.

We are committed to delivering clear, effective communications and taking responsibility for understanding others.

Innovation : We are leaders in finding new approaches and encouraging new ideas. We welcome the exchange of new ideas to improve the Authority.

We foster and initiate new ideas, methods, and solutions to support the mission and objectives of the Authority.

Dependability & Accountability : Is relied upon to do the work that's required every time. Must be consistently at work and on time, ensuring that work responsibilities are covered and expected results are achieved.

Self-Development : Take steps to ensure continued learning and professional growth.

Problem-Solving : Accurately assess problems and effectively and efficiently arrive at excellent solutions.

SUPERVISORY RESPONSIBILITIES

NONE

EDUCATION / TRAINING

Required :

High school diploma or general education degree (GED) AND a minimum of 5 years executive level administrative / office management experience, OR associate degree AND at least 3 years executive level administrative / office management experience.

• Proficiency with basic office equipment.
• P roficiency with MS Office Suite (including but not limited to MS Outlook, MS Word, MS Excel, MS PowerPoint); MS SharePoint;

video conferencing platforms (including but not limited to MS Teams, Zoom).

Good written and verbal communication skills.

Preferred :

Experience with enterprise resource planning (ERP) software systems, such as SAP.

• Experience with matter management programs, such as GaLexy Legal Suite.
• Minimum of three (3) years prior work experience in a Corporate Secretary’s Office.
• Minimum of five (5) years office experience working for a senior executive.
• M inimum of three (3) years’ experience interacting with Board members of a governmental body / agency.

Environmental Working Conditions and Physical Effort

The following section of the job description is used to identify the overall working context in which your job is performed.

These questions are included because environmental working conditions and physical effort are important elements in some jobs.

How Often : (check the appropriate box)

Occasionally Less than 1 / 3 of the time

Frequently From 1 / 3 to 2 / 3 of the time

Constantly More than 2 / 3 of the time

How much exposure to the following environmental conditions does this job require?

None

Occas

Freq

Const

Normal office situation

Wet or humid conditions (non-weather)

Work near moving mechanical parts

Work in high, precarious places

Fumes or airborne particles

Toxic or caustic chemicals

Outdoor weather conditions

Extreme cold (non-weather)

Extreme heat (non-weather)

Risk of electrical shock

Risk of radiation

Select the level of noise that is typical in the work environment for this job.

Very Quiet Conditions

Quiet Conditions

Moderate Noise

Loud Noise

Very Loud Noise

How much on-the-job time is spent performing the following physical activities?

None

Occas

Freq

Const

Stand

Walk

Stoop, kneel, crouch or crawl

Climb or balance

Reaching by extending hand(s) and / or arm(s) in any direction

Uses hands to finger, handle, or feel

Talk or good hearing

Taste or smell substances worked with on the job

Does this job require that weight be lifted, or force be exerted? If so, how much and how often?

Lifts weight or exerts force up to 10 pounds

Lifts weight or exerts force of 11 to 25 pounds

Lifts weight or exerts force of 26 to 50 pounds

Lifts weight or exerts force of 51 to 100 pounds

Lifts weight or exerts force more than 100 pounds

Select the specific vision requirements of this job.

Close vision

Distance vision

Peripheral vision

Depth perception

Ability to adjust focus

OTHER COMMENTS

Must have demonstrable excellent oral and written communication skills in order to communicate effectively, at all levels, both internally and externally.

• The individual must maintain an appropriate level of confidentiality with work products and discussions.
• Experience interacting with members of a governmental board or body.

Please check your spam or clutter for any emails regarding this selection process.

EEO / AA / DVM

Required Skills

Required Experience

Last updated : 2024-04-30