About the Municipal Pooling Authority

The Municipal Pooling Authority (MPA) is a well-established and reputable Joint Powers Authority (JPA) established in 1977, to pool municipal assets to provide General Liability coverage and Workers' Compensation coverage for 20 municipalities in Northern California. MPA has grown to include Property, Vehicle Physical Damage, short-term and long-term disability, Risk Management, Ergonomics, Employee Benefits, and Employee Wellness services/programs. MPA provides in-house administration of claims for General Liability, Workers' Compensation, and Vehicle programs, and claims administration services are maintained through Origami, an online claims management system. MPA has continually received Accreditation with Excellence from the California Association of Joint Powers Authorities CAJPA).

Join our team and enjoy MPA’s comprehensive benefits package and defined benefit retirement plan through CalPERS. Some of the benefits package highlights include no-cost dental and vision coverage for the employee and family, and for medical, there is a minimal employee contribution for Kaiser of $55.00, with other plans available for an increased share of the cost. MPA provides 14 paid holidays a year, 12 sick days a year, one administration day a year (increasing up to 5 days based on years of service, and 12 days of vacation (increasing based on years of service), and may work remotely up to 4 days a week.

The MPA team has 23 employees who specialize in their area of work, from public administration requirements of pooling to claims administration and program management. The MPA team is a highly collaborative team that takes pride in their area of work and often works together to strategize on moving MPA forward. The team enjoys quarterly team-building events.

ALL APPLICANTS MUST SUBMIT A (1) COMPLETED EMPLOYMENT APPLICATION AND (2) RESUME/CV TO INFO@MPA-NC.COM. Please include the title of the position you are applying for in the subject line of the email. You may also mail your resume and cover letter to: Municipal Pooling Authority PO Box 67, Walnut Creek, CA 94597

See Job Posting and employment application form: https://www.mpa-nc.com/jobs.aspx

About the Position: Administrative Assistant

This position provides direct administrative support to the Chief Administrative Officer. This position is also responsible for providing administrative support to the Administrative Services Department and the general administrative operations of the MPA office.

Supervision Received and Exercised

Receives direction and supervision from the Chief Administrative Officer.

Essential Duties and Responsibilities

Responsibilities and duties may include, but are not limited to the following:

· Provide direct administrative support to the Chief Administrative Officer

o Schedule all internal and external meetings, calendaring of events and activities, and conference calls for the Chief Administrative Officer.

o Answer Chief Administrative Officer’s phone and manage requests from callers.

o Draft memos, reports, or correspondence as directed.

o Provide research support on special projects.

o Coordinate travel plans.

· Administration of all Public Meetings

o Prepare Board and Committee meeting agenda packets and post them in accordance with Myers-Milias-Brown Act requirements, track attendance and take notes.

o Prepare action item minutes.

o Responsible for all meeting preparation (e.g., coordination with venues/IT providers for external meetings, equipment/meeting room set up for meetings hosted in-house, arrangement of food/refreshments, etc.).

o Assist with typing reports, letters, memos, policies, creating PowerPoint presentations, and other assignments as needed.

o Schedule various conference registrations for Board members and Staff and process travel expense reimbursements.

· Maintenance of Board Member documents and State Reporting

o Maintain updated Board Member contact information and distribute updates to staff, vendors, and Board members as necessary.

o Schedule and prepare materials for individual or group meetings with Board members such as orientation meetings, workshops, or other educational/training events.

o Coordinate, monitor, and facilitate Form 700 Annual, Leaving, and Assuming Office statement submission via NetFile.

o Issue Statement of Facts to the Secretary of State when necessary.

o Issue invitations and reminders to Board Members regarding upcoming meetings, events, trainings, and other relevant activities.

o Communicate important information and/or reminders to Board Members

· General Operations of the MPA Office

o Coordinate lease contracts, repair, and maintenance of equipment.

o Maintain vendor contacts and track Certificates of Insurance (including janitorial, landscape, office supplies, copier/printer, postage meter, elevator, etc.).

o Handle property/building needs to ensure the upkeep and maintenance of the MPA office suites, building, and building grounds.

o Process vendor contact update requests from the General Liability and Workers’ Compensation departments.

· Special Projects

o Provide collaborative support to the Administration Analyst on special projects as directed by the Board and CAO.

o Provide input on subject-specific research, data gathering, analysis, and drafting of reports.

Knowledge of

· Microsoft MS Office/Office 365, Adobe Acrobat, and other database applications (advanced experience preferred).

· Mathematical principles, basic professional letter writing, and standard format for typed materials.

· Knowledge of standard office equipment operation, including photocopier, mail machine, printers, and telephone.

· Business English, grammar, and editing.

Ability to

· Perform a variety of tasks with frequent interruptions and changing priorities.

· Maintain professional decorum and communicate tactfully, effectively, and respectfully with staff, Board members, city personnel, and the public.

· Maintain professional integrity and practice tact, perseverance, and common sense.

· Communicate effectively, both orally and in writing, using good knowledge of the English language, including correct punctuation and spelling.

· Review and edit written materials for spelling, grammar, and clarity.

· Summarize and transcribe minutes.

· Troubleshoot technical problems, including but not limited to minor computer and/or office equipment malfunctions.

· Preserve and protect confidential information.

· Work within strict deadlines and reporting requirements.

Physical Requirements

The conditions herein are representative of those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential job functions.

Primary functions require sufficient physical ability and mobility to: work in an office setting; stand or sit for prolonged periods of time; bend, stoop, crouch, reach, or kneel on a daily or regular basis; lift, carry, push, and/or pull light to moderate amounts of weight; operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and verbally communicate to exchange information. Reasonable accommodations may be provided upon request.

MINIMUM QUALIFICATIONS

Education/Training

High school diploma or equivalent

Experience

A minimum of five years of increasingly responsible administrative support experience, including providing direct support for an Executive level position in an office environment. Must have advanced knowledge of MS Office/Office 365 (specifically, Excel, Word, and PowerPoint) and Adobe Acrobat. Public entity administration and board administration, following the MMBA, and/or insurance experience is desired but not required.

License/Certifications

Valid California Driver’s License

Job Type: Full-time

Pay: $68,690.00 - $83,493.00 per month

Benefits:

• Dental insurance
• Employee assistance program
• Flexible schedule
• Health insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift

Ability to Relocate:

• Walnut Creek, CA 94596: Relocate before starting work (Required)

Work Location: Hybrid remote in Walnut Creek, CA 94596