Executive Assistant

Marketing Statement

Ride BART to a satisfying career that lets you both: 1) make a difference to Bay Area residents, and 2) enjoy excellent pay, benefits, and employment stability. BART is looking for people who like to be challenged, work in a fast-paced environment, and have a passion for connecting riders to work, school and other places they need to go. BART offers a competitive salary, comprehensive health benefits, paid time off, and the CalPERS retirement program.

Job Summary

Pay Rate

$117,907.00 /annually - $178,630.00 /annually (Non-Represented Pay Band 05)

Initial salary is negotiable between $124,795.00 - $141,221.24, commensurate with experience and education.

Reports To

General Counsel

Current Assignment

Job # 202500481 Executive Assistant is only for Internal BART Employees.

The incumbent selected for this role will provide high-level executive support and manage administrative operations of the Office of the General Counsel.

This position requires exceptional responsiveness, strict confidentiality, and advanced professional administrative skills. The successful candidate will oversee a wide range of administrative functions, including maintaining complex calendars, coordinating meetings and events, supporting the department’s budget and procurement processes (such as preparation, accounts payable, purchasing, data tracking, and reporting), and preparing confidential and managerial documents for presentations, General Counsel review, and Board meetings.

The Most Qualified Candidates For This Position Will Have Highly Developed Competencies In The Following Areas, Which Will Be Reinforced With Related Work Experience And Will Be Articulated During The Selection Process

• Intermediate to advance proficiency in Microsoft Word, Excel, PowerPoint and Adobe Acrobat
• Ability to design, manage, and manipulate spread sheets
• Strong interpersonal skills with collaborative approach
• Excellence in written communication
• Strong attention to detail
  
  
  

Selection Process

Applications will be screened to assure that minimum qualifications are met. Those applicants who meet minimum qualifications will then be referred to the hiring department for the completion of further selection processes.

The selection process for this position may include a skills/performance demonstration, a written examination, and a panel and/or individual interview.

The successful candidate must have an employment history demonstrating reliability and dependability; provide copies of certificates, diplomas or other documents as required by law, including those establishing his/her right to work in the U. S; pass a pre-employment medical examination which may include a drug and alcohol screen, and which is specific to the essential job functions and requirements. Pre-employment processing will also include a background check. (Does not apply to current full-time District employees unless specific job requires additional evaluations).

Application Process

External applicants may only apply online, at www.bart.gov/jobs. Applicants needing assistance with the online application process may receive additional information by calling (510) 464-6112 .

Current employees are strongly encouraged to apply online, either at www.bart.gov/jobs, or on Employee Connect.

All applicants are asked to complete the application in full, indicating dates of employment, all positions held, hours worked, and a full description of duties. On line applicants are invited to electronically attach a resume to the application form to provide supplemental information, but should not consider the resume a substitute for the application form itself.

Applications must be complete by the closing date and time listed on the job announcement.

Examples of Duties

• Performs a variety of complex administrative, operational, and analytical duties in support of an Executive Manager or Board Officer; coordinates project activities with District departments, divisions and external organizations.
• Coordinates the development, analysis and formulation of the department’s annual budget; assists with the development of guidelines and instruction on budget process and procedures; reviews requests for staffing and capital outlay; forecasts funds needed for staffing, equipment and various projects; prepares departmental budget presentations; plans, receives, pays, and improves invoices, generates budget reports; provides status updates to appropriate Executive Manager or Board Officer.
• Assists with the implementation of policy and procedural modifications; evaluates impact on divisions or departments; develops implementation plans; recommends and implements modifications.
• Implements new systems, methods, and procedures; monitors program progress in meeting goals and objectives; conducts updates with management staff to inform and advise on project progress; makes adjustments as necessary.
• Coordinates and participates in District department or division organizational studies involving administrative or operational systems, procedures, functions, processes and techniques.
• Develops, implements and administers special administrative programs; analyzes current and historical trends; prepares and presents reports.
• Prepares clear, concise, and competent reports, correspondence, and other written materials.
• Provides assistance in organizational development in assigned areas; identifies issues; collects data; analyzes alternatives and makes recommendations.
• Participates in special projects including research of new programs and services, budget analysis and preparation, and feasibility analyses; prepares and presents reports.
• Trains assigned employees in their area of work including administrative methods, procedures and techniques.
• Oversees general office activities; procures supplies; approves invoices; develops personnel schedules; responds to inquiries; investigates complaints; provides general analytical support.
• Represents assigned area at various meetings with other departments, divisions, outside agencies and contractors; communicates projects and activities with others as appropriate; prepares for and provides assistance with hosting and participating in transportation related meetings and events.
• Responds to and resolves difficult and sensitive inquiries and complaints.
  
  
  

Education

Minimum Qualifications

Possession of a high school diploma, GED or equivalent.

Experience

Three (3) years of professional verifiable experience providing administrative support to an executive manager, board officer or related experience.

Knowledge And Skills

Knowledge of:

• Operational characteristics, services and activities of assigned program are including administrative, financial, or operations functions.
• Principles and practices of program development and implementation.
• Principles and practices of budget preparation and administration.
• Methods of administrative, organizational, economic, and procedural analysis.
• Methods and techniques of statistical and financial analysis.
• Business computer applications for statistical analysis and data management.
• Principles and practices of procurement, purchasing, and accounting.
• Methods and techniques used to conduct a variety of analytical studies.
• Principles, practices, methods and techniques of report preparation.
• Principles and procedures of record keeping.
• Office equipment including computers, supporting word processing, and spreadsheet applications.
• Related Federal, state and local laws, codes and regulations.
  
  
  

Skill In

• Performing complex analytical duties.
• Preparing, administering and monitoring capital and operating budgets.
• Organization, administration, and management.
• Maintaining accurate records and files.
• Preparing clear and concise administrative, budgetary, and financial reports.
• Collecting, evaluating and interpreting complex information and data.
• Reviewing and analyzing complex technical documents and proposals.
• Developing and interpreting goals, objectives, policies, and procedures.
• Analyzing complex problems, identify alternative solutions and recommend conclusions.
• Working independently in the absence of supervision.
• Interpreting and apply laws, policies, rules and regulations.
• Communicating clearly and concisely, both orally and in writing.
• Operating office equipment including computers and supporting word processing and spreadsheet applications.
• Establishing and maintaining effective working relationships with those contacted in the course of work.
  
  
  

Equal Employment Opportunity GroupBox1

The San Francisco Bay Area Rapid Transit District is an equal opportunity employer. Applicants shall not be discriminated against because of race, color, sex, sexual orientation, gender identity, gender expression, age (40 and above), religion, national origin (including language use restrictions), disability (mental and physical, including HIV and AIDS), ancestry, marital status, military status, veteran status, medical condition (cancer/genetic characteristics and information), or any protected category prohibited by local, state or federal laws.

The BART Human Resources Department will make reasonable efforts in the examination process to accommodate persons with disabilities or for religious reasons. Please advise the Human Resources Department of any special needs in advance of the examination by emailing at least 5 days before your examination date at employment@bart.gov .

Qualified veterans may be eligible to obtain additional veteran's credit in the selection process for this recruitment (effective Jan. 1, 2013). To obtain the credit, veterans must attach to the application a DD214 discharge document or proof of disability and complete/submit the Veteran's Preference Application no later than the closing date of the posting. For more information about this credit please go to the Veteran's Preference Policy and Application link at www.bart.gov/jobs .